Blackbaud FundWare Custom Florida Retirement Programs Guide

Transcription

1 Blackbaud FundWare Custom Florida Retirement Programs Guide VERSION 7.60, SEPTEMBER 2009

2 Blackbaud FundWare Custom Florida Retirement Programs Guide USER GUIDE HISTORY Date Changes July 1994 Release with Version 5.0 July 2002 December 2004 April 2005 November 2005 June 2008 September 2009 Update manual and modified processes 7.31 The guide has been edited to reflect new company information. 7.31, SP1 The guide has been updated with minor corrections The guide has been updated with minor corrections The guide has been updated with minor corrections and new company information The guide has been updated to incorporate 7.60 functionality and to reflect new company information. Copyright 2009, Blackbaud FundWare, Inc. All rights reserved. The Blackbaud FundWare logos, among others, are registered trademarks and/or registered service marks of Blackbaud Fundware, Inc. in the United States and other countries. Other parties trademarks or service marks are the property of their respective owners and should be treated as such. ii

3 TABLE OF CONTENTS Critical Information for Current Customers Defining the Parameter Record Editing the Parameter Record Extracting the Retirement Information Printing Your Employee Retirement Information Manually Defining the Retirement Information Adding an Employee to the Retirement Information Changing the Retirement Information Removing an Employee s Retirement Information Displaying an Employee s Retirement Information Scrolling the Employee Retirement Information Adding Additional Entries Producing the State File Blackbaud, Inc. iii

4 iv Blackbaud FundWare Custom Florida Retirement Programs Guide

5 C H A P T E R 1 CUSTOM FLORIDA RETIREMENT PROGRAMS The Florida Retirement module allows you to extract, verify, and edit retirement information, as well as produce an electronic file for submission to the State of Florida. This document provides the instructions necessary to extract the Florida Retirement information, print a retirement report, edit retirement information, and produce magnetic media suitable for submission. If you are a current customer using the Custom Florida Retirement programs, you must review the information in Critical Information for Current Customers on page 3. Blackbaud, Inc. 1

6 Blackbaud FundWare Custom Florida Retirement Programs Guide The Custom Florida Retirement tasks are part of the Payroll/Personnel module and are accessed from the Payroll/Personnel menu (Figure 1.1). Figure 1.1 Payroll > Custom Florida Retirement Menu You must complete the following steps to create your custom retirement files: 1. Defining the Parameter Record (page 3), 2. Extracting the Retirement Information (page 8), 3. Printing Your Employee Retirement Information (page 10), and 4. Producing the State File (page 21). You can also accomplish a number of other tasks with the retirement information file, including: Editing the Parameter Record (page 8), Adding an Employee to the Retirement Information (page 12), Changing the Retirement Information (page 14), 2

7 Chapter 1 Custom Florida Retirement Programs Removing an Employee s Retirement Information (page 16), Displaying an Employee s Retirement Information (page 17), and Scrolling the Employee Retirement Information (page 17). CRITICAL INFORMATION FOR CURRENT CUSTOMERS The July 2002 release of the Custom Florida Retirement programs updates the existing program to create the required file in accordance with the revisions dictated by the Division of Retirement for the State of Florida. The process of upgrading to this new version of Custom Florida Retirement will delete your parameter record. Therefore, we strongly recommend that you create a hard copy of your parameter record (e.g., take print screens of each page of the parameter and paste these into a Word document, then print a hard copy of the file). After installing the new files, use the following steps to recreate your parameter record. 1. Click Custom Florida Retirement > Define Parameter on the module navigator (if the module is not expanded, click Payroll/Personnel first) or select Payroll/Personnel > Custom Florida Retirement > Define Parameter from the menu bar. The menu option displays. 2. Type A to add the record. 3. Create the parameter record according to Defining the Parameter Record on page 3, or re-create the parameter record according to your original settings (e.g., using the print screens of the original parameter record). DEFINING THE PARAMETER RECORD Use the following steps to access the Florida Retirement module. Blackbaud, Inc. 3

