February 16, 2024

How to: Emloyee and Plan Mapping in Tabulera's Benefits Reconciliation Module

In this guide, you will learn how to efficiently conduct Plan Mapping, Person Mapping, and Plan Merge inside Tabulera's Benefits Reconciliation Module, ensuring seamless alignment between enrollment, payroll, and carrier invoice data.

Plan Mapping

Tabulera implementation team takes care of the initial plan mapping process, but maintaining accuracy requires periodic checks. To ensure ongoing precision and automatic matching, we recommend conducting monthly reviews, especially if new Plans are added or discrepancies in the data between systems occur. Here's how to perform this operation:

  • Go to the Benefits Reconciliation Application
  • Toggle to the Old UI (Legacy UI).
  • Select your company type - choose either "PEO" or "ASO" from the dropdown menu. Single employer clients can skip this step.
  • Choose the date and the Carrier Invoice you want to map.
  • Click the "Generate" button. For large Master plans, generation might take a minute.
  • The view will display all employees alongside Enrollment, Payroll, and Invoice data sorted by plan types.
  • Navigate to the Plans tab.
  • In the Statistical Panel, verify if the "Total Plans Number" matches the "Confirmed Plans" number. If they don’t match, manually check which Plan Codes don’t match the corresponding source data.
  • Review each of the source data tabs and verify if any "Confirm" button is grayed out (as displayed on the image below). If a Plan Code is crossed out, it will not be reflected on the reconciliation report and can be disregarded for now. Reasons for this exclusion may include duplicate plan types, legacy plan names, or the decision not to reconcile this plan at the moment.
  • When encountering an unmapped plan code, select its type from the dropdown menu. If the plan lacks a typical name, opt for "Custom Plan Type" and assign it a custom name. Then, choose the corresponding "Invoice name" from the dropdown menu, unless assigned automatically. Ensure that the names align consistently across all three source data tabs. This alignment facilitates mapping; when Recon detects identical names within one Plan Type, it automatically merges those entries, eliminating the need for manual merging under the "Details" tab. Finally, click "Confirm". The "Confirmed" button will then turn green, signifying successful mapping.
  • Ensure that all three data sources have all Plan Codes confirmed and that the "Total Plans" number equals the "Confirmed Plans" number in the Statistical Panel.
  • After any edits of the mapping, if you want the data to be displayed correctly in the Reconciliation Module, refresh the page with the button located in the bottom left corner of the “Details” tab.

Person Mapping

Occasionally during reconciliation, you may encounter two unresolved employees with differing first or last names, where one has only the payroll amount and the other only the carrier amount. The system encounters challenges in linking enrollment, payroll, and carrier invoice information for employees facing these issues:

  • Names exceeding the character limit for carrier invoices,
  • Discrepancies in last names across data sources, or
  • Instances of multiple employees sharing identical names.

In such scenarios, it becomes imperative to instruct the system to recognize these disparate data sources as belonging to the same individual. Here's how to proceed with this essential task.

  • Go to the Benefits Reconciliation Application
  • Toggle to the Old UI (Legacy UI).
  • Depending on your company type, select "PEO" or "ASO" from the dropdown menu. Single employer clients can skip this step.
  • Choose the date and the Carrier Invoice you want to work on, then click "Generate".
  • Click the funnel button and in the features dropdown menu, select “Unresolved Employees” and click the "Filter" button.
  • You will be presented with a list of employees on the carrier invoice that the system cannot identify a match in the enrollment or payroll file for. The unmerged employees will have a black background and a search box.
  • Start typing in any part of the name of the person you’re trying to map - first name or any part of the last name. It might take a few attempts, and you will see the person you want to merge the data. Select this person and hit the “Merge” button. The employee is mapped.
  • After any edits of the mapping, if you want the data to be displayed correctly in the Reconciliation Module, refresh the page with the button located in the bottom left corner.
  • If you wish to unmerge a person. Toggle back to the old UI. Visit the “Mappings” tab and click on the "Person Mappings". Click the “Remove” button next to the employee name.


Plan Merge

Occasionally, you may encounter an employee with two or more similarly named plans under their name (for example A D & D and Life A D & D). In such cases, one plan may have a carrier invoice amount but no payroll amount, while the other plan may have the payroll amount but no invoice amounts. This discrepancy indicates unmerged plans. Follow this procedure to merge the plans:

  • Access the Benefits Reconciliation Application.
  • Toggle to the Old UI
  • Depending on your company type, select "PEO" or "ASO" from the dropdown menu. Single employer clients can skip this step.
  • Choose the date and the Carrier Invoice you want to work on, then click "Generate".
  • Utilize the “Find Person” feature to locate the employee with unmerged plans. Simply type in the employee's name and click the “Find” button, or search for them manually.
  • Hover your mouse over the Plan name in the enrollment section. When the mouse cursor changes, click on the plan name. A “Merge” button will appear in the Carrier Invoice section. Click it to merge the two plans. Repeat for the remaining plans you wish to merge.
  • If this action is performed for one employee, it will automatically be applied to other employees with the same unmerged case.
  • After any edits of the mapping, if you want the data to be displayed correctly in the Reconciliation Module, refresh the page with the button located in the bottom left corner.
  • Let’s make sure the plans have been merged correctly
  • To unmerge the plans, navigate to the Mapping Tab in the Old . Find the plan name that you wish to unmerge and click the "Remove" button.

Table of contents:

Benefits Reconciliation

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