Purpose

The Delta Dental Benefits Interface sends employee and dependent dental enrollment data from CHRS to Delta Dental each month.

Key Points

• File format: HIPAA EDI 834 (standard benefits enrollment file).
• Delivery method: Secure File Transfer Protocol (SFTP).
• Coverage: Active employees and their dependents enrolled in:
  • Delta Dental PPO
  • DeltaCare USA HMO
• Extra data (e.g., Group Division Number, Business Unit) is added by a CSU modification.
• Data security: Must follow CSU Level 1 and Level 2 data security policies.

Monthly File Timeline

• Due: No later than the 5th of each month by 3:00 pm.
• Covers: The previous month’s activity (e.g., August activity sent by September 5).
• Campuses should finish early to allow time for error checks.

Annual Open Enrollment File

• Separate file for January 1 changes.
• Due: December 5 by 3:00 pm.

Error Handling

• Upload errors to Delta Dental’s secure server must be fixed by the campus contact.
• Corrected files must also be resent no later than the 5th by 3:00 pm.
• Delta Dental requires a valid file from every campus (including the Chancellor’s Office) to begin processing.

Important Consequence

If a campus fails to send a valid file:

• Delta Dental marks all employees and dependents from that campus as terminated.
• This causes loss of dental coverage.

Reconciliation with SCO

• Delta Dental compares:
  • CSU HIPAA EDI 834 file(s)
  • Monthly deduction file from the State Controller’s Office (SCO)
• If no deduction is found on the SCO file and no record is on the CSU file → the employee is considered terminated.
• Unresolved issues escalate to Human Resources Management (HRM).

Daily Steps

1. Run the Fix Unique Constraint Errors job aid.
   • Review CSU Snapshot Unique Constraint errors.
   • Resolve all errors for your campus.
2. Confirm that the Refresh Benefits Snapshot has successfully completed overnight.
   • This must be done before running the Delta Dental interface.

Before You Begin

• CMS-Benefits will complete the one-time setup for your campus.
• In CHRS, the Refresh Benefits Snapshot runs automatically each night — you don’t need to run it manually.

Monthly Steps

1. Check for errors
   • Run the Fix Unique Constraint Errors job aid.
   • Review and resolve any CSU Snapshot Unique Constraint errors.
2. Verify Refresh Benefits Snapshot
   • Confirm that the nightly Refresh Benefits Snapshot ran successfully.
   • See Section 5.0 for detailed instructions.
3. Run the Delta Dental file
   • Run the HIPAA EDI 834 process (Delta Dental Benefits Interface – CSUBB012 SQR) to success.
4. Upload the file
   • Use CSU security protocols.
   • Upload the file to Delta Dental’s secure server (SFTP).

Use this process to verify that the nightly Refresh Benefits Snapshot process ran to success the night before.

• Navigation: Click on the NavBar Icon
  • Menu > PeopleTools > Process Scheduler > Process Monitor.

1. On the Process List page, delete your User ID from the User ID field.
2. Enter the User ID of CHR_SCHEDUCSU.
3. Verify that it says 1 and Days in the frequency fields.
4. Click on the Refresh button.
5. Locate the BEN100AD job.
6. Verify that the Run Status says Success.
7. If the Run Status does not say Success, for example, if the Run Status says Error, work with your technical resource to create a Service Now ticket for CMS-Benefits.
8. If the Run Status says Error, do not run the HIPAA EDI 834 process to create the Delta Dental interface. Do not run the HIPAA EDI 834 process to create the Delta Dental interface until CMS-Benefits resolves the error and BEN100AD runs successfully.

Use the Review Snapshot Information page to review the records included in a successful run of the Refresh Benefits Snapshot process.

• Navigation: Click on the NavBar Icon
• Menu > Benefits > Interface with Providers > Review Snapshot Information.

1. Enter the Empl ID to and then click on the Search button review specific employee detail information.

2. The Review Snapshot Information page appears.

3. Click on the Detail link associated with the dental plan to review specific plan information on the Enrollment Snapshot Detail page.

Purpose

• The Delta Dental Benefits Interface file sends employee and dependent enrollment data from CHRS to Delta Dental.

What the process produces

• A text file containing the enrollment data.
• Interface history details that you can use to review employee dental information.
• This section provides the steps necessary to generate the HIPAA EDI 834 file (Delta Dental Benefits Interface file).

