Version 16.06A -- Effective June 2016

Transcription

1 Highlighted cells indicate material changes to the specification or description. Adventist Retirement Payroll Export File to NAD File Specification This document describes the file format for retirement contribution data to be submitted via NAD Adventist Retirement to the plan vendor. 1. The following record types are defined: A Record: File Header, describes the submitting payroll center, appears first in the file C Record: Participant Data Record, one per individual employment Z Record: Totals, contains sums of numeric fields for validation purposes, appears last in the file 2. Typical file content for export to NAD Adventist Retirement: A, C, C, C,... C, Z 3. Files must be in 7-bit ASCII and adhere to the fixed-field-length format specified in this document. Characters in extended characters sets (such as UTF-8) are not accepted as of this specification. (support anticipated at a future time) 4. Lines must end with a CR/LF character pair. Data after the last specified position for each record type, but before the CR/LF, will be ignored. 5. Format for all dates is YYYYMMDD. Zero fill if not used. Version 16.06A -- Effective June Right justify all numeric fields and fill with leading zeros; zero fill all unused numeric fields. Decimal place is implied, e.g. a field defined as 7,2 with a value of represents Signed numeric fields must have a leading sign. A negative in a field defined as +12,2 would be written to the ASCII text file as Similarly, is written to the ASCII text file as Please include the leading '+' when zero-filling a signed numeric field. 7. Left justify all character fields and fill with trailing spaces as necessary to fill the field; space fill all unused character fields. 8. Files shall be transmitted using the NAD-provided ARP Upload website in order to encrypt and protect participant data. The website address is Under no circumstances shall participant data be ed without encryption to anyone, even if you are rushing out the door to leave for vacation. 9. The name of the uploaded file must be the same as the payroll batch reference number (PayRef, position 2 in the A record), and exactly 12 characters in length. 10. The term "payroll center" refers to the entity that runs the payroll and submits this file. The term "employer" refers to the entity for which or at which the work is performed. Record Type A - Payroll Center Header Start Field Name Data Type Pos Size Req/ Opt Value Description Record Type Char 1 1 R Record type : A = Header Record PayRef Char 2 12 R File name is the same as the PayRef. PayRef must be unique for every file sent. Format: Last 4 characters of payroll center organization ID + 2 digit pay year + 2 digit pay period + '.' + 3-character payroll identifier. Pay Date Date 14 8 R This is the check issue date printed on payroll checks. Submit a separate file for each pay date. PR Ctr Org ID Char 22 6 R Payroll Center Organization ID Code as assigned by NAD. This designates the entity preparing and submitting this file, and may be different from the employer with the relationship with the employee. E.g. a conference could be a Payroll Center on behalf of an academy (the Employer). PR Ctr Name Char R Payroll Center Organization Name Contact Name Char R Person to contact regarding this file. Contact Phone Char R Phone number of contact person including extension Contact Char R address of contact person Spec Version Char R 16.06A Version identifier of this upload specification

2 Pay Frequency Char R M S B W Monthly Semi-monthly Biweekly Weekly Daily, Quarterly, and Yearly are not accepted. Contact Adventist Retirement if you have a business need for one of these. Notes Char O Comments regarding file Filler A1 Char R Filler (Space fill) Payroll Run Ref Char R Three alpha-numeric characters consisting of numbers and/or uppercase letters. Assign each type of payroll produced by a single payroll center its own unique 3- character string. Different types of payroll runs might include but not be limited to biweekly pastor, monthly pastor, bi-weekly hourly, monthly salary, etc. Different types of payroll runs might also include courtesy payrolls run for other entities. Once you have assigned an identifier to a payroll run type, always use that same identifier for that payroll type each time it is run. Software Version Char R The version identifier of the program that generated this upload file, either ARP Data Manager or your payroll software. Filler A2 Char R Filler (Space fill) Payroll Prog Name Char R The name of the program producing this file. Contact Fax Char R Fax number of contact person CR and LF Char R Carriage Return and Line Feed Total Trailing space fill (before the CR/LF) omissible. Record Type C - Participant Data Record Start Field Name Data Type Pos Size Req/ Opt Value/ Picture Description Record Type Char 1 1 R C Record Type: C = Data Record SSN Number 2 9 R US Social Security Number. Required. Fatal error if invalid. First Name Char R As on Social Security Card Middle Name Char O As on Social Security Card -- This is optional in the sense that some employees may do business as their middle name, in which case the first initial and middle name might appear in the preceding field. However, if you have a middle initial or middle name that is not part of the employee's common form of address, do not append that to the preceding field: put it in this field. Last Name Char R As on Social Security Card Name Suffix Char 86 5 O (e.g., "Jr.", "Sr.", "III", "IV", etc) Address Line 1 Char R Employee's 1st street address line Address Line 2 Char O Employee's 2nd street address line City Char R City of Employee's address State Char R Two-letter USPS US State or Canadian Province code of employee's address, or other 2- or 3-character state abbreviation if the country of this address has state subdivisions. Zip/Postal Code Char R US Zip or foreign Postal Code of employee's address. Provide Zip+4 (if known) with hyphen. Country Char O ISO character code for the country of employee's address. (Space fill if USA) Home Phone Char O Employee's home phone number Work Phone Char O Employee's work telephone number Work Phone Ext Char O Employee's work telephone number extension Fed Tax Exmpts Number O Number of Tax Exemptions Claimed on W-4 Form PA Exclusion Amt Number O +12,2 Annual amount the employee intends to exclude as Parsonage Allowance Address Char O Employee's work address Hire Date Date R Date hired by current employer (YYYYMMDD) Birth Date Date R Employee's birth date (YYYYMMDD) Status Date Date R Effective date of current status (YYYYMMDD) ( or later). This date should change whenever the employee's status changes and ONLY when it changes.

