Reviewing Benefits Billing Charges and Payments in HRS

Overview

This document provides details for how to review Benefits Billing charges and payment details in the HRS system.

Process Considerations:

  • Charges should be reviewed before billing statements are generated each month.
    • Charges can be reviewed by an individual Charge Record, Charge Detail, Employer Charges, Billing Period and by Plan Type as shown below. 
  • Billing statements are sent 6-10 days prior to the Billing Month. Payment is due on or before the 10th of the Billing Month.
    • If payment is not received, a delinquency notice will be sent on or the day following the 14th of the Billing Month.
    • Employees who do not pay, are subject to cancellation/lapse of their benefit plan(s).
  • Benefits Billing calculates the required Employer Share payments for a subset of Benefit Plans as well as tracks the funding source for both Employer Shares and the amount paid by the employee. 
  • Benefits Billing calculations don't differentiate between COBRA and non-COBRA Charges; and they don't itemize the Charges by Employee Record Numbers (for employee with multiple jobs). The inclusion of a Due Date on each item allows for separate due dates for COBRA coverage.
You may click on the links below to navigate directly to a section:

Reviewing Charge Records

1. Navigate to: Benefits > Benefits Billing > Calculate and Review Charges > Review Charge Details, enter the EMPLID and click search.

2. In the Search results, select the Billing Charge to be reviewed.
  • Billing Charge ID link can be clicked to appropriately sort as needed.

BN Bill Charge Search Replace

3. Click on the Charge tab.

  • The Charge tab will be displayed with the following information in the top section.
  • The numbers represent the following:
    • 1 = Employee's Name
    • 2 = Person ID: Employee' EMPLID
    • 3 = Billing Period: Identifies the billing cycle and the date range for the period in which the charge was applied.
    • 4 = Plan Type: Identifies the type of plan for which the charge was applied.
    • 5 = Empl Rcord: Employee's record that the Benefits Billing was set up with.
    • 6 = Charge ID: The number is system generated to create uniqueness of billing charge records.
    • 7 = CBR Evt ID: This is populated if the coverage is calculated under COBRA and will provide a link to the COBRA event.


  • The Charge tab will be displayed with the following information in the bottom section.
  • The numbers represent the following:
    • 1 = Benefit Program: Identifies the benefit program the employee is enrolled in as of the billing period.
    • 2 = Benefit Plan: Identifies what the benefit plan the employee is enrolled in for the billing charge.
    • 3 = Coverage Code: Identifies the level of coverage the employee is enrolled in under this benefit plan.
    • 4 = Deduction Code: This is the code that ties the level of coverage to the type of deduction class that should take on payroll.
    • 5 = Date Due: The date the charge needs to be paid by. System generated upon billing period but can be overwritten if needed.
    • 6 = Date Overdue: This defaults to the day following the date due by the system but can be overwritten if needed.
    • 7 = Billing Reason: Identifies how the Benefits Billing enrollment was entered.
    • 8 = Billing Source: Identifies if the charge was created manually or created by the automatic billing cycle process.
    • 9 = Date Entered: Date the charge was created. This should reflect the night of the billing cycle if the Billing Source states Automated. If the charge was created manually, then this will be the date of entry.
    • 10 = Print Period: Identifies the billing period when the statement for this charge was sent.
    • 11 = Charge: Identifies the original amount of the charge.
    • 12 = Charge Adjustments: Identifies if there were any adjustments made to the original charge.
    • 13 = Total Charge: Total charge due. Original charge +/- any charge adjustments.
    • 14 = Payment: Original payment applied against the total charge.
    • 15 = Payment Adjustments: Identifies if there were any adjustments made to the original payment.
    • 16 = Amount Due: Total amount due to the employee after charges, payments, and any adjustments have been calculated.



Reviewing Charge Details

1. Navigate to: Benefits > Benefits Billing > Calculate and Review Charges > Review Charge Details, enter the EMPLID and click search.

2. In the search results, select the Billing Charge to be reviewed.
  • Billing Charge ID link can be clicked to appropriately sort as needed.
3. Click on the Charge Detail tab.
  • The Charge Detail tab will be displayed with the following information.
  • The numbers represent the following:
    • 1 = Information in this section is the same as the top section on the Charge tab.
    • 2 = Information in this section is the Charge and Payment summary section is the same information as listed on the Charge tab, including Total Charge and Amount Due for this Billing Period.
    • 3 = Posting Date: Identifies the dates that actions were entered into HRS. For detail records with an action type of Charge, the posting date is the last day of the billing cycle.
    • 4 = Action Type: Identifies what action was taken: charge, charge adjustment, payment, and payment adjustment.
    • 5 = Charge: Identifies the original charge amount.
    • 6 = Charge Adjustments: Identifies if there were any adjustments made to the original charge.
    • 7 = ER Charge Amt: Identifies if there is an employer charge associated with the original charge.
    • 8 = ER Charge Adj: Identifies if there are any adjustments made to the employer charge.
    • 9 = Payment: Original payment applied against the total charge. Same as on the Charge tab.
    • 10 = Payment Adjustment: Identifies if there were any adjustments made to the original payment. Same as on the Charge tab.


