Common Questions

ANSWER: A Designee is a user of the ERRP Secure Website who may perform tasks to assist the Account Manager or Authorized Representative in ERRP Program participation and compliance. The Designee may be assigned multiple privileges to perform specific tasks. For more information about these privileges, go to: What privileges may I assign to a Designee(s)?

Answer ID: H900-1
Date Posted: 10/01/2010

ANSWER: An Account Manager and Authorized Representative of the ERRP Secure Website may assign, delete, and change a Designee's privileges within each application.

Answer ID: H900-2
Date Posted: 10/01/2010

ANSWER: No. The Designee role is optional.

Answer ID: H900-4
Date Posted: 10/01/2010

ANSWER: An Authorized Representative or Account Manager can assign a Designee to an application to assist with one or more of the following:

• Edit Early Retiree List Setup

• Report Costs

• Request Reimbursement

• Change Banking Information

• View/Send/Receive Early Retiree Data

• Edit Claim List Setup

• View/Send/Receive Claim Data

Note: A Designee may not have both the Report Costs and Request Reimbursement privileges.

Answer ID: H900-5
Date Posted: 10/01/2010      Last Updated: 06/03/2011

ANSWER: Yes. For specific step-by-step instructions on how to delete a Designee, click on the How Do I menu option on the Designee Information page of the ERRP Secure Web Site.

Answer ID: H900-6
Date Posted: 10/01/2010

ANSWER: Yes. For step-by-step instructions on reassigning user roles, click on the How Do I? menu option on the Plan Sponsor List with Application Summary page of the ERRP Secure Web Site. However, please keep the following rules in mind:

• • The ERRP Secure Website (SWS) allows an individual to act in only one role at a time. A Designee can be assigned to multiple Plan Sponsors and applications, but only in the same role for each.

  • Once a Designee is assigned in the ERRP SWS, the Designee is only eligible to be reassigned to a different role if the Designee is first removed (terminated) from the current role for all applicable Plan Sponsors and applications. For example, on one application, a user is a Designee and needs to be the Account Manager. The same user is also a Designee for another Plan Sponsor on another application. The Designee role must be terminated for all Plan Sponsors on all applications for which the Designee is associated. After the Designee role is removed for all applications, the person can be re-invited to act as the Account Manager. To remove a Designee, contact HHS' ERRP Center.

Answer ID: H900-7
Date Posted: 10/01/2010      Last Updated: 01/21/2011

ANSWER: No. It is only necessary to complete the registration process one time, even if the Designee is associated with multiple Plan Sponsors and/or applications. A Designee may only have one Login ID and password, which the Designee will use for each ERRP application. Each potential Designee should only receive one email with a registration link to the ERRP SWS. If a potential Designee receives multiple registration emails, he/she should contact the ERRP Center to resolve the issue.

Answer ID: H900-8
Date Posted: 10/01/2010

ANSWER: The potential Designee must contact the Authorized Representative/Account Manager to obtain the Pass Phrase. The Authorized Representative/Account Manager created the Pass Phrase (maximum 30 characters—cannot include special characters) at the time the potential Designee was assigned to an application.

Answer ID: H900-9
Date Posted: 10/01/2010      Last Updated: 04/22/2011

ANSWER: The Authorized Representative automatically has the ability to submit reimbursement requests. Additionally, the Account Manager may also request reimbursement if the Account Manager selects the Request Reimbursement privilege during the Assign Reimbursement/Cost Privilege to Account Manager Process in the ERRP SWS. See the Common Question What Reimbursement-related Privileges can be assigned to the Account Manager? for additional information.

A Designee may also be assigned the Request Reimbursement privilege. See Common Question What privileges may I assign to a Designee(s)? for additional information. Regardless of who requests reimbursement, the same individual may not also report costs. This separation of duties protects the integrity of the ERRP. The ERRP Secure Website will enforce this separation of duties requirement.

Answer ID: H900-10
Date Posted: 10/01/2010      Last Updated: 10/27/2010

ANSWER: No. A single individual may not have both the Report Costs and Request Reimbursement privileges on a given application. A cost reporter cannot request reimbursements, and a reimbursement requestor cannot report costs. This separation of duties helps protect the integrity of the ERRP. The ERRP Secure Website will enforce this separation of duties requirement.

Consequently, the Authorized Representative will always be a reimbursement requestor on an application, and cannot ever report costs. Likewise, the Account Manager must decide if he/she wants to Report Costs or Request Reimbursement - but cannot perform both reimbursement-related privileges in the same application. The separation of duties requirement is at an application level, so it is possible for an Account Manager or Designee to Report Costs on one application, and Request Reimbursement on another if necessary.

