Using AR Student Health Insurance€¦ · Using Student Health Insurance Office of Information Georgia Enhancements and Instructional Technology 7.10 Georgia Enhancements User Documentation

Using AR Student Health Insurance

Georgia Enhanced Banner Student and Financial Aid Systems User Documentation

Office of Information and Instructional Technology

December 2007

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Using Student Health Insurance Office of Information Georgia Enhancements and Instructional Technology 7.10

Georgia Enhancements User Documentation 7.10 Student Health Insurance

Page iii December 2007

Table of Contents Introduction....................................................................................................................1

Purpose ................................................................................................................................................. 1 Target Audience................................................................................................................................... 1 Purpose and Scope of Document..................................................................................................... 1 Graphics................................................................................................................................................ 1 References............................................................................................................................................ 1 Support.................................................................................................................................................. 1

AR Student Health Insurance Forms and Processes Reference ...............................2 Overview ............................................................................................................................................... 2

Student Health Insurance Process Flow......................................................................2 Description ........................................................................................................................................... 2 Timeframe ............................................................................................................................................. 2 Student Health Insurance Process Flow Overview ....................................................................... 2

Student Health Insurance..............................................................................................3 I. Setting Up Codes and Rules..............................................................................3

Introduction .......................................................................................................................................... 3 1. Create detail codes (ZSADETC) ................................................................................................ 3 2. Create fee exemption codes (TSAEXPT) ................................................................................. 3

II. Creating a Submission File...............................................................................4 Introduction .......................................................................................................................................... 4 Execute ZSRSHIR ................................................................................................................................ 4 Parameters for ZSRSHIR.................................................................................................................... 5 Sample Files ......................................................................................................................................... 5

III. Loading Exemption Data..................................................................................7 Introduction .......................................................................................................................................... 7 Execute ZSRHIEL ................................................................................................................................ 7 Parameters for ZSRHIEL .................................................................................................................... 7

Appendix A: Document History....................................................................................1

Using Student Health Insurance Office of Information Georgia Enhancements and Instructional Technology 7.10


Page iv December 2007

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Using Student Health Insurance Office of Information Georgia Enhancements and Instructional Technology

Georgia Enhancements User Documentation Student Health Insurance

Page 1 December 2007

Using AR Student Health Insurance Introduction

Purpose The Georgia Banner Enhanced Student and Financial Aid Student Health Insurance is used to produce a submission file that will be submitted to Pearce & Pearce (the USG approved Health Insurance provider). It also provides the ability to load waiver/exemption records from Pearce & Pearce when the student can provide proof of an approved health insurance.

Target Audience Health Services and Business Officers

Purpose and Scope of Document

This document explains how to process Student Health Insurance. This module includes the following topics:

• Setting Up Codes and Rules • Creating a Submission File • Loading Exemption Records

Graphics Graphic cues used in this document assist with labeling of steps and items that are particularly important.

Steps for recovery or support.

For additional information, see references.

Exercise caution.

Warning: an error here is critical.

References

For information about the baseline product, see Using SGHE Banner User Manual for Accounts Receivable.

Support

For additional OIIT resources and support, contact the OIIT Helpdesk: • Web support request self-service:

http://www.usg.edu/customer_services • E-mail: [email protected]

For emergency, business interruptions, or production down situations, call the OIIT Helpdesk immediately

• 706-583-2001 Toll free within Georgia: 1-888-875-369




AR Student Health Insurance Forms and Processes Reference

Overview Use the following forms:

Descriptive Title Name Detail Code Control Form ZSADETC Exemptions Form TSAEXPT

Use the following processes:

Descriptive Title Name Student Health Insurance Extraction ZSRSHIR Student Health Insurance Exemption Load ZSRHIEL

Student Health Insurance Process Flow

Description

The Student Health Insurance module provides the user with the ability to create an extract file for submission to Pearce & Pearce, the USG approved health insurance provider, of participants in the mandatory health insurance plan. Users are also provided the ability to load waiver/exemption data into the Exemptions form (TSAEXPT) for the purposes of waiving charges for participants that provide documentation of approved insurance plans other than Pearce & Pearce. Students are charged the approved rate based on assigned attributes and fee assessment rules described in the Fee Assessment section of this document.

Timeframe Files are submitted to Pearce & Pearce throughout the term, specifically when changes occur. The waiver/exemption file is received when other insurance providers are approved by Pearce & Pearce.

Student Health Insurance Process Flow Overview

Complete the following steps to set up and maintain student health insurance within the Banner Accounts Receivable module.

I. Set Up Codes and Rules

1. Create detail codes ZSADETC 2. Create exemption codes TSAEXPT

↓ II. Create submission file

Create submission file ZSRSHIR ↓

III. Load exemption data

Load exemption records ZSRHIEL




Student Health Insurance I. Setting Up Codes and Rules

Introduction Student Health Insurance requires codes and rules to process exemptions/waivers when a file is received from Pearce & Pearce.

1. Create detail codes (ZSADETC)

Create a detail code for the student health insurance exemption/waiver.

2. Create fee exemption codes (TSAEXPT)

Create an exemption code to use when exemptions/waivers are received from Pearce & Pearce. The exemption code and associated rules are established in the Exemptions form (TSAEXPT). Students will be assigned to the exemption code when the load process is successfully executed.




