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An American Fidelity employer working on their bills.

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.

Table of Contents

How it Works

Step 1: Download Instructions

Download Instructions

First, download the file format instructions.

Step 2: Format File

Format

Format your Payroll Deduction 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)
  • Using the instructions, format your Payroll Deduction File.

Payroll Deduction File Examples

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

One Column Example

Employee SSN* Employee Name* Deduction Amount* Type (Not required)
111111111 Last Name, First Name 32.40 CANCR
222-22-2222 Last Name, First Name $25.00 LIFE

Two Column Example

Employee SSN* Last Name** First Name** Deduction Amount* Type (Not required)
111111111 Last Name First Name 32.40 CANCR
222-22-2222 Last Name First Name $25.00 LIFE

Select the Bill to Pay

When you're ready to reconcile your bill, select the correct bill from the main billing screen. Each bill will have a status associated.

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.

Do you have 26 pay? Learn more.
 

Understanding Your Comparison Report

Top Descriptions:

  • Billed Amount: This is the amount shown on your product invoice. It reflects the total charges billed for the coverage period.
  • Payroll Amount: This is the total amount from your uploaded deduction register. It represents what has been deducted from employees’ paychecks.
  • Left to Allocate: This is the total difference between your billed amount and payroll amount.
    • Important: The payroll amount matches your deduction register total, as this reflects the actual deductions taken from employee paychecks. The billed amount may differ due to timing or adjustments, but the payroll amount is the accurate figure for reconciliation. As you work through the reconciliation, the “Amount Left to Allocate” will decrease as discrepancies are resolved. The goal is to bring this amount to zero, which confirms that your invoice now matches your deduction register.

Tab Descriptions:

  • Show All: All comparisons are shown.
  • No Payment Received: Bill reflects the amount due, but no payment was listed on the payroll deduction register that was uploaded.
  • 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: Your data is in sync with ours/our records.

 
 

Reconciling Your Bill

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

Reconciling online by check invoice example:

Reconciling online by check invoice example.

Paying by EFT without uploading a file invoice example:

Invoice example of aying by EFT without uploading a file.

Questions?

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

If you are looking for other reconciliation options, please contact your billing specialist.

 
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