PeopleSoft Student Financials 9.0 PeopleBook

Setting Up and Using International Health Coverage

This chapter provides an overview of International Health Coverage (IHC) and discusses how to:

Set up the IHC feature.
Maintain student information and create schedules.
Generate IHC letters.

Understanding International Health Coverage

This section discusses:

IHC process flow
Purchasing
Reporting and paying
Refunding

IHC Process Flow

The IHC feature was designed using the Australian Overseas Student Health Cover business process as its foundation. With the addition of this feature to the core Campus Solutions product, customers can use IHC to manage the health care policies for their international students. Customers in Australian markets will continue to enjoy the functionality they have used before, with some enhancements, including creating the premium charge directly through the IHC component and creating the schedule in electronic or paper format. Following is the general business model on which this feature is based. Institutions are not limited to this business model, but can use this as an example of the feature design:

IHC process flow

Purchasing

The IHC feature assumes that international student heath coverage policy rates are set by the insurance providers and that these rates can and will change at any time. In most cases, institutions then have the responsibility of processing the insurance on behalf of the student, including purchasing the policy from the provider.

International students apply for the insurance at the time they apply for admission. They are advised of the charges at the time they are offered admission and are required to pay the premium at the time of accepting admission. Coverage options can be for the student only or for the student and their family.

A new international student at your institution may have a provider number as a result of either having enrolled in a previous program at your institution or having previously accepted an offer and paid IHC to another institution before attending your institution. Students with previous coverage should provide your institution with their provider (policy) number and details of the expiration date of their current coverage. Coverage is supplied by the number of months of coverage depending on the amount of time that is required for them to complete their studies.

Reporting and Paying

Institutions have the option of generating a report (the schedule), which is a list of international students' health coverage payment fees sorted by provider. This information can then be sent to the provider in either paper or electronic format. The schedule shows the student name, student ID, existing provider number (if applicable), date of birth, length of coverage, and amount, as well as the total of all policy charges on the schedule. In one report run, separate schedules are created for students with existing provider numbers versus for students without existing provider numbers.

The schedule can be forwarded to the Accounts Payable office where a check is prepared to send to the provider. In some cases, institutions receive a commission for administering the insurance program. This commission is also calculated on the schedule.

Providers can send a letter to the institution acknowledging receipt of each schedule and advising them of the batch number assigned by the provider to the schedule and the provider member (policy) number for each student. The provider validates the period of coverage from the date that the student arrived in the visiting country, verified from the student's passport. After the institution is notified of the batch number and provider number, the institution can notify each international student of the member number issued by the provider and the batch receipt number.

Refunding

Refunding a student's IHC premiums is done manually outside of the IHC component. If there is a policy change, for example, a change in plan (student only versus student with family coverage), or a change in the number of months of coverage, the IHC schedule will reflect the new charge amount or the difference in coverage between the previous reported charge and the resulting new charge, depending on the report options selected when the schedule is run.

This feature assumes the provider will refund IHC contributions only under the following circumstances:

If a student does not arrive in the institution's country. (Handled by the institution).
If the student's visa is not extended. (Handled directly by the student).
If the student is granted resident status in the institution's country. (Handled directly by the student).
If a student has to return to their home country due to death in the immediate family and will not return to school. (Handled directly by the student).

Setting Up the IHC Feature

This section discusses how to:

Set up provider information.
Set up provider coverage plans and rates.
Set up IHC item types.
Set up IHC contact information.

Pages Used to Set Up IHC

Page Name	Definition Name	Navigation	Usage
International Health Coverage Provider	SSF_IHC_PROVIDER	Set Up SACR, Product Related, Student Financials, International Health Coverage, Provider Table, International Health Coverage Provider	Enter or edit provider information.
Provider Coverage and Rates	SSF_IHC_PROV_COVER	Set Up SACR, Product Related, Student Financials, International Health Coverage, Coverage and Rates, Provider Coverage and Rates	Enter or edit coverage and rate information.
International Health Coverage Item Type Setup	SSF_IHC_DEFAULTS	Set Up SACR, Product Related, Student Financials, International Health Coverage, Item and Account Types, International Health Coverage Item Type Setup	Enter an item and account type for the business unit.
International Health Coverage Institutional Contact Information	SSF_IHC_CONTACT	Set Up SACR, Product Related, Student Financials, International Health Coverage, Institutional Contact, International Health Coverage Institutional Contact Information	Enter contact information for the academic institution.

