On a weekly and/or monthly basis, benefit information is sent to the insurance plan carriers. Having names that do not follow the standardized name format convention results in bad data being passed along to the carriers. This will also cause mismatches later when claims are filed, resulting in participant displeasure with the plan administrators and benefits offices as claims are denied and have to be appealed.
The standardized format by which names should be entered follows. This includes all names, be it an employee, retiree, COBRA participant, dependents, etc.
- The names in the BPP System should match the names as entered on a Social Security card.
- The last name should be entered in the last name field on the B/P/P System, with imbedded spaces if necessary.
- The first name(s) should be entered in the first name field on the B/P/P System and, if present, the middle initial or first character of the middle name entered in the middle initial field on the B/P/P System.
- A suffix (for example, a JR (junior) or III (the third)), should be entered in the suffix field on the B/P/P System.
- Individuals with only one name should be entered in the LAST name field.
When there is a change in a name field, the BPP System will look up the employee in the UIN database. If the name in BPP is different than the UIN database, you will be prompted to verify that the name for the individual has been changed and that the name was entered correctly.