Unapplied Payments report
Start
All beneficiary information is fictitious
unapplied Payments report
The Unapplied Payment Report will be made available weekly via Teams.
This report highlights RUBE accounts where refunds are possibly owed to TRICARE beneficiaries
Refunds may be available based on a prorated amount following a disenrollment or transfer to a different region
A thorough investigation is necessary to determine the reason for the refund
An email may be necessary to obtain the beneficiary's preferred payment method for the refund
Investigating unapplied Payments
There are four systems that should be utilized to investigate the eligibility of a beneficiary for a refund:
Beneficiary may be owed a refund due to disenrollments and transfers. RUBE should be utilized to identify if the beneficiary has been disenrolled or transferred to a different region
RUBE
Used to determine if prior communication was already sent to the beneficiary regarding the refund
Confirm if a refund has not already been processed through PayTrace, as beneficiaries that have unapplied payments may appear on other reports
CRM
PAYTRACE
DOES can be used to support the information found in RUBE for confirmation of a disenrollment or transfer
DEERS
Completing the report
The following fields will be on the report:
Payment End Date
Sponsor SSN
Create ID
Family ID
Payment Amount
TRICARE Plan
Payment Received Date
Name, Date, Status
The only field that requires completion is the Name, Date, Status
documenting results
The following are possible outcomes to document in the 'STATUS' field on the reports:
Other
The report will be updated based on the solution implemented
Emailed
PTD
Refund
Beneficiary is paid to date and no further action is required
An email from CRM was sent to the beneficiary to obtain payment preference for reimbursement
A refund was issued
Unapplied payments in rube
The Unapplied Payment Summary will detail the amount that a beneficiary may be entitled to receive as a refund.
Click on the icon to learn more
Reviewing Refund in Paytrace
After confirming a beneficiary has an unapplied credit in their account, confirmation in PayTrace is required to determine if the refund was already processed:
Transactions can be viewed in PayTrace by looking up the account with the Customer ID, followed by clicking 'View Transactions'
Click on the icon to learn more
Identifying a refund
Any amount refunded will be in parenthesis. PayTrace will also provide the name of the TEPPS agent that initiated the refund & the date and time the refund was performed.
if a refund has not been performed and there is up to date payment information on file, we can process the refund in paytrace
Performing a refund
The below steps should be followed when performing a refund:
Input Refund in RUBE
Update the Payment Log
Issue refund in PayTrace
See Example
See Example
See Example
Click on the icon to learn more
Sending an email
An email is not required for every beneficiary. If an email is required the payment form should be attached.
Send an email if there is outdated payment information
An alternate form of payment is necessary if a beneficiary opted for allotment, as paper checks or refunds through allotment is not possible
If an email was previously sent, a new one is not required
Click the Icon below to view an example of an email template
See Example
thank you!
Dear Mr. Valdez, Good Day. This message is to advise that a refund of $23.73 is due to you. This refund can only be processed to a credit/debit card or a checking/savings account. Be advised we do not send out checks or provide refunds through allotments. Please fill out the attached payment form or contact us at +1-877 451 8659 Option 2 Monday to Friday 8 AM to 8 PM Eastern Standard Time. Thank you for your Service!
Completing the Payment Log
The following Fields should be completed when adding a refund into the payment log
Refunds can be performed following three simple steps: 1) Select Refund from the dropdown 2) Enter the amount that needs to be refunded 3) Click Process
Refunds are initiated through Account Payments: The following fields are required to be completed: Plan Code, Type Code, Credit Card Type, Document ID, Date Received, Payment Amount
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Transcript
Unapplied Payments report
Start
All beneficiary information is fictitious
unapplied Payments report
The Unapplied Payment Report will be made available weekly via Teams.
This report highlights RUBE accounts where refunds are possibly owed to TRICARE beneficiaries
Refunds may be available based on a prorated amount following a disenrollment or transfer to a different region
A thorough investigation is necessary to determine the reason for the refund
An email may be necessary to obtain the beneficiary's preferred payment method for the refund
Investigating unapplied Payments
There are four systems that should be utilized to investigate the eligibility of a beneficiary for a refund:
Beneficiary may be owed a refund due to disenrollments and transfers. RUBE should be utilized to identify if the beneficiary has been disenrolled or transferred to a different region
RUBE
Used to determine if prior communication was already sent to the beneficiary regarding the refund
Confirm if a refund has not already been processed through PayTrace, as beneficiaries that have unapplied payments may appear on other reports
CRM
PAYTRACE
DOES can be used to support the information found in RUBE for confirmation of a disenrollment or transfer
DEERS
Completing the report
The following fields will be on the report:
Payment End Date
Sponsor SSN
Create ID
Family ID
Payment Amount
TRICARE Plan
Payment Received Date
Name, Date, Status
The only field that requires completion is the Name, Date, Status
documenting results
The following are possible outcomes to document in the 'STATUS' field on the reports:
Other
The report will be updated based on the solution implemented
Emailed
PTD
Refund
Beneficiary is paid to date and no further action is required
An email from CRM was sent to the beneficiary to obtain payment preference for reimbursement
A refund was issued
Unapplied payments in rube
The Unapplied Payment Summary will detail the amount that a beneficiary may be entitled to receive as a refund.
Click on the icon to learn more
Reviewing Refund in Paytrace
After confirming a beneficiary has an unapplied credit in their account, confirmation in PayTrace is required to determine if the refund was already processed:
Transactions can be viewed in PayTrace by looking up the account with the Customer ID, followed by clicking 'View Transactions'
Click on the icon to learn more
Identifying a refund
Any amount refunded will be in parenthesis. PayTrace will also provide the name of the TEPPS agent that initiated the refund & the date and time the refund was performed.
if a refund has not been performed and there is up to date payment information on file, we can process the refund in paytrace
Performing a refund
The below steps should be followed when performing a refund:
Input Refund in RUBE
Update the Payment Log
Issue refund in PayTrace
See Example
See Example
See Example
Click on the icon to learn more
Sending an email
An email is not required for every beneficiary. If an email is required the payment form should be attached.
Send an email if there is outdated payment information
An alternate form of payment is necessary if a beneficiary opted for allotment, as paper checks or refunds through allotment is not possible
If an email was previously sent, a new one is not required
Click the Icon below to view an example of an email template
See Example
thank you!
Dear Mr. Valdez, Good Day. This message is to advise that a refund of $23.73 is due to you. This refund can only be processed to a credit/debit card or a checking/savings account. Be advised we do not send out checks or provide refunds through allotments. Please fill out the attached payment form or contact us at +1-877 451 8659 Option 2 Monday to Friday 8 AM to 8 PM Eastern Standard Time. Thank you for your Service!
Completing the Payment Log
The following Fields should be completed when adding a refund into the payment log
Refunds can be performed following three simple steps: 1) Select Refund from the dropdown 2) Enter the amount that needs to be refunded 3) Click Process
Refunds are initiated through Account Payments: The following fields are required to be completed: Plan Code, Type Code, Credit Card Type, Document ID, Date Received, Payment Amount