Setting Up Provider Information

Access the International Health Coverage Provider page (Set Up SACR, Product Related, Student Financials, International Health Coverage, Provider Table, International Health Coverage Provider).

Commission Rate

Enter the percentage that is returned to the institution based on the total contribution to the provider.

Last Report Number Used

Displays the last schedule number generated for this provider. Each time a schedule is generated, the last report number used is increased by one.

Primary Business Address

Provider Name	The name of the provider.
Country	The country of the provider's address.
Address 1 and Address 2	The first and second line of the provider's address.
City	The city of the provider's address.
State	The state of the provider's address.
Postal Code	The post code of the provider's address.

Premium Payment Address

Same as Primary Address	Enter the address where premiums for this provider should be sent. If the address for premium payments is the same as the business address, select the Same as Primary Address check box and the primary address information is automatically added to the address fields, and then are not available for editing.
Payment Name	Use the Payment Name field if the payment should be made payable to someone other than the provider.

Setting Up Provider Coverage Plans and Rates

Access the Provider Coverage Plans and Rates page (Set Up SACR, Product Related, Student Financials, International Health Coverage, Coverage and Rates, Provider Coverage and Rates).

Months of Coverage

The intervals of coverage in months that IHC is offered by this provider. Enter any amount in this field up to 99 months.

Amount

The premium rate amount of the specified interval.

USD

Displays the appropriate currency type. The currency type defaults from the base currency specified on the Installation Table page.

Setting Up IHC Item Types

Access the International Health Coverage Item Type Setup page (Set Up SACR, Product Related, Student Financials, International Health Coverage, Item and Account Types, International Health Coverage Item Type Setup).

Account Type

Select the account type to which the IHC charge item type is associated.

Item Type

Select the appropriate IHC charge item type.

See Setting Up Item Types and Item Type Groups, Setting Up Account Types.

Setting Up IHC Contact Information

Access the International Health Coverage Institutional Contact Information page (Set Up SACR, Product Related, Student Financials, International Health Coverage, Institutional Contact, International Health Coverage Institutional Contact Information).

First Name

Enter the first name of the IHC contact at the institution. This information is used on the payment schedule.

Last Name

Enter the last name of the IHC contact at the institution.

Telephone

Enter the telephone number of the IHC contact at the institution.

Maintaining Student Information and Creating Schedules

This section discusses how to:

Maintain student health coverage information.
Create schedules.

Pages Used Maintain Student Information

Page Name	Definition Name	Navigation	Usage
International Health Coverage - Student Maintenance	SSF_IHC_STDNT	Student Financials, International Health Coverage, Student Maintenance, International Health Coverage - Student Maintenance	Maintain student health coverage information.
Create Schedules	SSF_IHC_RUNCTL	Student Financials, International Health Coverage, Create Schedules	Create schedules to send to the provider.

Maintaining Student Health Coverage Information

Access the International Health Coverage - Student Maintenance page (Student Financials, International Health Coverage, Student Maintenance, International Health Coverage - Student Maintenance).

At the top right of this page, there are 3C buttons you can use to add a new communication, add a new checklist, or add a new comment for this student. If you click the Add a New Communication button, you are redirected to the Communication Management 1 page.

See Generating IHC Letters.

See Managing Communications.