Reviewing Employer Charges

1. Navigate to: Benefits > Benefits Billing > Calculate and Review Charges > Review Charge Details, enter the EMPLID and click search.

2. In the search results, select the Billing Charge to be reviewed.
  • Billing Charge ID link can be clicked to appropriately sort as needed.
3. Click on the Employer Charge Info tab.
  • The Employer Charge tab will be displayed with the following information.
  • The numbers represent the following:
    • 1 = Information in this section is the same as the top section on the Charge tab.
    • 2 = Charge: Identifies the amount due for the Employer Share.
    • 3 = Charge Adjustments: Identifies any charge adjustments to the original Employer Share.
    • 4 = Net Total: Total charge due for the Employer Share.


Reviewing Charges by Billing Period

1. Navigate to: Benefits > Benefits Billing > Calculate and Review Charges > Rvw Charge Smry by Bill Period, enter the EMPLID and click search.

2. In the search results, select the billing charge to be reviewed.
  • Billing Period link can be clicked to appropriately sort as needed.
3. The Review Charges by Billing Period will be displayed with the following information
  • The numbers represent the following:
    • 1 = Employee's Name
    • 2 = Person ID: Employee's EMPLID
    • 3 = Billing Period: Identifies the billing cycles and date range for the period in which the charge was applied.
    • 4 = Empl Rcord: Employee's record that the Benefits Billing was set up with.
    • 5 = Plan Type: Identifies the numeric code associated with the benefit plan.
    • 6 = Plan Type: Identifies the long description of the benefit plan.
    • 7 = Charge ID: The number is system generated to create uniqueness of billing charge records.
    • 8 = COBRA Event ID: This is populated if the coverage is calculated under COBRA and will provide a link to the COBRA event.
    • 9 = Sales Tax Type: This defaults to None.
    • 10 = Original Charge: Identifies the original charge amount.
    • 11 = Adjustment: Identifies if there were any adjustments made to the original charge.
    • 12 = Total Charge: Total charge due. Original charge +/- any charge adjustments.



Reviewing Charges by Plan Type

1. Navigate to: Benefits > Benefits Billing > Calculate and Review Charges > Rvw Charge Smry by Plan Type, enter the EMPLID and click search.

2. In the search results, select the Plan Type to be reviewed.

3. The Review Charge Summary by Plan Type will be displayed with the following information.
  • The numbers represent the following:
    • 1 = Employee's Name
    • 2 = Person ID: Employee's EMPLID
    • 3 = Plan Type: Identifies the numeric code and long description associated with the benefit plan.
    • 4 = Empl Record: Employee's record that the Benefits Billing was set up with.
    • 5 = Billing Period: Identifies the billing cycles and date range for the period in which the charge was applied.
    • 6 = Begin Date: Identifies the begin date of the billing period specified.
    • 7 = End Date: Identifies the end date of the billing period specified.
    • 8 = Charge ID: The number is system generated to create uniqueness of billing charge records.
    • 9 = COBRA Event ID: This is populated if the coverage is calculated under COBRA and will provide a link to the COBRA event.
    • 10 = Charge: Identifies the original charge amount.
    • 11 = Adjustment: Identifies if there were any adjustments made to the original charge.
    • 12 = Total Chrg: Total charge due. Original charge +/- any charge adjustments.
    • 13 = This is how you search for different billing periods. The newest billing period will be last.



Reviewing Charges and Payment History

1. Navigate to: Benefits > Benefits Billing > Manage Acct Status and Balance > Review Employee Balances, enter the EMPLID and click search.

2. In the search results, select the Plan Type to be reviewed.

3. The Review Employee Balances will be displayed with the following information.
  • The numbers represent the following:
    • 1 = Employee's Name
    • 2 = Person ID: Employee's EMPLID
    • 3 = Charges: Identifies the grand total of all charges.
    • 4 = Payments: Identifies the grand total of all payments.
    • 5 = Amount Due: Identifies the grand total of all unpaid/partially paid charges due.
    • 6 = Billing Period: Identifies the billing cycles and date range for the period in which the charge was applied.
    • 7 = Plan Type: Identifies the numeric code associated with the benefit plan.
    • 8 = Plan Type: Identifies the long description of the benefit plan.
    • 9 = Total Charge: Identifies the total charge due +/- any charge adjustments.
    • 10 = Total Payment: Identifies the total payment allocated to the specific charge.
    • 11 = Amount Due: Identifies any outstanding balance due.


https://kb.wisc.edu/images/group61/shared/9.2_Warning_Sign.png WARNING!  The system only produces statements for individuals who have active billing enrollments or outstanding balances.



Additional Resources

Related KBs: Related Links:

Get Help

  • Click HERE to contact UW Shared Services - Service Operations Department or HERE for the UWSS IT HelpDesk if you have any issues with these instructions.

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Keywords:review charges review payments enter manual charges enter payments charge details charge records employer share employer charge BN, Benefits BN, Benefits   Doc ID:16451
Owner:Christina S.Group:UW–Shared Services
Created:2011-01-07 19:00 CDTUpdated:2020-07-24 10:59 CDT
Sites:Human Resource System (HRS), UW-La Crosse, UW–Shared Services
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