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How To Change Payment Setup - Updated 11/16/07

The following document describes the process and step-by-step instructions on how to make changes to Payment Setup for the RDS program using the RDS Secure Web Site.

Specifically, this document includes information about the following:

• What Payment Setup steps can I change?
• How often can I make changes to Payment Setup?
• How do I change my Account Manager's payment privileges?
• How do I change my Designee's payment privileges?
• Can I add/delete Designee(s) when changing Payment Setup?
• How do I change a Vendor's Payment Setup?
• Can I report costs or request payment while I'm in the middle of changing Payment Setup?
• How do I resubmit my Payment Setup changes?
• How do I reassign benefit options to Cost Reports?
• If I reassign my Account Manager and/or Authorized Representative, does that change affect Payment Setup? 
• How and to whom is information about changes to Payment Setup communicated?
• Once a Cost Reporter submits a Cost Report, are there limitations to what can be changed in Payment Setup?

What Payment Setup steps can I change?

You are able to change the following Payment Setup steps:

• Step 2 - Assign Payment/Cost Privilege to Account Manager –An Account Manager can either: request payment and consequently only view cost data, or report costs and consequently only view payment data, or only view both cost and payment data.
• Step 3 - Assign Payment/Cost Privilege to Designee(s) – A Designee can be assigned either the report costs or the request payment privilege, but not both in the same application. You can either decide to assign payment-related privileges (report costs or request payment) to existing designees already defined in the application, or you can add new designees during the Payment Setup process and assign them payment-related privileges.
• Step 4 - Specify Vendors for Cost Reporting – A Vendor may report costs using mainframe or data entry cost report submission methods. A Vendor is required to request a Vendor ID from the RDS Center, and each Vendor ID has a pre-associated cost data submission method as specified by the Vendor. For example, a Vendor wanting to report costs via mainframe for one application may have Vendor ID A12345 for mainframe cost data submissions, and Vendor A56789 for data-entry cost data submissions. 
• Step 5 - Assign Benefit Options to Cost Reporters - At least one cost reporter must be assigned to each benefit option; however, it is also possible to have more than one cost reporter for a benefit option. The cost reporters could be two different Vendors, two different Sponsor Designee/Cost reporters, or a combination of the two. Although multiple cost reporters can report costs for the same benefit option, he will only be able to view the cost data in the application on which they are reporting.

Note: When you make changes to any of the Payment Setup steps, you must revisit Step 6 - Final Review to Complete Payment Setup to verify your changes and to submit Payment Setup. 

How often can I make changes to Payment Setup?

The RDS Center does not limit the number of times you can make changes to Payment Setup.  However, Payment Setup must be completed before you can submit a Cost Report or Payment Request (i.e. the Payment Setup Status column on the Application List page must read Complete).

If the Payment Setup Status column has a Payment Setup link that means Payment Setup is incomplete.  To complete Payment Setup click the Payment Setup link or select the Payment Setup action from the Actions dropdown list and clicking Go.

Note: Once you click Submit Payment Setup, and your changes are submitted without errors, your application's Payment Setup status is instantly changed to Complete. To view the completed Payment Setup status go to the Application List page. The Payment Setup Status column is updated from the Payment Setup link, to Complete.  Since the Payment Setup status is updated instantly, you can make changes to Payment Setup minutes before you submit your Cost Report or Payment Request. However, keep in mind, the Payment Setup status must be Complete before submitting cost data or submitting a payment request.

How do I change my Account Manager's payment privileges?

To change your Account Manager's payment privilege click Step 2: Assign Payment/Cost Privilege to Account Manager link.  

There are three payment privileges options available for the Account Manager:

• Payment Requesting – the Account Manager is allowed to request interim payments for this application.
• Cost Reporting - the Account Manager is allowed to report interim costs for this application.
• View Only – (Default) the Account Manager is only allowed to view interim costs and interim payment requests.