Coverage Number	This is an internally generated number that keeps track of the various distinct policies for a student. Students can have a policy for year 1 and another policy for year 2. In this instance, students have two Coverage Number rows, row 1 for year 1 and row 2 for year 2. Changes can be made to the distinct policies by inserting a new effective-dated row.
Business Unit	The business unit that appears here is based on user defaults and is used for posting IHC charges and charge reversals to a student's account. This is the business unit that is tied to the IHC policy governed by the coverage number. This supports the student having a different business unit per policy. When a new row is added, the user will have the ability to define the business unit for that policy. After the IHC charge is posted, the user will not be able to change the business unit. After posting has occurred, if you need to delete/replace the business unit or delete the policy, you must insert a new effective-dated row and make that row inactive, thereby deleting the policy.
Sequence	Enter the sequence number associated with this effective date. A student can have multiple sequences for a single effective date. Multiple changes could occur in a single day.
Provider	Select the name of the provider. The provider was set up on the International Health Coverage Provider page.
Coverage Plan	Select the coverage plan. This information was set up on the Provider Coverage Plans and Rates page.
Months of Coverage	Select the number of months of coverage. The choices available were defined on the Provider Coverage Plans and Rates page.
Premium Amount	The full amount of the premium displayed, based on information provided in the Provider Coverage Plans and Rates page, as well as the student's intended coverage plan and months of coverage.
Visa Expiration Date	If applicable, the student's visa expiration date is displayed.
Coverage Start Date and Coverage End Date	Enter the start and end dates of the policy. These dates are not related to the months of coverage. They are for reporting purposes only, and appear on the payment schedule.
Member Number	Enter the number assigned to the student by the provider. This number stays with the student permanently. If the student changes providers, a new number is assigned by the new provider. This field can be left blank, which indicates that the student is new from the provider's perspective. The value of this field (blank or not) is communicated to the provider on the payment schedule.
Batch Number	After the provider has processed a schedule, enter the number assigned to the student by the provider. After posting, the Member Number and the Batch Number are the only two fields that can be modified.
Provider Paid Directly	Select if the provider was paid by the student directly. If this check box is selected, then the Post button becomes unavailable, the student is not included on the schedule to the provider, and any policy changes will become informational only because the student deals directly with the provider. If this check box is cleared, then the student is charged the coverage amount, and is included on the schedule to the provider. Any changes to the policy will be posted to the account and reported to the provider.

Coverage Reason

Coverage Type

Select one of the following options to show changes in coverage types for a student:

New: The student does not yet have a provider number. The student will be included on the payment schedule for new students.

Increase: The student may have a provider number. Use this option to increase a previously posted premium amount. The student will be included in the new or continuing payment schedule, depending on whether the student has a provider number or not. New students do not have a provider number, while continuing students do have a provider number.

Decrease: The student has a provider number and will be included on the payment schedule for new or continuing students. Use this option to decrease a previously posted premium amount.

Renewal: The student has a provider number, has secured a new policy for a subsequent year from the same provider, and will be included on the payment schedule for continuing students.

Cancelled: This policy was cancelled either by the student, the institution, or the Provider. If the cancellation reason is Did Not Arrive, then the student will be included on the refund schedule to the provider.

Cancellation Reason

This field is available only if the coverage type is Cancelled. Select one of the following options to show changes in coverage types for a student:

Death: Select this value and then click Post to initiate a charge reversal. This student will not be included on the refund schedule to the provider.

Not Arrive: Select this value and then click Post to initiate a charge reversal. This student will be included on the refund schedule to the provider.

Rejected: Select this value and then click Post to initiate a charge reversal. This student will not be included on the refund schedule to the provider.

Reclassify: Select this value and then click Post to initiate a charge reversal. This student will not be included on the refund schedule to the provider.

Error: If a user posts a non-zero transaction to the student's account in error for this policy, use this option to invalidate the transaction. Select Error and then click Post to initiate a charge reversal. This student will not be included on the refund schedule to the provider.

Posting Information

Term	(Optional) Select the term to which the charge is associated. If the Term field is left blank, a default term is assigned, based on installation defaults.
Reference Nbr (reference number)	(Optional) Enter the posting reference number.
Item Effective Date	If the coverage type is New or Renewal this field is required.
Due Date	(Optional) Enter the charge due date.
Post	Click to post charges. You should not use Student Post or Group Post to post IHC charges. Students appear on the IHC Schedule only if posted from the International Health Coverage - Student Maintenance page. Also note that after posting charges, the only fields you can change are the Member Number and the Batch Number fields. Any changes to a previously posted charge require that you insert a new effective date/effective sequence row.
Posted	Displays Yes or No depending on whether or not posting was successful.
Item Nbr (item number)	Displays the item number generated by posting. This field is used as a selection criterion for including a student on the payment schedule.
Post Date	Displays the post date.
Posted Amount	Displays the amount that was posted.

Payment Schedule

The Payment Schedule fields are populated if the institution generates a payment schedule or a refund schedule.

