An authorized user is the person or persons who have been granted permission to view and update your Aflac account and policyholder (employee/member) information within Aflac Business Services. All authorized users must complete the one-time registration process before they can access or use Aflac Business Services/Online Billing. The following is a summary of the roles a user can be assigned:
Administrator - An administrator has full control of the account and can update the account's billing and contact information, view and/or reconcile invoices, edit policyholder information, and manage the users who have access to Aflac Business Services. Administrators can also submit invoice payments.
Account Clerk - An account clerk has the ability to do everything an administrator can do with the exception of managing user roles (e.g., adding/changing/removing users).
Third-Party Administrator(TPA) - A third-party administrator or TPA has limited access to Aflac Business Services. TPAs have the ability to view account information, reconcile invoices and submit invoice payments.
Online Billing is a feature within Aflac Business Services that enables you to reconcile (submit changes to) your Aflac invoice online. Online Billing also provides you with the option of paying your invoice by entering your banking information.
Aflac Business Services is available to all Aflac accounts and provides the fastest and most convenient way of administering an Aflac account and policyholder (employee/member) information. The Online Billing feature is available to new Aflac accounts with fewer than 1,000 employees and/or existing Aflac accounts (currently receiving paper invoices) with fewer than 500 policy lines billed.
If you are a new Aflac account with fewer than 1,000 employees and you provided your email address on the Payroll Account Acknowledgement form you completed with your agent, you will automatically have the Online Billing feature activated. Existing accounts with fewer than 500 policies billed can choose to activate the Online Billing feature within Aflac Business Services. Simply select the Activate Online Billing button located on that account's page. Existing accounts will first need to complete the registration process for Aflac Business Services before they will be able log in and activate Online Billing.
If you are not registered for Online Billing, an Activate button will be there instead. In addition, you will only be able to reconcile your invoices online if the Online Billing feature is activated. If you are not registered for Online Billing, you will be able to view and print your invoice, but you will not be able to reconcile your invoice online.
For optimal system performance, we request that you turn off your pop-up blocker when using Aflac Business Services/Online Billing. To turn off your pop-up blocker, please access your account online and click on: Tools > Internet Options.
Yes, you can save aflac.com/BusinessServices as a bookmark to log in to the system.
Aflac Business Services is compatible with Firefox on a Mac. For the Online Billing PDF window to work properly, you will need to install the Firefox Adobe Plug-In. Otherwise, the PDF is opened in a separate Preview window, and the "Please wait ..." window will remain open. Both Firefox and the Firefox Adobe Plug-In are free downloads at firefox.com.
If you have questions or need assistance with Aflac Business Services/Online Billing, call us toll free at 800.992.3522 or click here.
Go to the participant’s profile either by clicking his/her name within an invoice or searching for the participant under the Participants tab. Click Add/Remove Dependent from the navigation on the left. Under the policies, you can add or remove dependents and click Submit to save. If you are not an Online Billing user, these changes will not take place until the next billing period. Please be advised that certain changes require your employee/the policyholder to complete a change form before the change can go into effect in addition to making the change online. If you have questions or need assistance, call us toll free at 800.992.3522 or click here.
Yes. You can access a participant's profile either by clicking his/her name within an invoice or searching for the participant under the Participants tab. If you are not registered for Online Billing, changing certain information will not take place until the next billing period.
An invoice-ready email notification will be sent to all authorized users each time an invoice is ready to be reconciled and paid. The email will contain a link that will enable you to quickly log in to Aflac Business Services/Online Billing to review, reconcile and if you prefer, pay your invoice online. To ensure that you receive all email correspondence from our new system, please add the following email address to your secure/approved list: MyAccount@Aflac-OnlineServices.com.
As the due date on the invoice nears (or passes) and payment has not been received, a reminder email with a link will be sent to the administrator for the late account. The convenient link enables you to quickly log in to Aflac Business Services/Online Billing to review, reconcile and if you prefer, pay your invoice online.
Online Billing enables you to reconcile (submit changes) to your invoice electronically. With Online Billing, you will be able to quickly review all of your employees'/members' policy details on the invoice, including policy type, coverage type, department, employee/member number, employee/member name, remarks, policy premium and premium subtotal.
Online Billing also provides you with the ability to adjust the amount you will be remitting and to indicate specific change requests (e.g., Cancel Coverage, Deceased, Family Medical Leave, Missed Deduction, Unknown Insured-Remove, Other, Retired, No Longer Employed Here and Transfer To Another Account) for your employees/members. With Online Billing, you also have the ability to view pending applications and to add missing deductions when necessary. Any changes that you make through Online Billing will automatically be carried over to any outstanding invoices that you may have, eliminating the need to key information multiple times.
Yes. Online Billing customers have the option of paying their invoices electronically by securely storing their bank account and routing numbers within the system or by selecting the one-time electronic payment option for each notice. Important Note: Even if your bank account information is securely stored, Aflac will not automatically draft your bank account. You must initiate each payment, regardless of how you choose to pay. You can, however, use the Payment Scheduler to reconcile your invoices early and pick a draft date up to five business days past the invoice due date for your payment to be drafted.
Online payment speeds up the reconciliation process, ensuring that invoices stay up to date.
