Common EDI Errors (Flex)

Written by Aimee Reynard
Updated 1 month ago
File Type Error How to fix
IB

I can't create a new card

Participant already has a NEW card

When a card is in new status, a new card cannot be issued until it is temp inactivated.

Usually no action is needed.

IB Participant already has a card. Cannot issue a new card No action needed. Employee had a card issued.
IB The participant status is inactive

This error happens when we are trying to issue a card for an employee, but their profile is inactive.

We would need them sent as Active on the file if they should be Active and receiving a card.

IB Zip code is missing or improperly formatted Correct the employee's zip code on the EDI vendor's website.
IB Eligibility Date cannot be greater than Termination Date

The employee's Eligibility date should be the first date they are eligible for benefits and their termination date should be the last date they are covered by Ameriflex's benefits.

If the employee should not be terminated, please remove the termination date. If the employee should be terminated, just the termination date should be added, the effective date should not change.

If you did not change the effective date, please contact your EDI vendor and have them connect with our EDI team at edisupportteam@myameriflex.com

IC Plan not found The plan dates are not correct or the employer does not offer that plan.
IC Effective date must be within Plan Start and End Dates (Grace Period Date if exists)

The employee's Effective date is the first date they are eligible for benefits this plan year. Double check the plan dates being sent on the file.

We need the Plan dates, amounts and effective dates to all apply to the same plan year and all be updated at the same time during Open Enrollment.

IC Employee key does not exist or empty Employee was not on the demographic tab and we need their demographics to enroll.
IC Effective Date cannot be greater than Termination Date

The employee's Effective date should be the first date they are eligible for benefits this plan year and their termination date should be the last date they are covered by Ameriflex's benefits.

If the employee should not be terminated, please remove the termination date. If the employee should be terminated, just the termination date should be added, the effective date should not change.

If you did not change the effective date, please contact your EDI vendor and have them connect with our EDI team at edisupportteam@myameriflex.com

IC

Participant already has benefit account for the same Benefit Plan

Cannot create new benefit account

Usually no action is needed. If that employee was changing amounts, please double check your Ameriflex Employer Portal to be sure the employee is showing correctly.
IC Calendar invalid, empty or does not exist The calendar ID being sent on your EDI files is incorrect. Please contact your EDI vendor and have them connect with our EDI support team at edisupportteam@myameriflex.com.
IC Fatal error generated when processing this record

Ameriflex is aware of the error and will investigate.

No action needed on your end.

IC Employee annual election cannot be less than plan election minimum The system's election amounts have to either be adjusted in WCA or the vendor will be notified of the election amount limits and adjust on their next file.
IC Effective date must be within plan period

This error is when you are trying to change the employee's Prefund amount outside the plan dates.

Contact your Client Relationship team and ask them to change the prefund amount manually.

IC Service Start Date cannot be after the Termination date

This error means you are trying to change the prefund amount, but the person is already terminated. The annual amount/ prefund amount will not show as changed since the employee is terminated.

No action is needed because prefund amounts should not change when an employee terminates.

IC Last auto deposit date should be within the plan effective duration period This position on the file is used sparingly. Please contact your EDI Vendor and have them connect with our EDI support team at edisupportteam@myameriflex.com.
IC Service Start Date must be on or after the Eligibility Date

This error means you are trying to change the prefund amount, but the person is not eligible yet. Our system can accept the enrollment once, but if the employee changes their election amount it will need to be updated after their effective date.

Reach out to your Client Relationship team asking them to update the person's annual election manually.

IC An account with future effective date cannot be terminated earlier

If you have already sent this person on the file and their account was created, we will need you to update their termination date to match their effective date in your EDI vendor's system. (exception: Employee Navigator.

If someone enrolls in their system, then terminates their election before their effective date Employee Navigator sends a term date for the day before their effective date. Their record will come on the file until 14 days after their effective date.) As long as the person was not successfully enrolled, this error is fine. It is erroring out and not enrolling the employee.

IC Total deposits cannot exceed the plan annual election maximum

This is when you are updating a prefunded account to over the Group's elected maximum. The Annual amount/prefunded amount will not be updated.

Correct the employee's Annual election amount in your EDI vendor's system to be less than the IRS max/the Group's elected maximum.

IC Termination date must be within Plan Start and End Dates (Grace Period Date if exists)

The termination date must be within the Plan start and end dates for this plan year. If the person was supposed to term before the plan year started and has successfully been enrolled please email your Client Relationship team asking them to terminate the employee and bring the account they shouldn't have to $0.

If the person is supposed to terminate after the plan year ends, please remove the termination date and do not enroll the employee in the next plan year.

IC Employee annual election cannot exceed plan election maximum

Amounts are over the plan limit.

Notify the vendor of the plan limit and have them update the file

IC HSA plan requires an email address on IB file

HSA plans require an email address to be on a members account before the plan can be added.

An email address needs to be included on their IB file demographic entry.

IC Cannot change an HSA account status to terminated when account has existing transactions

This employee’s account has become a consumer-only account, meaning it is no longer employer-sponsored and the employer will no longer have any access to it. The account remains with Ameriflex as the HSA custodian and administrator, and the participant still has full access, but will have a new card. 

IC The HRA row does not have an associated deductible row within the uploaded file

The HRA is setup with an accompanying deductible, but the entry on the file is missing the deductible.

Have the HRA entry sent along with the required DED plan entry.

IC

The DED row does not have an associated HRA row within the uploaded file

Either the row was not sent or the HRA row corresponds to a plan not set to track deductibles

There is a DED entry on file, but not an accompanying HRA entry.

Have the HRA entry sent along with the DED plan entry.

ID Invalid termination date OR Account cannot be terminated as it has a future termination date Please contact your EDI vendor. They will need to make an update to the file to have all the Dependent Statuses in position 235 come as a blank space.
ID Benefit account not found

This error means we tried to link the dependent to that employee account, but it did not exist. This usually means the IC file for the employee also had an error.

Once the IC file error is corrected the IB, IC, and ID should be run again and you should not see this ID error.

ID Dependent account termination date must be within Employee account effective and termination dates Contact your EDI vendor. They will need to make an update to the file to have all the Dependent Statuses in position 235 come as a blank space.
ID Dependent does not exist

This means the same Dependent had another error with their demographics. When our system went to link the dependent to an account and issue a card it couldn't find the Dependent's profile.

After the "DepDemo" error is corrected, the ID file should be run again. You should no longer see these errors.

ID Dependent ID is missing, improperly formatted, matches the employee's ID, or matches the ID of another dependent associated with this employee Correct the Dependent's social security number on your EDI vendor's site.
IH Employee key does not exist or empty Demographics are missing. Have the vendor submit employee's demographics on the IB and account on the IC file
IH Future Dated Pending Contribution submitted successfully File was successful and no action required. Future dated deposit will post on that date
IH I can't find the Participant benefit account or the Dependent account. 

The plan was transferred over incorrectly or the employee is not enrolled in that plan. Check the Plan Dates, Plan ID, and Account Type, and make sure they all appear correctly. If the information is correct, the next step should be to check if the person was enrolled in that specific plan. The employee needs to be transferred over successfully on the IB and IC file and have an account open before the deposit can be transacted.

After the employee is enrolled in the plan, email your Client Relationship team to have the errored out deposit entered into the account.

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