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Billing Guide

American Fidelity's billing system now generates a comparison report of your deductions against our data within minutes after you upload a formatted Excel file through your online account.

(Cat, add a hero image of someone working on a computer processing their bills)

How it Works

Step 1: Download Instructions

Download Instructions

First, download the file format instructions.

Step 2: Format File

Format Payroll Deduction File

Format your file.

Step 3: Upload

Upload and Compare

Upload your completed Excel file. Our system will compare the file to your bill and show any differences.

Step 4: Reconcile

Reconcile the Bill

From there, you'll be able to reconcile the bill and make payment.

Step 5: Pay

Pay the Bill

Yay! You're done!

Formatting Your Payroll Deduction File

The system requires a properly formatted payroll deduction file:

  • Social Security Number
  • Employee Name
  • Deduction Amount
  • Type of Coverage (optional but helps match records more precisely)

Payroll Deduction File Example

Employee SSN Employee Name Deduction Amount Type
111111111 Last Name, Jennifer 32.40 CANCR
111111111 Last Name, Jennifer 25.00 LIFE
222222222 Generic, Antonio 52.76 DISAB
222222222 Generic, Antonio 12.20 ACCID
222222222 Generic, Antonio 112.00 LIFE
333333333 Falsename, Chad 29.34 CRITI
333333333 Falsename, Chad 43.20 CANCR
444444444 Imaginary, Lee Roy 52.76 DISAB
555555555 Fictional, Caroline 25.00 LIFE
555555555 Fictional, Caroline 12.20 ACCID

Select the Bill to Pay

When you're ready to reconcile your bill, select the correct bill from the main billing screen.

The following provides the meaning for each status:

Ready: This status means you can view the file and take necessary actions.

Edited: This status indicates that you have accessed the invoice and started working on discrepancies.

In Process: This status indicates that we have received your payroll deduction file or payment and are processing your invoice.

Upload Your Payroll Deduction File

After selecting the bill for reconciliation, upload your formatted payroll deduction file and select the Submit File(s) button.

 

Understanding Your Comparison Report

Tab Descriptions:

  • Show All: All comparisons are shown.
  • No Payment Received: Bill reflects the amount due, but no payment has been received yet.
  • Not on Bill: Bill does not reflect an amount due, but the premium was deducted.
  • Overpaid: Payroll amount is more than the billed amount.
  • Underpaid: Payroll amount is less than the billed amount.
  • No Action Required: Shows name changes and minor differences that don't require your review.
  • Matched Records: Congrats, your data is in sync with ours!

Reconciling Your Bill 

Select this option if a new application has been submitted.
Select this option if a new election form has been submitted.
Select this option if new coverage has been added.
Select this option if a drop form has been submitted.
Select this option if coverage has been canceled.
Select this option if an employee has transferred to another group.
Select this option if an employee has transferred from another group and you're adding them to the invoice.
Select this option if an employee is on leave of absence.
Select this option if an employee has returned from leave of absence.
Select this option if an employee has terminated or retired.
Select this option for minor premium differences.
Select this option if a make-up payment will be made on the next payroll.
Select this option if offsetting from a previous shortage.
Select this option to request a refund.
Select this option to bill the employee for the balance due.
Select this option if you need an explanation.
Select this option for other reasons.

Scheduling Payment

After reconciling, you will have two payment options. If you aren't ready to pay, select Save for Later. If you are, choose Set Up Payment.

When paying by check, please include your Invoice Number and Customer Number. Also, please attach the invoice coupon page, which is the first page of the PDF. It contains the mailing address for your payment.

Bill Confirmation

To save your confirmation screen after submitting payment, select Print Summary. You can also access this information by clicking Invoice under Paid Bills. The invoice moves to Paid Bills after payment has been posted.

Paid Bills screen showing invoice information under Payment History

Thank You

Watch how to reconcile your bill.

Questions?

Contact your American Fidelity billing representative at 800-662-1113.

American Fidelity Assurance Company
MKTG-231-0524

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