You can schedule your payment for a future date. When you pay your invoice, select the check box under Select Payment Date and then choose your date. As an added bonus of using the Payment Scheduler, you are allowed to reconcile your invoices early and pick a draft date up to five business days past the invoice due date for your payment to be drafted.
No. This feature has been added to make doing business with Aflac easier.
Once you click the Submit button, you cannot make changes to your invoice. If you are paying by paper check, simply include a copy of your invoice with your payment to inform us of any adjustments that need to be made, and adjust the amount of your check accordingly. If you paid by draft or scheduled draft, we are unable to stop the draft. You will need to send a written request for a refund to Aflac at 1932 Wynnton Road, Columbus, GA 31999 or fax your request to us at 800.448.8922.
Yes. This feature can only be used if you reconcile and pay your invoice online by entering your bank draft information.
No. Using the Payment Scheduler feature is up to you.
You can print a copy of your invoice from the Invoices link within the My Accounts section of Aflac Business Services. Click the Show All Invoices button. Identify the invoice that you would like to print and then select View. Click on the Printer icon to print the invoice. If the invoice has not yet been submitted for payment, you will need to click Pay next to the appropriate invoice, and then select View Printable Invoice from the Invoice Detail screen. Then click on the Printer icon to print your invoice.
Yes. Online Billing customers have the option of paying by check. However, changes cannot be fully processed until payment is received; therefore, online payment is recommended. If you choose to send payment via paper check, a remittance stub must be printed from the system and submitted with the payment.
If you need to obtain approval to pay the invoice before you send payment, or if you need to route the invoice to another person for payment, you can set up the Financial Approvers and Bill Payers Tool in Aflac Business Services.
To set up Financial Approvers and/or Bill Payers:
You can add a new Financial Approver or Bill Payer on either the Authorized User screen or the Approval Settings screen, both located under My Accounts | Account Settings.
The Approval Settings screen allows you to set up a Financial Approver to review and approve invoices submitted for payment and to set up a Bill Payer to send payment to Aflac. You may set up either one – or both – of these roles; whatever best meets your needs.
Two questions will appear on the Approval Settings screen. They are:
Once you have set up your Financial Approver, you may submit the invoice for approval from either the Home screen or the My Accounts screen.
The Financial Approver will receive an email notification notifying them that the invoice is ready for approval.
When the Administrator submits an invoice for approval, the Financial Approver will receive an email notifying them that there is an invoice ready for their review and approval.
If you approve the invoice, an email will be forwarded to the Bill Payer if this role was established in the Account Settings section. If you do not have a Bill Payer defined, the approval will be returned to the Account Administrator.
If you reject the invoice, an email will be returned to the Administrator indicating that additional information or revisions are required for approval. It is helpful to include comments when returning a rejection.
If you elected to use a Bill Payer in your invoice process in Aflac Business Services, the bill payer will receive an email to pay the invoice.
Under the My Accounts tab, choose the appropriate account. Click the Account Settings menu, and then click Authorized Users in the left navigation pane. Fill out the user’s information and identify his or her role by using the tool tips to help you determine appropriate access.
The Electronic Deduction Summary (EDS) is provided to increase the accuracy of the first invoice payment and reduce invoice discrepancies. The EDS is updated daily with the most recent information for your account.
Aflac Business Services provides you with the ability to update account address information, billing information, contact information and authorized users.
Aflac Business Services passwords must have a minimum of eight characters, must have a minimum of three lower-case characters and must have at least one upper-case character.
Yes. You can change your password by clicking on the Edit My Profile link on the home page and then selecting the Change Password option.
Yes. You can change your secret question/answer by selecting the Edit My Profile link on the home page. You will then select the Change Secret Q & A option. Please note that your secret answer must be 6 to 20 characters long, must contain only letters and digits, and is case-sensitive.
If you have forgotten your Aflac Business Services password, you can reset it by simply clicking the Forgot Password link on the main login page. You will then need to select your secret question and enter your answer. You will receive an email with a temporary password to use the next time you log in to the system. You will then be prompted to create a new password. If you need assistance with resetting your password, contact our Customer Service Center at 800.992.3522 or click here.
You can add accounts through the Edit My Profile link on the home page. Select the Add Account button. Enter the account number, billing ZIP Code and IVR PIN, and then follow the instructions for adding more accounts to your user profile.
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Coverage underwritten by American Family Life Assurance Company of Columbus. Group coverage underwritten by Continental American Insurance Company, which is not licensed to solicit business in Guam, Puerto Rico, or the Virgin Islands. For groups sitused in California, group coverage is underwritten by Continental American Life Insurance Company. For individual coverage in New York or coverage for groups sitused in New York, coverage is underwritten by American Family Life Assurance Company of New York.
†One Day PaySM available for most properly documented, individual claims submitted online through Aflac SmartClaim® by 3PM ET. Aflac SmartClaim® not available on the following: Disability, Life, Vision, Dental, Medicare Supplement, Long Term Care/Home Health Care, Aflac Plus Rider, Specified Disease Rider and Group policies. Aflac processes most other claims in about four days. Processing time is based on business days after all required documentation needed to render a decision is received & no further validation and/or research is required. Individual Company Statistic, 2015.
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