Department of Civil Service

PA99-19

TO: Participating Agency Health Benefits Administrators
FROM: Employee Benefits Division
SUBJECT: Changes to Employer Share Billing as a result of Conversion to New York Benefits Eligibility and Accounting System (NYBEAS)
DATE: December 13, 1999

Enclosed is your first billing statement produced out of the New York Benefits Eligibility and Accounting System (NYBEAS). It includes January 2000 premium charges, as well as retroactivity associated with transactions processed since conversion to NYBEAS. Your payment should now be sent to the address provided on the statement, currently the Department of Civil Service. Do not send your January payment to the previous Post Office box address. Please discard any envelopes you have received from us in the past.

Any past premium due prior to NYBEAS conversion has not been carried forward to the new system. An account reconciliation is currently underway, and any past due balances will be included on a subsequent statement. Going forward, this new statement format provides for running balances of any unpaid premium due. As payments are received by the Employee Benefits Division, they will be applied to charges beginning with the earliest amount due. Any charges for which payment has not been received will be carried forward to your next month's statement. Each line on the statement is a unique combination of benefit information for which you are being charged. Following is an explanation of the information contained in these charge lines:

Due Date

Each charge is assigned a due date. The due date will be 5 days prior to the first day of the coverage period being billed.

Item ID

System-generated number used to identify a particular charge.

Entry Type

This field will either contain "Invoice" for a charge for regular billing and/or retroactivity, or "Credit" for retroactivity that results in a credit.

Plan Type

Plan Type 10 = Medical Plan
Type 18 = Medicare
The Medicare plan type will not show on your billing statement at this time.

Benefit Program

Rate Effective Date

The first effective date of the rate being applied for a particular charge. For example, the rate charged for January 2000 premium became effective with the 1/1/2000 rate change. Retroactive charges that go back to November 1999 will show with a 1/1/99 effective date.

Coverage Begin Date

First day of the coverage period for a particular charge.

Coverage End Date

Last day of the coverage period for a particular charge.

Emplid

When a transaction is processed on a particular enrollee that generates retroactivity, the employee's ID (social security number for active employees and retirees) will appear in this column. Dependent survivors and COBRA enrollees will be given a generated EmplID starting with an "S" or "C" respectively.

Benefit Plan

001 - The Empire Plan

MED1 - 1 Medicare Credit

MED2 - 2 Medicare Credit

MED3 - 3 Medicare Credit

The Medicare plan type will not show on your billing statement at this time.

Coverage Code

1 - Individual Coverage
4 - Family Coverage
A - Individual w/ one Medicare credit
B - Family w/ one Medicare credit
C - Family w/ two Medicare credits
D - Family w/ three Medicare credits

Contracts with Domestic Partners will be included with the Family Coverage Code of "4". You will identify Domestic Partners by using the appropriate dependent type when they are enrolled.

Invoice Type

CHRG - Medical Premium

MDCR -Medicare

The Medicare plan type will not show on your billing statement at this time.

Billing Units

Number of units associated with a particular charge.

Coverage Rate

Employer Share rate being applied for a particular charge.

Payment

A Payment ID will be assigned when payments are applied to charges. If a charge has been paid in full, it will not be carried forward to your subsequent month's statement. However, if a partial payment is applied to a charge, the charge will be carried forward with the remaining amount due.

Item Activity

The dollar amount of any payments applied to a particular charge.

Amount Due

Amount due for each given charge line. If a partial payment has been applied, this will be the remaining amount due.

Enclosed with your statement is an Activity Listing, which is a listing of all transactions that were processed on your enrollees since the last statement date. Also enclosed is a listing of those enrollees who are becoming Medicare eligible. Both of these listings will be included each month with your statement.

The monthly agency and enrollee administrative charges are not reflected in your bill for January coverage. Additional programming is needed to incorporate these charges into the bills produced by NYBEAS. Your February bill will include administrative charges for both January and February. The administrative cost charge will be shown separately on your premium bill. Please note that the administrative charge must be borne entirely by the agency and may not be passed on to active employees, retirees or other enrollees.

Send one check each month for the combined premium and administrative cost charges made payable to the "New York State Employees' Health Insurance Pending Account." The last page of your statement is your remittance document. Please fill in the information above the dotted line and send the entire page with your payment to the address provided on the statement.

A mailing label has been provided for your convenience. Please discard any envelopes you have received from us in the past.

Feel free to contact Colleen Sprague at (518) 457-5153 or Theresa Bartlett at (518) 457-5847 if you have any questions.