Rules are established for the Account Level, Category Code Level, or Detail Code Level. This illustration below is for rules at the Detail Code Level.

II. Creating a Submission File

Introduction The Student Health Insurance Extraction process (ZSRSHIR) is used to create a file to be submitted to Pearce & Pearce. The file contains specific information requested by Pearce & Pearce. The file will only include those participants in the mandatory insurance plan.

Execute ZSRSHIR The ZSRSHIR process creates the submission file for submission to Pearce & Pearce. The process will create the file based on the charges associated with the student account. Students who have waivers equal to the charges for student health insurance will not be included in the submission file. The students must also be enrolled for the term specified. Additional required information will be included in the file based on the file layout provided by Pearce & Pearce.

Caution

The effective date and termination date are defined by Pearce & Pearce. These dates indicate the length of coverage for the student enrolled in the mandatory student health insurance plan. The institutional representative may contact Pearce and Pearce to obtain these dates.

Institutional users should contact Pearce & Pearce to determine the process to submit the file created.

The parameters displayed in the Job Submission form (GJAPCTL) are as follows. The parameter number, name, requirement, and description are provided to assist you when entering the parameter values.




Parameters for ZSRSHIR

No Name Required? Description/Instructions Default Values

01 Term Code Yes Enter the term code the students will be selected from for the submission file.

02 SSN or Student ID

Yes Enter the value of ‘I’ if the file contains the Student ID or S if the file contains the SSN.

I

03 Address Hierarchy

Yes Enter the address type hierarchy. 1MA

04 Address Selection Date

Yes Enter the date for selection of address type entered. Sysdate

05 Email Address Hierarchy

Yes Enter the email address type hierarchy. 1EE

06 Email Address Selection Date

Yes Enter the date used for selecting the valid email address. Sysdate

07 Effective Date Yes Enter the date the mandatory plan becomes effective for the term.

Sysdate

08 Termination Date

Yes Enter the date the mandatory plan is terminated for the term. Sysdate

09 Charge Type Detail Code

Yes Enter the detail code created to place charges on the student account.

10 Exemption Detail Code

Yes Enter the detail code assigned to the Student Health Insurance Exemption.

Sample Files Samples of the zsrshir.log, zsrshir.lis, and zsrshir.txt files follow.

Sample zsrshir.log




Sample zsrshir.lis

Sample zsrshir.txt

Note: This file has been compressed for the purposes of this document




III. Loading Exemption Data

Introduction The Student Health Insurance Exemption Load process (ZSRHIEL) allows users to assign students listed in the Pearce & Pearce waiver/exemption file to an exemption code in Banner.

Execute ZSRHIEL The ZSRHIEL process assigns student ID numbers in the Exemptions form (TSAEXPT) based on the waiver file provided by Pearce and Pearce. First the process will match based on ID number. Then it matches last name, first 3 letters of the first name, and the date of birth for the individual. The user enters the exemption code as a parameter and the process will assign each student in the file to the exemption code for the term specified.

The process will update records existing in TSAEXPT for the exemption that have a ‘Deleted’ status to null if the student is included in the .csv file received from Pearce & Pearce.

Caution

Pearce & Pearce provides a check box on their web site (http://www.studentinsurance.com/indexa.htm) for each institution to select the Board of Regents file format when downloading the waiver/exemptions file. It is recommended that users download the file as a text file. ZSRHIEL is designed to match based on the SPRIDEN_ID first. Institutions that have converted from SSN to SID should request Pearce & Pearce collect and provide the student ID number specific to the institution. Institutions that have not converted should work with Pearce & Pearce so that SSN is collected and provided in the waiver/exemption file. Currently, Pearce & Pearce will only submit the last 4 digits of the SSN. Contact Pearce & Pearce to receive the complete SSN. Once the SSN to SID conversion is complete, users should contact Pearce & Pearce to collect the student ID number.

Warning

The exemption file received from Pearce & Pearce must be renamed to include a file extension of .csv for ZSRHIEL to read the file. The file must be placed in the $DATA_HOME/arsys directory before executing ZSRHIEL. An error report generates for students whose pidms were not matched in your institution’s Banner database and students who already have an exemption code in Banner for the current term used for processing.

Parameters for ZSRHIEL

No Name Required Description/Instructions Default Values

01 Run Mode Yes Enter ‘A’ for audit mode or ‘U’ for update mode. A

02 Term Code Yes Enter the term you wish to assign to the exemption.

03 Exemption Code Yes Enter the exemption code the students in the waiver file will be assigned.




04 Input File Name Yes Enter the exemption file name.

Sample Files Sample zsrhiel.log

Sample zsrhiel.lis

Page 1 lists students with no errors encountered during processing.

The error listing follows the processed records.




The control report lists the parameters entered at run time as well as the records processed, records with errors, and the total number of records in the file.



Page A-1 December 2007

Appendix A: Document History This section details the history of the document and updates made for each modification.

Release and Date Form/Process Page Update Description

Georgia Enhancements 7.6, December 15, 2006

NA All Accounts Receivable document is divided into chapters and a new format.

Georgia Enhancements, October 19, 2007

ZSRHIEL 7-9 Updates to process order and .log file pages

Documents

Using AR Student Health Insurance€¦ · Using Student Health Insurance Office of Information Georgia Enhancements and Instructional Technology 7.10 Georgia Enhancements User Documentation