OPS-SOP-026 — GL Structure & Monthly Reconciliation
1. Purpose
This SOP documents the Acumatica General Ledger (GL) structure used by Unity Care Solutions and Nuwell Medical Network, and establishes the monthly reconciliation process for ensuring accurate financial reporting across the self-funded health plan operations, trust accounts, and captive structure. It serves as the reference document for GL coding standards and the monthly close process.
2. Scope
Applies to Finance and Operations personnel with Acumatica access. Covers all GL activity for:
- Unity Care Solutions LLC — plan administration, vendor expenses, reinsurance, trust activity
- Nuwell Medical Network LLC — MSO operations, DPC-related expenses, payroll
3. Entity & Branch Structure
Acumatica is a multi-entity, multi-branch system. Every transaction must be coded to the correct entity and branch. Miscoding across entities creates intercompany errors that require manual correction at close.
| Entity |
Branch Code |
Description |
| Unity Care Solutions LLC |
MAIN |
Primary operations — plan admin, vendor fees, trust activity, reinsurance |
| Nuwell Medical Network LLC |
NUWELL |
MSO operations, DPC provider network, physician contracting |
| [Additional branches TBD] |
[TBD] |
To be confirmed with Finance upon adoption |
TBD: Complete branch code list to be confirmed with Finance and documented here. Include any trust-specific branches or captive-related branches if applicable.
4. Key GL Account Reference
| Account Number |
Account Name |
Used For |
Branch |
| 5025 |
COBRA / Benefits Administration |
Allied Benefit Systems (TPA fees), ProAct (PBM fees), Varipro (COBRA admin), HealthEquity (FSA/HSA fees) |
MAIN |
| 7126 |
Consulting / Professional Fees |
Legal fees (Dickinson Wright), consulting engagements, advisory fees, broker consulting |
MAIN / NUWELL |
| [TBD] |
Reinsurance Premiums |
HLRA stop-loss premiums via Jason Strain / Brown & Brown |
MAIN |
| [TBD] |
Claims Expense |
Self-funded plan claims funded to Allied for disbursement |
MAIN |
| [TBD] |
Stop-Loss Reimbursements |
Reinsurance reimbursements received from HLRA |
MAIN |
| [TBD] |
Trust / Plan Contributions |
Employer contributions received into Unity Care Member Plan Master Trust |
MAIN |
| [TBD] |
Payroll / Compensation |
Nuwell physician and staff payroll |
NUWELL |
| [TBD] |
Software / Technology |
CRM (Go High Level), Gradient AI, Employee Navigator, other software |
MAIN / NUWELL |
TBD: Full chart of accounts with all account numbers to be exported from Acumatica and appended to this SOP as a reference exhibit. Coordinate with Finance for complete mapping including all balance sheet and income statement accounts.
5. Monthly Close Process
Monthly close target: All entries posted and reconciliation completed by the [TBD] business day of the following month. Close calendar date to be established by Finance.
Step 1 — Allied Claims Register Operations requests the monthly claims register from Allied Benefit Systems (Kim James) by the [TBD] of each month. The claims register shows all claims adjudicated and funded during the period by employer/member group.
Step 2 — Claims GL Post Finance posts claims funding entries to Acumatica: debit Claims Expense (GL TBD), credit Trust/Plan Contribution account or cash, per employer sub-account. Verify totals match Allied register.
Step 3 — TPA Fee Invoice Finance posts Allied Benefit Systems monthly administration fee invoice to GL account 5025, branch MAIN.
Step 4 — ProAct Invoice Finance posts ProAct (PBM) monthly invoice to GL account 5025, branch MAIN. Verify invoice amount matches contracted rate or ProAct billing statement.
Step 5 — Other Vendor Invoices Finance posts all remaining vendor invoices for the period per the Payment Tracker (OPS-SOP-025). Confirm all invoices approved and posted before closing AP.