3 Status Code Char R A N S P F D I R T X Employee's status of eligibility for ARP participation Active Not eligible Suspended Disability (Eliminitation Period - First 3 months) Disability (Next Period - 18 months) Disabled (Final Disability begins after 18 month "F" period) Inactive Retired Terminated Deceased See the second tab of this spreadsheet for a more complete description of these status codes. QNEC Number O +12,2 Qualified Non-eligible Contribution (missed opportunity) The required make-up payment of 50 percent of the elective contribution (pre-tax deferral or Roth) or 40 percent of the elective contribution (after-tax), that the employee would have made had the employee s election been properly implemented. Cost Center Code Char R Cost Center in which employee is working. Required if your payroll system utilizes cost center ID codes. Enrollment ID Char R Required if any employee receives more than one paycheck from you. This ID code distinguishes one employee doing one job from the same employee doing a different job. Employer Org ID Char R NAD-assigned OrgId of employer where employee actually performed his/her work Gender Char R M F Male Female Marital Status Char R S M W D Single Married Widowed Divorced This is demographic status, not the value that might be entered on a W-4 form. Needed so that the retirement plan vendor can handle joint ownership, loans, rights of survivorship and so forth. EE Guide Char R 1 2 E Employee is under Option 1/50% Threshold/non-ECEC Employee is under Option 2/100% Threshold/non-ECEC Employee is ECEC with NO benefits Fed Wages YTD Number R +12,2 Dollar amount of YEAR-TO-DATE federal taxable earnings as reported on W-2 Form. This field is NET of the amount being claimed as parsonage allowance, the amount deferred to the ARP, or the amount deferred to another tax sheltered annuity. This field must be net of estimated parsonage on each file upload. This field does include all taxable earnings, such as tuition assistance, taxable travel allowance, etc. In most cases this field will reflect what is included in a Form W-2 Box 1. This field should only be zero in the following cases: 1) all contributions are catch up for prior year, 2) employee has designated 100% compensation as parsonage allowance, or 3) employee is on long-term disability pay. Deferred to Other TSA Number O +12,2 Pre-Tax amount employee is having deferred to an other-than-arp TSA. Do not include pre-tax deductions for insurance premiums or flexible spending account (FSA) deductions. (Zero fill if none) (sum if more than one) Pre-Tax Number O +12,2 Pre-Tax amount employee is having deferred to NAD Retirement Plan (ARP) (This is the sum of Pre-Tax Fixed $ and the dollar amount calculated using the Pre-Tax percent of gross wages). After-Tax Number O +12,2 After-Tax employee contribution to ARP Basic Number O +12,2 Employer Basic Contribution Match Number O +12,2 Employer Matching Contribution Missionary Indicator Char O M Space character for most employees, but 'M' if the next field contains Missionary contribution. Other values reserved for future use. Missionary Amt Number O +12,2 Employer Missionary Contribution or zeros Loan Payment Number O +12,2 Payment on loan from retirement account Loan Number Number O Loan ID Number (Zero-fill if unused). Required when Loan Payment > If a Loan ID number is reported, ensure that filling zeros are placed to the LEFT of the Loan ID Number. Fatal error if filling zeros are misplaced. Fatal error if LOANID is incorrect and cannot be matched to the master loan record upon import. Pay Period Hours Number R +7,2 Total hours for current pay period in current cost center of current employer