1. Prior to generating the running the HIPAA EDI 834 file (Delta Dental Benefits Interface file) a Run Control needs to be created for your User ID. Note that this task is generally a one-time setup.

• Navigation: Click on the NavBar Icon
• Menu > Benefits > Interface with Providers > Create HIPAA EDI 834 File.

1. If you already have a Run Control ID, enter the existing Run Control ID. If you do not have a Run Control ID, click on the Add a New Value tab and enter a new Run Control ID called [Campus_Name]_Delta_Dental_Interface_File and then click on the Add button.
2. The Create HIPAA EDI 834 File page appears.

1. Populate the fields above as directed below:

• If you receive this warning message, please click the OK button. You can disregard this warning message.

1. Click on the Save button. The next time you run the file, you will only be required to update the File Effective Date and File Enrollment Date fields.
2. Click on the Run button.

1. If able, select PSUNX for the Server Name.
2. Select the checkbox for the Delta Dental Interface, process name CSUDELTA.
3. Click on the OK button.
4. The Process List page appears.
5. Click on the Refresh button until the CSUDELTA process completes.

If you receive this warning message, please click the OK button. You can disregard this warning message.

1. Verify that the CSUDELTA run status is Success. Work with your technical resource to review and if needed create a Service Now ticket if the run status is Error.
2. If the Run Status is Success, click on the CSUDELTA link.
3. The Process Detail page appears.

1. Click the CSUBB012 link.
2. The Process Detail page appears. Click on View Log/Trace.

1. The View Log/Trace page appears.

1. The file ending in .TXT is the Delta Dental interface file. The file ending in .OUT contains the record count of the interface file. The file ending in .LOG is the process log file.
2. Download the file ending in .TXT to a secured server and prepare it for transmission.

Why security matters

The Delta Dental Benefits Interface contains sensitive employee and dependent data. Campuses must follow CSU data security policies, standards, and HIPAA guidelines when processing and transmitting these files.

Data classifications

• Level 1 (L1) – Confidential Data
  • Protected by law (e.g., California Public Records Act, federal laws).
  • Unauthorized use could cause severe damage (financial loss, legal issues, reputational harm).
  • Examples:
    • Birth date + last 4 of SSN + name
    • Social Security Number + name
    • Health insurance information
• Level 2 (L2) – Internal Use Data
  • Not always legally protected, but still sensitive.
  • Unauthorized use could harm CSU or violate privacy.
  • Examples:
    • Name + full or partial birth date
    • Non-directory education records

Who can access

• Only authorized campus personnel with assigned roles.
• Access is limited to those with a business need-to-know.

Step 3: File upload to Delta Dental

1. Log in to Delta Dental’s secure server (SFTP): https://ftp.delta.org
2. Use the User ID and password assigned to your campus.
3. Follow instructions in the MOVEitDMZ Manual (available on Delta’s site) to upload the file.

Monthly file processing

• Run and transmit the file by the 15th of each month.
• Delta Dental reviews files for errors:
  • If errors are found, Delta sends details to the campus.
  • The campus updates records, reruns the process, and resubmits a Full File Replacement.
  • Once all errors are resolved, Delta combines all campus files for processing.
• Errors found after files are combined will be addressed by HRM.

Data storage and retention

• Files may be securely stored at the campus for troubleshooting.
• Purge files within 60 days of the run date to ensure secure handling.
• Employee identifiable data should never be shared outside authorized use.

What happens after file submission

• Delta Dental automatically validates each campus file.
• A confirmation e-mail is sent to the designated campus contacts if the file is valid.

If errors are found

1. The designated contacts receive a secure e-mail from Delta Dental listing the validation errors.
2. Correct the errors in Oracle/PeopleSoft.
3. Generate a new file.
4. Resend the corrected file to Delta Dental no later than 3:00 pm on the 20th of the month in which the errors were reported.

Support

• A Delta Dental Enrollment Analyst is assigned to CSU and available for assistance.

The data included in the HIPAA EDI 834 (Delta Dental Benefits Interface) file is based on the values entered on the Create HIPAA EDI 834 File Page Run Control.

• Campuses generate an annual “Changes Only” file in December.
• This file captures transactions effective January 1 of the next calendar year (for example, January 1, 2013).
• To create the Open Enrollment file, update the Oracle/PeopleSoft page as shown in the screenshots.
  • For this file, the As Of Date, File Effective Date, File Enrollment Date, and From Date must all be set to 1/1/XX of the following year, and the File Type must be Update Only File.