Answer ID: H900-11
Date Posted: 10/01/2010

ANSWER: The Authorized Representative will always have the Request Reimbursement privilege; it is assigned automatically. In addition, the Authorized Representative will have the ability to view interim cost reports for all applications. The Authorized Representative will not have the ability to report costs for any application. This separation of duties helps protect the integrity of the ERRP. The ERRP Secure Website will enforce this separation of duties requirement.

Answer ID: H900-12
Date Posted: 10/01/2010

ANSWER: The Account Manager can either Request Reimbursement and only view cost data, or Report Costs and only view reimbursement data, or only view both cost and reimbursement data. Since the same individual cannot both Report Costs and Request Reimbursement for the same application, the Account Manager will need to indicate in the ERRP Secure Website which task they will be performing on an application using the Assign Account Manager Reimbursement Privilege. For step-by-step instructions on how to assign this privilege see the How do I information in the ERRP SWS.

Answer ID: H900-13
Date Posted: 10/01/2010

ANSWER: A Designee can be assigned either the Report Costs or the Request Reimbursement privilege, but not both in the same application. An Authorized Representative or Account Manager can either decide to assign reimbursement-related privileges (Report Costs or Request Reimbursement) to existing Designees already defined in the application, or can assign new Designees.

Designees assigned the Report Cost privilege will also have the ability view cost data for the application to which they are associated. Designees assigned the Request Reimbursement privilege will be permitted to Request Reimbursement, and view all cost reports for that application.

Answer ID: H900-14
Date Posted: 10/01/2010

ANSWER: Costs are submitted to the ERRP Secure Website by Cost Reporters. A Cost Reporter is a person who reports summary cost claims data for eligible Early Retirees that have met the cost threshold. Account Managers may enter cost data in the ERRP Secure Website. Account Managers will have the Report Costs option available in the Action(s) dropdown on the Application List page. Plan Sponsor Designees who have been assigned the Report Costs privilege can also enter cost data.

Authorized Representatives cannot submit cost reports because they have the Request Reimbursement privilege. However, Authorized Representatives have the ability to View cost reports from the Reimbursement Request page.

Answer ID: H900-15
Date Posted: 10/23/2010

ANSWER: The Authorized Representative automatically has the ability to submit reimbursement requests. Additionally, the Account Manager may also request reimbursement if the Account Manager selects the Request Reimbursement privilege during the Assign Reimbursement/Cost Privilege to Account Manager process in the ERRP SWS. See the Common Question What Reimbursement-related Privileges can be assigned to the Account Manager? for additional information.

A Designee may also be assigned the Request Reimbursement privilege. See Common Question What privileges may be assigned to a Designee? for additional information. Regardless of who requests reimbursement, the same individual may not also report costs. This separation of duties protects the integrity of the ERRP. The ERRP Secure Website enforces this separation of duties requirement.

Answer ID: H900-16
Date Posted: 10/23/2010

ANSWER: The Affirmation By Authorized Representative page requires a Authorized Representative of a Plan Sponsor to review and affirm that the sponsor will make a reasonable, good faith effort to satisfy certain program requirements listed on the Affirmation By Authorized Representative page and that the sponsor will be prepared to demonstrate that it has made such a good-faith effort to satisfy the requirements upon the request of the U.S. Department of Health and Human Services. This affirmation must be made by the Authorized Representative prior to the first reimbursement request for the application plan year. Upon entry into the Application Information page, the Authorized Representative will see an Affirmation By Authorized Representative link located under the Reimbursement Section and a message stating "Authorized Representative must confirm Intended Use of ERRP Proceeds by selecting 'Affirmation By Authorized Representative' link before submitting the first reimbursement request for the Application Plan Year."

Answer ID: H900-17
Date Posted: 10/23/2010      Last Updated: 10/27/2010

ANSWER: An Account Manager may terminate the existing Account Manager and/or Authorized Representative for a Plan Sponsor and assign someone else to the vacant role. Additionally, an Authorized Representative may terminate the existing Account Manager and/or Authorized Representative for a Plan Sponsor, and assign someone else to the vacant role. Designees cannot reassign user roles.

Answer ID: H900-18
Date Posted: 01/21/2011

ANSWER: The Authorized Representative and Account Manager cannot be reassigned until the Plan Sponsor's ERRP application has been approved. Until the application is approved, the Authorized Representative and Account Manager cannot register as SWS users and are not visible in the SWS; consequently, no changes can be made. Once the application is approved and the Authorized Representative and Account Manager have completed SWS registration, the Authorized Representative and Account Manager can be reassigned.