4 Special Pay Number O +12,2 Employer-paid post-1999 Retirement Alowance Roth 403B Number O +12,2 Employee Roth 403B Contribution ARP Gross Wages Number R +12,2 Current Pay Period Amount on which Employer Basic is calculated ER Guide Code Char R B P V G Locally Funded Policy (2011) plan chosen by the employer: Blue: Option 1 (50% Threshold) with ECEC benefits Pink: Option 1 (50% Threshold) with NO ECEC benefits Violet: Option 2 (100% Threshold) with ECEC benefits Green: Option 2 (100% Threshold) with NO ECEC benefits Salary On Paper Number R +12,2 Employee's theoretical agreed-upon per-period wages or salary, for display in the vendor's retirement calculator. This is a theoretical number, and is not affected by actual unpaid leave, overtime or other factors. Salary Period Char R A M S B H W The period of the preceding field Annual Monthly Semi-Monthly Bi-Weekly Hourly Weekly Salary Periods Expected Number R The number of periods this employee is expected to work per year, annualized. See discussion on 3rd tab. CR/LF Char R Carriage Return and Line Feed Total Trailing space fill (before the CR/LF) omissible. Record Type Z - Checksums Record Field Name Data Type Start Pos Size Req/ Opt Value/ Picture Description Record Type Char 1 1 R Z Record Type: Z = CheckSum Record. Some of the totals in this record exist strictly to validate the contents of the C records; e.g. Total Roth $ has no business meaning, but is useful for data validation. Record Count Number 2 6 R Total number of Type C Records Total FTW Number 8 13 R +12,2 Sum of Federal Taxable Wages Total Deferred Number R +12,2 Sum of total Deferred to Other TSA Total Pre-Tax Number R +12,2 Sum of total Pre-Tax contributions Total After-Tax Number R +12,2 Sum of total After-Tax contributions Total Employer Basic Number R +12,2 Sum of Employer Basic contributions Total Employer Match Number R +12,2 Sum of Employer Matching contributions Total Missionary Number R +12,2 Sum of Employer Missionary contributions Total Chaplain Number 99 R +12,2 Sum of Employer Chaplain contributions (This category is not currently used. Zero fill) 13 Total Loan Payments Number R +12,2 Sum of Employee Loan Payments Total Hours Number R +12,2 Sum of Hours reported Total Special Pay Number R +12,2 Sum of Special Pay Employer contributions Total Roth Number R +12,2 Sum of Total Employee Roth 403B contributions Total QNEC Number R +12,2 Sum of Employer QNEC payments Total ARP Wages Number R +12,2 Sum of ARP Gross Wages CR/LF Char R Carriage Return and Line Feed Total Trailing space fill (before the CR/LF) omissible.

5 Status Codes for Working Employees: A Active - for employees under Option 2 of the 2011 Locally Funded Policy (V (violet) or G (green)) who are working 100% full time and are at least 20 years old: The employee is eligible for employer basic and match contributions. All contribution types are allowed with this status code. A Active - for employees under Option 1 of the 2011 Locally Funded Policy (B (blue) or P (pink)) who are working at least 50% of full time and are at least 20 years old : The employee is eligible for employer basic and match contributions. All contribution types are allowed with this status code. N Not eligible for employees less than 20 years old or who have not otherwise satisfied the eligibility requirements for Status Code A and who are under Option 2 of the 2011 Locally Funded Policy (V (violet) or G (green)) and are working less than 100% of full time: The employee is not eligible for the employer basic contribution; however, he is eligible for the employer match. Any personal contribution and the employer match contributions are allowed with this status code N Not Eligible for employees less than 20 years old or who have not otherwise satisfied the eligibility requirements for Status Code A and who are under under Option 1 of the 2011 Locally Funded Policy (B (blue) or P (pink)) and are working less than 50% of full time or Option 2 ECEC employees of the 2011 Locally Funded Policy (G (green)). The employee is not eligible for the employer basic or match contributions. Any personal contributions are allowed with this status code. S Suspended The employee is suspended from participating in the Plan. This is used in conjunction with a hardship distribution. Only employer basic contributions are allowed with this status code. Status Codes for Disabled Employees: P Elimination period for disability - There are three codes for disability P, F, and D. The P code should be used during the first of three disability periods: the elimination period. Employee and employer contributions are allowed during this period. Following the elimination period, the F code should be used. F Period following disability elimination period - There are three codes for disability P, F, and D. The F code should be used during the second of three disability periods: the period following the elimination period (code P). During this period only employer basic contributions are allowed. Following the 18-month period, the D code should be used (no contributions are allowed). D Disabled - There are three codes for disability P, F, and D. The D code should be used during the third of three disability periods: the period following the 18-month disability period. No contributions are allowed during this period.