8 Blackbaud FundWare Custom Florida Retirement Programs Guide 1. Click Custom Florida Retirement > Define Parameter on the module navigator (if the module is not expanded, click Payroll/Personnel first) or select Payroll/Personnel > Custom Florida Retirement > Define Parameter from the menu bar. The option menu displays (Figure 1.2). Figure 1.2 Define Parameter Options 2. Type A and press ENTER to add the parameter. The Florida Retirement window displays (Figure 1.3). Figure 1.3 Define Parameter, Page 1 of 3 4 Defining the Parameter Record

9 Chapter 1 Custom Florida Retirement Programs 3. Enter the required information according to Table 1.1. Table 1.1 Parameter Definition Fields, Page 1 of 3 Field Valid Entry Definition Unit Number Enter your account number with the State of Florida. This is the number assigned by the State for your organization. Unit Name 35 alphanumeric characters Enter the name of your organization or unit. Work Period 0 99 Enter the code to designate the type of salary payment used by your organization. 4. When complete, press ENTER to move to the second page of the parameter record (Figure 1.4). Figure 1.4 Example Parameter, Page 2 of 3 Blackbaud, Inc. 5

10 Blackbaud FundWare Custom Florida Retirement Programs Guide 5. Enter the required historical data items according to the information in Table 1.2. Table 1.2 Parameter Definition Fields, Page 2 of 3 Field Definition Employee Retirement Employer Retirement Enter the data item that your organization uses for the employee s share of the retirement contribution. If you are specifying a data item in this field, that data item must be added to each employee s basis field in the employee record to be reported by this retirement program. Enter the data item that your organization uses for the employer s share of the retirement contribution. If you are specifying a data item in this field, that data item must be added to each employee s basis field in the employee record to be reported by this retirement program. 415 Amount Enter the data item that your organization uses for the year-to-date 415 eligible compensation. 457 Amount Enter the data item that your organization uses for the year-to-date 457 plan contributions. 457 Catchup Enter the data item that your organization uses to Indicate participation in a catch up plan for 457 contributions. 403b Amount 403b Employee 403b Employer 403b Catchup 401k Employee 401k Employer 401a Amount AL Hours Enter the data item that your organization uses for the year-to-date 403b compensation. Enter the data item that your organization uses for the year-to-date 403b employee contributions. Enter the data item that your organization uses for the year-to-date 403b employer contributions. Enter the data item that your organization uses to indicate participation in a catch up plan for 403b contributions. Enter the data item that your organization uses for the year-to-date 401k employee contributions. Enter the data item that your organization uses for the year-to-date 401k employer contributions. Enter the data item that your organization uses for the year-to-date 401a employer contributions (excluding investment plan contributions). Enter the data item that your organization uses to document the number of annual leave hours taken by the employee. 6 Defining the Parameter Record

11 Chapter 1 Custom Florida Retirement Programs 6. When complete, press ENTER to move to the third page of the parameter record (Figure 1.5). Figure 1.5 Example Parameter, Page 3 of 3 7. Enter the required employee data items according to the information in Table 1.3. Table 1.3 Parameter Definition Fields, Page 3 of 3 Field Plan Department Code Class Code Position Number Annual Salary Education Flag Enter the data item name for the plan. Definition Enter the data item name for the department code. Enter the data item that your organization uses to indicate the employment class. Enter the data item that your organization uses to indicate the position filled by the employee. Enter the data item that your organization uses for the employee s annual salary. Enter the data item that your organization uses to indicate if the employee is an instructional employee as defined in s (9)(a d). 8. When complete, type 0 and press ENTER to save the record. 9. Type E and press ENTER to exit the task and return to the Custom Florida Retirement menu. Blackbaud, Inc. 7

12 Blackbaud FundWare Custom Florida Retirement Programs Guide EDITING THE PARAMETER RECORD Use the following steps to edit the Florida Retirement parameter record. 1. Click Custom Florida Retirement > Define Parameter on the module navigator (if the module is not expanded, click Payroll/Personnel first) or select Payroll/Personnel > Custom Florida Retirement > Define Parameter from the menu bar. The menu option displays. 2. Type C and press ENTER to change the parameter. The Florida Retirement window displays. 3. Edit the information as necessary (see Table 1.1, Table 1.2, and Table 1.3 for more information on the individual fields). 4. When complete, type 0 and press ENTER to save the changes. 5. Type E and press ENTER to exit the task and return to the Custom Florida Retirement menu. EXTRACTING THE RETIREMENT INFORMATION The extraction process will compile the applicable employee payroll information in the Florida Retirement program. When you extract the retirement information, the program will overwrite any prior extraction information with the current extraction information. Therefore, you may complete the extraction process numerous times without damaging the result of the extraction. Use the following steps to extract your employee s retirement information. You must define the parameter record before you can extract the retirement information. 8 Extracting the Retirement Information

