ServiceXG Basics

Apply Direct Pay payments

Direct Pay allows employees to pay for their healthcare premiums when they're no longer covered under the group plan as active employees.

You might need to apply a member’s Direct Pay payment so that their eligibility is properly credited for the following reasons:

• A member mails a check for payment.
• A member makes an ACH or credit card payment in the Member portal.
• A member’s payment must be credited to two different billing periods.

Access Direct Pay

1. Search for and open the member record.
2. From the Payments menu, click Direct PayOR from the Member menu, select Direct Pay Entitlement.
3. Click the Payments tab.
4. From the Payment Information subtab, choose the Direct Payment Entitlement.
5. The As of Date defaults to a date based on SAC ELG <8>. Adjusting this date updates the data the displays in the Payment Information table.



Direct Pay field descriptions

Field	Description
Payment Information
Coverage Date	Applies to the Period Based posting method only. This is the start date for eligibility earned by payment of the premium. This might be a date in the future.
Fund	The fund associated with the direct pay payment.
Begin Date	The begin date of the direct pay entitlement.
End Date	The end date of the direct pay entitlement.
Option	The fund associated with the direct pay payment.
Subgroup	The fund associated with the direct pay payment.
Group	The fund associated with the direct pay payment.
Payment Type	The type of payment. Displays Late Fee for late charges.
Amount Due	The amount of the member's premium. Applies to the Period Based posting method only.
Balance	The member's entitlement balance.
Status	The status of the member entitlement.
Payment Detail
Received Date	The date the payment was received.
Principal Amount	The dollar amount of the payment.
Fees Paid	The amount of fees paid by the member.
Deposit Date	The date the payment was deposited.
Deposit Number	The reference number of the deposit.
Transaction Type	The payment method used (check, ACH, credit card, etc.).
Transaction ID	The ID number associated with the transaction. Required if the Transaction Type is Check.
Operator	The ID of the operator who posted the payment. Displays Web is the member paid through the Member portal.
Comment	A comment about the payment.
Settlement Status	The status of the payment settlement.

Note: By default, this table only displays Open items but you can use the filter to display Closed (paid) items.

You can perform the following actions to customize the table's display:

• Modify your filters, rows, groupings, and column order (see Filter, Group, and Sort).
• Create new views from the options menu (see Views).
• Save and remove table formatting from the options menu .
• Export from table or Print from table from the table options menu .
Note: Not all options are available for all tables.
6. From the I would like to list, you can perform the following actions:
• Make a Payment
• Reverse a Payment
• Transfer an Amount Between Entitlements

Make a Direct Pay Payment

You can make Direct Pay payments using two methods: Balance Forward or Period Based.

For the Balance Forward posting method, the whole payment amount is automatically applied to the oldest unpaid period.

If your posting method is Period Based, then you must apply the payment to a specific coverage period. If you didn't apply the full payment amount, you can select another coverage date and post some or all of the remaining amount to it. You won't be able to save the posted payments until the remaining payment amount is zero.

1. You can either pre-select a detail row(s) by clicking the check box to apply a payment or select the row after choosing the I would like to action.
2. Select make a payment from the I would like to list.



Note: Any field with an asterisk * next to it or a red border around it must be completed before you can continue.
3. Choose the Received Date and Deposit Date. These dates default to the current date. If you need to change either of the dates, enter the date in MM/DD/YYYY format or click to select a date.
4. Choose the Deposit Type. This field defaults to DP for Direct Pay.
5. In Transaction Type, select the payment method.
6. Enter the Transaction ID. This field is required if the member is paying by check.
7. Enter the Payment Amount.
8. Enter an optional Comment about the payment.



9. Click .
10. A message displays asking if you'd like to create a deposit record. Click to create it or to not create one.



11. Choose from one of the following options depending on how you selected to apply the payment:
• If you pre-selected rows, the payment is applied from the top of the table down to any rows with a balance lower or equal to the Payment Amount. For balance forward, the oldest outstanding entitlement balance is selected first, with the amount you entered applied to this transaction first. The remaining amount will then automatically apply to the second oldest entitlement and so on. For period based, enter the amounts for each period you previously selected.
• If there’s a Balance left, select a row and change the amount in the Payment Amount column or select another row and apply another payment until the Balance is $0.00.



OR

• If you didn’t pre-select a row, click the check box next to the row(s) and apply the payment. Continue to select rows and enter the amount in Payment Amount until the full payment is applied. For balance forward, the oldest outstanding balance is selected first, with the amount you entered applied to this transaction first. For period based, enter the amounts for each period. As you apply the payment, the Balance updates.
Note: Clearing a check box clears the Payment Amount and updates the Balance.
Note: You can click to cancel the payment and return to the I would like to actions.
12. After you’ve applied all money, click to update the table and post the payment. A message will display the refno. Click .



13. The member's total Amount Due and total Balance columns update for the rows you paid.
14. If you overpaid, a message will display that the amount you entered is over the remaining balance. You can choose to apply this amount to future payments. If the member doesn't have any remaining entitlements, this process posts the remaining balance to the most recent entitlement and the member will receive a credit.
Note: Overpayments only apply to the balance forward method.
15. If applicable, saving a payment may recalculate a member's eligibility.
16. The payment now displays in the Payment History table on Member Entitlement tab or in the Payment Detail subtab.

Reverse a Direct Pay Payment

1. Select reverse a payment from the I would like to list.
Note: Any field with an asterisk * next to it or a red border around it must be completed before you can continue.
2. Choose the Deposit Date. This date default to the current date. If you need to change the date, enter the date in MM/DD/YYYY format or click to select a date.
3. Select the Deposit Type used for the payment. This field defaults to DP for Direct Pay.
4. Choose the Transaction Type.
5. Enter the Transaction ID.
6. In the Payments for Reversal table, select the check box of the eligible payments to reverse. The table includes all previously paid periods.



7. Click .
8. At the message, click to confirm the reversal or to return to the Direct Pay payment screen without reversing the payment.



9. A message displays after reversing the payment with the reversal's reference number. Click .



10. The Amount Due and Balance columns update for the row(s) you reversed as well as the Total amounts for the member.
11. View the reversal in the Payment Detail subtab or in in the Payment History table on Member Entitlement tab.

Transfer an Amount Between Entitlements

1. Select transfer an amount between entitlements from the I would like to list.
2. Choose the entitlement payment to transfer for the table. Then, click .



3. From the window, select which entitlement to which you're transferring the payment. Then, click to apply the transfer or to return to the Direct Pay screen without transferring.



4. A message displays if you transferred the payment to another entitlement. Click to continue.



5. The Amount Due and Balance columns update for the row(s) you transferred as well as the Total amounts for the member.
6. View the transfer for entitlement in the Payment History table or Payment Detail table.

View Direct Pay Payment History

View all details associated with Direct Pay payments.

1. Search for and open the member record.
2. From the Payments menu, select Direct Pay.
3. Select the Payments tab.
4. From the Payment Information subtab, choose the Direct Payment Entitlement. If needed, you can change the As of Date to view payment information for a different time frame.
5. Then, click the Payment Detail subtab to view information about the payments. You can view the member's Total Premiums, Total Payments, Amount Due, and Remaining Balance.

SEE ALSO