6 Status code for Employees away on Leave (Seminary, Graduate Study, etc): I Inactive - The employee has satisfied all eligibility requirements but should not receive employer contributions at this time because the employee is 1. on a leave of absence and is not receiving a salary/wage, or 2. on an approved study leave and receives a salary/wage/stipend, and 3. is expected to return to active status. With this status code, the employee may make personal contributions. Status Codes for Individuals no longer employed: R Retired An employee who has retired from service with a participating employer. This code should be used at the end of the employee s service to notify the plan vendor that the employee has retired. If a retired employee is later re-hired by an employer, and he/she meets eligibility requirements, an A code should be used as the status code. If a retired employee is later re-hired by an employer, and he/she does not meet eligibility requirements, an N code should be used as the status code. No contributions are allowed with this code. T Terminated The employee is terminated from employment with a participating employer. No contributions are allowed with this code. X Deceased - The employee is deceased. No contributions are allowed with this code.

7 Discussion of Salary On Paper and related fields: The reason for providing this field is to give your employees a useful, ballpark-accurate figure to use in the retirement calculator on the vendor's website. Until we provide this information, the retirement calculator is showing an amount that is annualized from the current Fed Wages YTD field, which is typically less useful for *several reasons. The figure in this field represents a target, an expectation only. It should not be adjusted when the employee works overtime or misses a few days. It should be adjusted when the employee's remuneration changes, such as getting a raise, or when their agreed-upon work schedule changes. The trivial example is an employee who is on salary and has agreed to work for $50,000 per year. For this employee the first field would be , the second field would be A and the third would be Suppose the employee in this example gets a $1,200 cost-of-living raise in July. In the July period (or as soon as the change is known to payroll) their values would change to , A and The change in values for these fields does not necessarily need to coordinate with the payroll on which their pay amount goes up. This data should be annualized, so that even if this employee starts in December, the figures would still be , A and You are free to use Monthly x 12 or Semi-Monthly x 24, etc, if that works better for the data you maintain. Please let us know if you need a period other than those accepted in this field, such as Quarterly. A more interesting example is for an employee who works for $10.00/hour, 40 hours each week, but only 39 weeks of the year (in other words, at a facility that is closed for part of each year). In this case a valid set of data would be , H and 1560 (39 weeks x 40 hours/week). If Salary Periods Expected is not a match for the magic constants used by the retirement vendor, NAD will perform the annualization before sending the amount to the vendor. For example, if your employee is expected to work 1,976 hours in a year, but the vendor thinks that 2,080 is a full year, NAD can adjust the Salary On Paper amount to compensate. Because this data may require building a bridge to another system or hand-entering data, it will not be required for the first few months. You can send data for the employees where you already know this information and send zero figures for the other employees.

8 In a pinch you can fill these fields with an approximation of W-2 box 1 from the previous year. However, this figure is subject to some of the *same inaccuracies, and should therefore not be accepted as your final solution. * Here are some reasons that the actual remuneration (as reflected in Fed Wage YTD or W-2 box 1) may be less useful for a retirement calculator: Employee may have received additional compensation, such as tuition assistance. Employee may have worked overtime. Employee may have taken unpaid time off. For these reasons and others, the actual compensation received in the current or previous period, or on last year's W-2, can be misleading when used in a retirement calculator. Another way of describing Salary Periods Expected would be to say "If this employee worked a 'perfect' year this year, they would work this many periods", where periods is hours, weeks, etc. This could be 2,000 hours or 10 months or 22 weeks or whatever. Remember that the ultimate goal is to drive toward a single "yearly income" number that will be displayed in the retirement calculator. Another example: A teacher is contracted to teach one summer class for $1,000. In this case a valid set of data would be , A and 0001.

9 Field Name Data Type Start Pos Size Req/Opt Value/Picture Salary On Paper Number R +12,2 Salary Period Char R A/M/S/B/H/ W Salary Periods ExpectedNumber R

10 15.04A 15.04B 16.06A

11 First version in Excel format, fields added or removed to support transition to out-sourced services from Empower, such as deferral record-keeping, loan processing and so forth. Added international phone prefix fields at the end of the C record. Added Changelog page. Change salary-on-paper and related fields to be required