There are four options when changing an Account Manager's payment privileges:

Option 1 – Change from Report Cost to Request Payment
Option 2 – Change from Request Payment to Report Costs
Option 3 – Change from Request Payment to View Only
Option 4 – Change from Report Costs to View Only

• Option 1 – Change from Report Cost to Request Payment.

  

1. Select the Request Payment radio button and click Continue.

   

2. The Assign Payment/Cost Privilege to Account Manager Confirmation page will display.

   

   Notice that before you can change the Account Manager's payment privilege, you must first remove all assigned benefit options.

3. Click the Assign Benefit Options to Cost Reporters link. The Assign Benefit Options to Cost Reports page will display. Select the Assign Benefit Options action from the Actions dropdown list and click Go.

   

4. The Assign Benefit Options page will display.

   

5. Click on the Unassign All button or click each checkbox to remove the selection and click Continue.

   

6. The Assign Benefit Options to Cost Reporters page will display. Notice that Dee Smith has 0 benefit options assigned to her. If you are satisfied with your change, click Continue.

   

7. The Payment Setup Menu page will display.

   

   Even though you started this change process by reassigning the Account Manager's payment privilege from Report Costs to Request Payment. Your change did not register because the benefit options needed to first be unassigned. Therefore, you need to revisit Assign Payment/Cost Privilege to Account Manager, to reassign the Account Manager's payment privilege again.

   

8. Click the Request Payment radio button and click Continue. Clicking Cancel will return you to the Payment Setup Menu page without saving your selection.

   

9. The Payment/Cost Privilege to Account Manager Confirmation page will display. To confirm the change in privilege, click Confirm. Clicking Cancel will return you to the Payment Setup Menu page without saving your selection.

   

• Option 2 – Changing from Request Payment to Report Costs.

  

1. Select the Report Costs radio button and click Continue.

   

2. The Assign Payment/Cost Privilege to Account Manager Confirmation page will display.

   

3. To confirm the changes in payment privilege click Confirm. Clicking Cancel will return you to the Payment Setup Menu page without saving your selection.

   

4. You need to assign a reporting method and benefit option(s) to the new Cost Reporter.  Click on the Assign Benefit Options to Cost Reporters link.  To assign the new Cost Reporter a reporting method select that action from the Actions dropdown list and click Go. Clicking Continue will return you to the Payment Setup Menu page.

   

5. To designate a reporting method, select the appropriate radio button and click Continue. Clicking Cancel will return you to the Assign Benefit Options to Cost Reporters page without saving your selection.

   

6. To assign the new Cost Reporter a benefit option, select that action from the Actions dropdown list and click Go. Clicking Continue will return you to the Payment Setup Menu page.

   

7. To assign all listed benefit options click Assign All. To assign individual benefit options, check the appropriate box(es).  Click Continue to save your choices and to return to the Assign Benefit Options to Cost Reporters page. Clicking Cancel will return you to the Assign Benefit Options to Cost Reporters selection and return you to the Assign Benefit Options to Cost Reporters page without saving your changes.

   

8. After clicking Continue, you will return to the Assign Benefit Options to Cost Reporters page.  Notice that Dee Smith has been assigned the Date Entry reporting method and 2 benefit options.  If you are satisfied with your change, click Continue.
9. When you are finished specifying reporting methods and assigning benefit options, click Continue.

   

10. The Payment Setup Menu page will display.

    

• Option 3 – Changing from Request Payment to View Only.

  

1. Select the View Only radio button and click Continue.

   

2. The Assign Payment/Cost Privilege to Account Manager Confirmation page will display.

   

3. To confirm the change in the payment privilege click Confirm. The Payment Setup Menu page will display. Clicking Cancel will return you to the Payment Setup Menu page without saving your selection

   

• Option 4 – Change from Report Costs to View Only

  

1. Select the View Only radio button and click Continue.

   

2. The Assign Payment/Cost Privilege to Account Manager Confirmation page will display.

   

   Notice that before you can change the Account Manager's payment privilege, you must first remove all assigned benefit options. 