Answer ID: H900-19
Date Posted: 01/21/2011      Last Updated: 01/27/2011

ANSWER: The following rules govern user role assignment:

1. The ERRP Secure Website (SWS) allows an individual to act in only one role at a time. The individual may be assigned to multiple Plan Sponsors, but only in the same role for each Plan Sponsor. For example, if an individual is an Account Manager for one Plan Sponsor, and a second Plan Sponsor wants that individual to assist with their application(s), that individual may only act as an Account Manager for the second Plan Sponsor.




2. An Account Manager and an Authorized Representative must be assigned to the Plan Sponsor at all times. If the Plan Sponsor terminates an individual from one of these roles, a replacement must be identified immediately so that the role is always filled.

   1. Individuals that are currently Account Managers for one Plan Sponsor may be identified as a replacement Account Manager for another Plan Sponsor.

   2. Individuals that are currently Authorized Representatives for one Plan Sponsor may be identified as a replacement Authorized Representative for another Plan Sponsor.

   3. Individuals that currently have no role in the SWS may be identified as replacements for either the Account Manager or Authorized Representative role.

   4. Individuals performing the functions of a Designee in the SWS may not be identified as replacements for either Account Managers or Authorized Representatives as long as they still perform the role of Designee for another Plan Sponsor.

3. The SWS allows Plan Sponsors to replace Account Managers or Authorized Representatives with individuals who are not currently SWS users. Individuals that currently have no role in the SWS may be identified as replacements for either Account Managers or Authorized Representatives. The individual may be assigned to multiple Plan Sponsors, but only in the same role for each Plan Sponsor.




4. The SWS allows individuals to be assigned as an Account Manager or Authorized Representative even if they have not completed registration. However, the individual cannot act in the assigned role until registration is complete and the user's Login ID is active in the SWS.




5. Before reassigning the Account Manager and/or Authorized Representative, the following information must be entered:

   1. The desired termination date for the current Account Manager or Authorized Representative. When prompted to enter a termination date for an Account Manager or Authorized Representative, select the current date or a future date. A date in the past cannot be selected.

   2. The email address of the individual selected to replace the current Account Manager or Authorized Representative.

   3. The First Name and Last Name of the individual selected to replace the current Account Manager or Authorized Representative (if the email address of the person is not found in the SWS).
      Note: The First Name, Middle Initial (if applicable), and Last Name entered should contain characters only.

   4. The answers to your two security questions.

6. The Authorized Representative and Account Manager cannot be reassigned until the Plan Sponsor's ERRP application has been approved. Until the application is approved, the Authorized Representative and Account Manager cannot register as SWS users and are not visible in the SWS; consequently, no changes can be made. Once the application is approved and the Authorized Representative and Account Manager have completed SWS registration, the Authorized Representative and Account Manager can be reassigned.




7. The SWS allows Plan Sponsors to reassign both the Account Manager and the Authorized Representative simultaneously, but both roles cannot be terminated on the same date. A different termination date must be specified for each role reassignment.

Answer ID: H900-20
Date Posted: 01/21/2011      Last Updated: 04/22/2011

ANSWER: Yes. When prompted to enter a termination date for an Account Manager or Authorized Representative, select the current date or a future date. A date in the past cannot be selected.

Answer ID: H900-21
Date Posted: 01/21/2011

ANSWER: Yes. When you terminate the current Account Manager or Authorized Representative, you must name the replacement during the same transaction. A Plan Sponsor must have both an Account Manager and an Authorized Representative assigned to their applications at all times.

Answer ID: H900-22
Date Update: 01/21/2011

ANSWER: No. Termination is not effective until midnight of the termination date entered. The Authorized Representative or Account Manager's ERRP Secure Website (SWS) access and authorities remain unchanged until that time.

Answer ID: H900-23
Date Posted: 01/21/2011

ANSWER: When you reassign the Account Manager or Authorized Representative role to a new ERRP Secure Website (SWS) user, the ERRP Center sends the new Account Manager or Authorized Representative an email inviting them to register for the ERRP SWS. (The current Authorized Representative or Account Manager is copied on the e-mail as applicable.)

Answer ID: H900-24
Date Posted: 01/21/2011

ANSWER: Authorized Representatives, Account Managers, and Designees with View/Send/Receive Claim File Data privileges have the ability to submit Claim Lists. For Authorized Representatives and Account Managers, these privileges are assigned automatically by the ERRP Secure Website. For Designees, these privileges are assigned during Reimbursement Setup. For more information, refer to the topics "How do I complete Reimbursement Setup?" and "How do I assign Designee privileges?" in the ERRP Secure Website help system.

All sharing of Protected Health Information, as defined in the Health Insurance Portability and Accountability Act (HIPAA) privacy regulations, must be done in compliance with those regulations, to the extent those regulations apply.

Answer ID: H900-25
Date Posted: 04/17/2011      Last Updated: 06/03/2011