Run Date	Displays the date on which the payment or refund schedule was run.
Reported Amount	Displays the amount reported on the schedule. The reported amount is determined by the run control option Report Amount Type on the Create Schedules page.
Rpt Nbr (report number)	Displays the report number generated by the payment or refund schedule process.
Reported Amount Type	Displays whether the Full Amount or the Difference was the report amount type used for reporting the information on the new and continuing payment schedules. On the refund schedule, the reported amount is the value from the Premium Amount field; the Report Amount Type option on Create Schedules run control does not affect this field on the refund schedule.
Schedule Type	This field provides an audit trail of how the student was reported to the provider: New: Assigned if, during the selection phase of the payment schedule, the provider number is blank. This indicates that the student does not have a relationship with the provider, either for this institution or any other previous institution and should be selected for new student payment schedule Continuing: Assigned if, during the selection phase of the payment schedule, the provider number is not blank. This indicates that the student has a relationship with the provider, either for this institution or any other previous institution and should be selected for the continuing student payment schedule Refund: During the selection phase of the refund schedule, the provider number can be blank or not blank, the coverage type equals Canceled, the cancellation reason equals Did Not Arrive, and the student has paid his or her IHC charge in full. This indicates that the student (and the institution) is eligible for a refund and should be selected for the refund schedule.

Creating Schedules

Access the Create Schedules page (Student Financials, International Health Coverage, Create Schedules).

Provider

Select a provider.

Institution

Select an institution.

Refund Schedule

Select to create both a payment schedule and a refund schedule. Clear this check box to create only a payment schedule. A payment schedule will always include two schedules: one for continuing students and one for new students.

Report Amount Type

Report Full Amount	Select to report the full premium amount on the payment schedules.
Report Difference	Select to report differences between the current premium amount for a student and any prior reported amounts for that same coverage number on the payment schedules. If there are no reported amounts, the report shows the full premium amount

Schedule Output Type

CSV File	Select to produce electronic file output.
Paper	Select to produce paper output.
Both Paper and CSV File	Select to produce paper and electronic file output.
File Path	Enter the path for electronic file output.

Re-create Schedule

Note that it is possible that you could generate three schedules with one process run (for example, schedules for new students, continuing students and for refunds). Use the Report Number and Run Date options to specify which schedules you want to re-create. If you want to re-create all three reports, then you have to run the re-create process three times.

Re-create Schedule	Select x to regenerate an existing single schedule.
Report Number	Select to choose a single schedule to re-create by report number.
Run Date	Select to re-create all of the schedules that were run on a specific date.

Generating IHC Letters

This section discusses how to generate letters to students.

Page Used to Generate Letters

Page Name	Definition Name	Navigation	Usage
Person Communication	COMM_MGMT1	Click the Add a New Communication button on the International Health Coverage - Student Maintenance page. Campus Community, Communications, Person Communications, Communication Management, Person Communication	Generate letters to students.

Page Name

Definition Name

Navigation

Usage

Person Communication

COMM_MGMT1

Click the Add a New Communication button on the International Health Coverage - Student Maintenance page.

Campus Community, Communications, Person Communications, Communication Management, Person Communication

Generate letters to students.

Generating Letters to Students

Access the Communication Management 1 page (Campus Community, Communications, Person Communications, Communication Management, Person Communication).

Click the Add a New Communication button on the International Health Coverage - Student Maintenance page to create a letter notifying the student of their member number and the batch number that was sent to the school by the provider.

The letter generation process creates a csv file named CCLTRIHC.CSV. This comma delimited file contains the data that you can merge into the delivered Microsoft Word document named CCLTRIHC.DOC.

Function	IHC appears as a default after you click the Add a New Communication button from the International Health Coverage - Student Maintenance page.
Variable Data	Click to select the appropriate coverage number from the list.
Category, Context, and Method	Select the appropriate IHC category and context codes. Letter codes, category codes, and method are set up in PeopleSoft Campus Community.

Commission Rate	Enter the percentage that is returned to the institution based on the total contribution to the provider.
Last Report Number Used	Displays the last schedule number generated for this provider. Each time a schedule is generated, the last report number used is increased by one.

Months of Coverage	The intervals of coverage in months that IHC is offered by this provider. Enter any amount in this field up to 99 months.
Amount	The premium rate amount of the specified interval.
USD	Displays the appropriate currency type. The currency type defaults from the base currency specified on the Installation Table page.

Account Type	Select the account type to which the IHC charge item type is associated.
Item Type	Select the appropriate IHC charge item type.

First Name	Enter the first name of the IHC contact at the institution. This information is used on the payment schedule.
Last Name	Enter the last name of the IHC contact at the institution.
Telephone	Enter the telephone number of the IHC contact at the institution.

Provider	Select a provider.
Institution	Select an institution.
Refund Schedule	Select to create both a payment schedule and a refund schedule. Clear this check box to create only a payment schedule. A payment schedule will always include two schedules: one for continuing students and one for new students.