3. Click the Assign Benefit Options to Cost Reporters link.  The Assign Benefit Options to Cost Reports page will display.  Select the Assign Benefit Options action from the Actions dropdown list and click Go.

   

4. The Assign Benefit Options page will display.

   

5. Click on the Unassign All button or click each checkbox to remove the selection and click Continue

   

6. The Assign Benefit Options to Cost Reporters page will display.  Notice that Dee Smith has 0 benefit options assigned to her.  If you are satisfied with your change, click Continue.

   

7. The Payment Setup Menu page will display.

   

How do I change my Designee's payment privileges?

To change a Designee's payment privilege, click the Assign a Payment/Cost Privilege to Designee(s) link.

In this example, there are three Designees assigned a payment/cost reporting privilege.  To change Jane Clark's payment privilege from Report Costs to Request Payment, select Change Privilege from the Action dropdown list and click Go.

The Designee Information page will display. 

Jane Clark is currently assigned the Report Cost payment privilege. 

To change her payment privilege, uncheck Report Cost, and check Request Payment. Click Continue.

Since Jane Clark was a Designee assigned the Report Costs privilege, you will first need to remove the benefit options that have been assigned to her before you can change to payment privilege to Request Payment. To do so, click the Assign Benefit Options to Cost Reports link.  Clicking Cancel will return you to the Assign Payment/Cost Privileges to Designee(s) page without saving your selection. 

Clicking the Assign Benefit Options to Cost Reports link will display the Assign Benefit Options to Cost Reports page.

To change Jane Clark's benefit options, select the Assign Benefit Options action from the Actions dropdown list and click Go.  The Assign Benefit Options page will display. 

Click Unassign All or click each checkbox to unassign the benefit option, and click Continue.  Clicking Cancel will return you to the Assign Payment/Cost Privileges to Designee(s) without saving your selection.

The Assign Benefit Options Confirmation page will display.  To approve your selection click Confirm. If you do not want to confirm your selection, click Cancel. Clicking Cancel will return you to the Assign Payment/Cost Privileges to Designee(s) page.

You will return to the Assign Benefit Options to Cost Reporters page.  Notice that Jane Clark has 0 benefit options assigned to her.  If you are finished making changes, click Continue.

The Payment Setup Menu page will display.

Even though you started this change process by reassigning the Designee's payment privilege from Report Costs to Request Payment.  Your change did not register because the benefit options needed to first be unassigned.  Therefore, you need to revisit Assign Payment/Cost Privilege to Designee(s), to reassign the Designee's payment privilege again.  To change Jane Clark's payment privilege from Report Costs to Request Payment, select Change Privilege from the Action dropdown list and click Go.

The Designee Information page will display. 

To change her payment privilege, uncheck Report Cost, and check Request Payment. Click Continue.

 

The following confirmation page will display.  To confirm the change in privilege, click Confirm.  Clicking Cancel will return you to the Payment Setup Menu page without saving your selection.

Can I add/delete Designee(s) when changing Payment Setup?

Yes, you are able to add/delete Designee(s) at anytime.  For directions on how to add Designee(s) through the Payment Setup process, refer to How to Complete Payment Setup.

If you want to delete Designee(s), make sure that you in fact want to completely remove them from your application, instead of just removing a payment privilege How do I change my Designee's payment privileges?.  Remember that there could be application privileges assigned to the Designee(s) such as, Submit an Appeal or View/Send/Receive Retiree Data that you still need the Designee(s) to perform.  However, if you are certain that you want to delete Designee(s), refer to How To Assign/Delete Designees or Change their Privileges.  

How do I change a Vendor's payment setup?

There are several things that you may need to change regarding the Vendor payment setup information.

• Option 1 – Changing which benefit options the Plan Sponsor needs the Vendor to report costs for.
• Option 2 – Specifying a new Vendor and adding employees from that Vendor as Designees with the Cost Reporter payment privilege.