Step 6 — Reconcile to Trust Bank Statement Finance reconciles the total claims funded and employer contributions posted in Acumatica to the Unity Care Member Plan Master Trust bank statement for the period. Variances must be identified, documented, and resolved before sign-off.
Step 7 — Reconcile Stop-Loss Reimbursements Finance reconciles any stop-loss reimbursements received from HLRA (via Jason Strain / Brown & Brown) to the Acumatica stop-loss receivable/reimbursement account. Confirm all approved large claims with reinsurance recoveries are posted correctly.
Step 8 — Reconcile to Reinsurance Billing Finance confirms reinsurance premiums paid to HLRA match the premium schedule and are posted to the correct GL account (TBD — Reinsurance Premiums).
Step 9 — Review Open AP Finance reviews all open AP items in Acumatica. Any invoice open >30 days without payment is flagged and reported to Operations for follow-up per OPS-SOP-025.
Step 10 — Finance Sign-Off Finance reviews the trial balance, confirms all entries are posted correctly, and signs off on the monthly close. Sign-off is documented in the monthly close file.
Step 11 — Operations Review Operations reviews the monthly close summary prepared by Finance. Confirms vendor activity reconciles to Payment Tracker. Flags any discrepancies for Finance follow-up before final close.
Step 12 — Archive Close Package Finance archives the monthly close package: trial balance export, reconciliation workpapers, bank statement, Allied claims register, stop-loss reconciliation, and sign-off documentation. Stored per document retention policy.
6. Intercompany Transactions
Transactions between Unity Care Solutions LLC (MAIN) and Nuwell Medical Network LLC (NUWELL) must be recorded as intercompany entries in Acumatica. Finance is responsible for ensuring intercompany balances net to zero at month-end. Any unresolved intercompany balances are escalated to executive leadership.
TBD: Intercompany transaction types and coding protocol to be documented with Finance once common intercompany flows are identified and mapped.
7. Trust Account Reconciliation
The Unity Care Member Plan Master Trust operates separate bank accounts from the operating entities. Trust account reconciliation is a distinct process:
- Trust bank statements are reconciled monthly against employer contribution records and claims disbursement records
- Each participating employer has a notional sub-account within the trust; sub-account balances are tracked in Acumatica or in a trust sub-ledger [TBD]
- Trust reconciliation is reviewed by Finance and signed off before close
- Any trust shortfall (employer contributions insufficient to cover claims funded) is immediately reported to Operations and legal
TBD: Trust sub-ledger format and system to be confirmed. If employer sub-account tracking occurs outside Acumatica, the reconciliation bridge between the sub-ledger and Acumatica must be documented here.
8. TBDs — Open Items for Adoption
TBD 1: Full Acumatica chart of accounts (all account numbers) to be exported and appended as Exhibit A to this SOP.
TBD 2: Complete branch code list to be confirmed with Finance and added to Section 3.
TBD 3: Monthly close calendar date (i.e., "close by the 5th business day of the following month") to be established by Finance and inserted in Section 5.
TBD 4: Reconciliation format — standard template for trust bank reconciliation and stop-loss reconciliation to be created by Finance and linked here.
TBD 5: Acumatica access for Operations — read-only reporting access for Operations to be provisioned so Operations can verify Payment Tracker against Acumatica without Finance intermediation. Pending IT/Finance approval.
TBD 6: Allied claims register request date — confirm with Kim James (kjames@alliedbenefit.com) the standard delivery date for the monthly claims register and insert in Step 1.
9. Related Documents
- OPS-SOP-010 — Vendor Invoice Control & Payment Authorization
- OPS-SOP-025 — Invoice Approval Chain & Payment Tracker
- OPS-SOP-013 — Employer Offboarding & Plan Termination
- Acumatica Chart of Accounts [Exhibit A — TBD]
- Monthly Close Reconciliation Template [link TBD]
- Unity Care Member Plan Master Trust agreement