Option 1 – To Change the number of benefit options Vendor 202903 wants its Cost Reporter, Debra Weber, to report costs for, click Assign Benefit Options to Cost Reports link.  

The Assign Benefit Options to Cost Reporters page will display.

Select Assign Benefit Options from the Actions dropdown list and click Go.

The Assign Benefit Options page displays.  Coastal Shipping (east) is the only benefit option assigned to this Vendor. 

To assign the Coastal Shipping (east/Admin) benefit option click Assign All or the empty checkbox.

If you are satisfied with your change, click Continue. Clicking Cancel will return you to the Assign Benefit Options to Cost Reports page without saving your selection.

The Payment Setup Menu will display.

Option 2 – Specifying a new Vendor 202904 and add a new Designee, Richard Stevenson, as its Cost Reporter. If a benefit option for which you are currently reporting has a new Vendor, it is necessary to follow these steps to add the new vendor so they can report costs. However, it is not necessary to remove the Vendor being replaced since they will still need the ability to report costs through reconciliation.

Click the Specify Vendor for Cost Reporting link. 

The Vendor Summary page will display.  To specify a Vendor click the Specify a Vendor link and the Specify Vendor page will display. Clicking Continue will return you to the Payment Setup Menu page.

Enter the Vendor ID and click Go.  Clicking Cancel will return you to the Vendor Summary page.

Note: If you do not know the Vendor ID, contact the Vendor directly for this information. Make sure you clarify with the Vendor, which cost reporting submission method you would like them to use. The Vendor ID may vary depending on whether the Vendor is reporting mainframe or data entry.

If the Vendor ID was found in the RDS Center database and you have confirmed that the information listed is correct, click Assign.  Clicking Cancel will return you to the Vendor Summary page without saving your selection. 

The Vendor Summary page will display.  For each Vendor assigned, you will need to inform the RDS Center whether you plan on having a Vendor Designee to view the cost reports submitted by the specified Vendor. Note: Assigning a Designee to view cost reports submitted by a Vendor is optional; however, answering the question is not optional. A Cost Reporter is necessary for a Vendor ensuring costs via the Secure Web Site.

Click the Identify Vendor Cost Reporters link under the Cost Reporters column or select the Identify Cost Reporters option for the Actions dropdown list and click Go.

The Identify Vendor Cost Reporters page will display.

If you want to specify one or more Designee(s) to report costs, select Yes and click Continue otherwise, select No and click Continue. In order to complete this step, you must select one of the options. Clicking Cancel will return you to the Payment Setup Menu page without saving your selection.

The Vendor Summary page will display.  Vendor A202904 is listed, but needs to have a Cost Report and benefit option(s) assigned

To assign a Cost Reporter select the Maintain Cost Reporters from the Actions dropdown list and click Go. Clicking Continue will return you to the Payment Setup Menu page.

The Identify Vendor Cost Reporters page will display. 

 

Now, you can assign the new Designee, Richard Stevenson, to report costs for Vendor A202904 by clicking his checkbox.  Click Continue to save your selection.  Clicking Cancel will return you to the Vendor Summary page without saving your selection.

The Vendor Summary page will display.  Notice that although Richard Stevenson's payment privilege has been assigned, he still needs to be assigned to a benefit option.  Note: Not all Designees need to be associated with a Benefit option. If you are satisfied with your change, click Continue.

The Payment Setup Menu page will display.  To assign Vendor 202904 benefit option(s), click the Assign Benefit Options to Cost Reporters link.

The Assign Benefit Options to Cost Reports page will display.

Select the Assign Benefit Options action from the Actions dropdown list associated with Vendor 202904 and click Go. Clicking Cancel will return you to the Payment Setup Menu page without saving your selection.

The Assign Benefit Options page will display. 

Assign the benefit option(s) you want Vendor 202904 to report costs for and click Continue Clicking Cancel will delete your selection and return you to the Assign Benefit Options to Cost Reporters page.

Notice that Vendor 202904 has been assigned one benefit option. If you are satisfied with your change, click Continue.

The Payment Setup Menu page will display.

Can I report costs or request payment while I'm in the middle of changing Payment Setup?

No, you will not be able to report costs or request payment in the middle of changing Payment Setup.  Payment Setup must be completed before you can submit a Cost Report or Payment Request.  (i.e. the Payment Setup Status column on the Application List page must read Complete).

Note: If you are planning to transmit Cost Reports via the mainframe, be aware that the RDS Center processes Cost Reports at midnight the day they were submitted. Therefore, if you submit your Cost Report at 2:00 pm and then change Payment Setup at 6:30 pm, but leave it with a status of Incomplete, your Cost Report will not be processed. For information about whether your mainframe Cost Report was processed, go to: How will I know if the RDS Center received my mainframe Costs Report and was able to process it?

 

If the Payment Setup Status column has a Payment Setup link that means Payment Setup is incomplete.  To complete Payment Setup click the Payment Setup link or select the Payment Setup action from the Actions dropdown list and click Go.

 

Remember, once you click Submit Payment Setup your application's Payment Setup status is instantly changed from Incomplete to Complete in the RDS database as long as you do not encounter an errors.  Therefore, you can make changes to Payment Setup minutes before you submit your Cost Report or Payment Request.

How do I resubmit my Payment Setup changes?

Once you have made your changes to Payment Setup and are ready to resubmit, click the Final Review to Complete Payment Setup link.

If all six Payment Setup steps have been completed and you agree with the assignments, click Submit Payment Setup. If you want to make more changes or you do not want to submit your Payment Setup at this time, click Cancel.

The Successful Payment Setup page will display.

Click Continue to return to the Payment Setup Menu page.  Payment Setup has been completed. 

 

How do I reassign benefit options to Cost Reports?

To reassign benefit options to Cost Reporters, click on the Assign Benefit Options to Cost Reporters link.

The Assign Benefit Options to Cost Reporters will display.

Notice that Debra Weber has 1 benefit option assigned.   To reassign her benefit option, select the Assign Benefit Options action from the Actions dropdown list and click Go.

The Assign Benefit Options page will display.  Currently, the Admin Union benefit option is assigned. 

You have two options:

1. Unassign Admin Union benefit option and assign Union benefit option (click on Unassign All and click the Union checkbox or click the Admin Union checkbox to unassign and click the Union checkbox.)



2. Keep Admin Union and assign Union (click Assign All or click the Union checkbox.)

After choosing an  option click Continue.  Clicking Cancel will return you to the Assign Benefit Options to Cost Reports page without saving your selection.

Notice that Debra Weber is now assigned to 2 benefit options.  When you are finished reassigning benefit options, click Continue.

The Payment Setup Menu page will display.

If I reassign my Account Manager and/or Authorized Representative, does that affect Payment Setup? 

If you reassign your Account Manager, you will not need to revisit Payment Setup and assign h/her a payment/cost privilege and benefit option(s) because the privilege is attached to the role, not the person.  For more information, go to How to Complete Payment Setup.

If you reassign your Authorized Representative, this does not affect Payment Setup since the Authorized Representative automatically defaults to the Request Payment privilege and cannot be changed. However, remember the Authorized Representative is not required to request payment. The Account Manager or a Designee can also be assigned the payment requesting privilege for an application.

How and to whom is information about changes to Payment Setup communicated?

After submitting your Payment Setup the Authorized Representative and Account Manager will receive an e-mail confirmation.

Once a Cost Reporter submits a Cost Report, are there limitations to what can be changed in Payment Setup?

Yes. The following actions will be prevented in Payment Setup once the Cost Reporter has submitted a Cost Report.

• Change Account Manager privilege from Report Costs to View Only or Request Payment.
• Change Plan Sponsor Designee privilege from Report Costs to Request Payment.
• Remove Vendor.
• Remove Benefit Options from Cost Reporters (Vendor or Plan Sponsor).