13 Chapter 1 Custom Florida Retirement Programs 1. Click Custom Florida Retirement > Extract Retirement on the module navigator (if the module is not expanded, click Payroll/Personnel first) or select Payroll/Personnel > Custom Florida Retirement > Extract Retirement from the menu bar. The Extract Retirement window displays (Figure 1.6). Figure 1.6 Extract Retirement 2. Enter the retirement report month for the information being extracted in the Report Month field and press ENTER. Your entry must be between 1 and 12 and should reflect a calendar year (e.g., 1 = January). Blackbaud, Inc. 9

14 Blackbaud FundWare Custom Florida Retirement Programs Guide 3. Enter the year for the information being extracted in the Report Year field and press ENTER. A confirmation message displays (Figure 1.7). Figure 1.7 Extract Retirement Confirmation 4. Type 0 and press ENTER to accept the information. 5. Type E and press ENTER to end the entry task and begin the extraction. When the extraction is complete, the Extract Retirement window closes and you return to the Custom Florida Retirement menu. PRINTING YOUR EMPLOYEE RETIREMENT INFORMATION Use the following instructions to print the extracted retirement information for review. We suggest that you print a copy of the retirement information file and review the information for errors before submitting the file to the State. 10 Printing Your Employee Retirement Information

15 Chapter 1 Custom Florida Retirement Programs 1. Click Custom Florida Retirement > Print Retirement on the module navigator (if the module is not expanded, click Payroll/Personnel first) or select Payroll/Personnel > Custom Florida Retirement > Print Retirement from the menu bar. A confirmation message displays (Figure 1.8). Figure 1.8 Print Retirement Confirmation 2. Type Y and press ENTER to print the information. 3. The program asks if you would like to file the report (Figure 1.9). Figure 1.9 File Report Confirmation Blackbaud, Inc. 11

16 Blackbaud FundWare Custom Florida Retirement Programs Guide 4. Type Y file the report or N and press ENTER to print the report directly. When the print process is complete, the Extract Retirement window closes and you return to the Custom Florida Retirement menu. If you file the report (Y), the program will create a file named FLA1EDT.L## in your FundWare/Data directory (where ## represents your division number, e.g., for division 95, the file would be FLA1EDT.L95). If you do not file the report (N), a window displays allowing you to select printer information. When you have entered the necessary information, click OK to print your retirement information. MANUALLY DEFINING THE RETIREMENT INFORMATION You can manually edit the existing retirement information, or add an employee to the file. ADDING AN EMPLOYEE TO THE RETIREMENT INFORMATION Use the following steps if you must manually edit retirement information for an employee. This task will only add an employee s retirement information to the retirement file. The employee s Payroll/Personnel file will not be impacted. Also, FundWare will create the whole retirement file if you re-extract; therefore, the employee s information would not be added to the retirement information file (unless you modified the Payroll/Personnel file). 1. Click Custom Florida Retirement > Define Parameter on the module navigator (if the module is not expanded, click Payroll/Personnel first) or select Payroll/Personnel > Custom Florida Retirement > Define Parameter from the menu bar. The menu option displays. 12 Manually Defining the Retirement Information

17 Chapter 1 Custom Florida Retirement Programs 2. Type A and press ENTER to add an employee. The program asks for the employee number of the person for whom you are entering retirement information (Figure 1.10). Figure 1.10 Define Retirement Employee Number 3. Enter the employee number and press ENTER. The program asks for the Entry number (Figure 1.11). Figure 1.11 Define Retirement Entry Number The extraction process creates Entry 1. You can manually create additional entries as needed, depending on your retirement structure. See Adding Additional Entries on page 19 for more information. Blackbaud, Inc. 13

18 Blackbaud FundWare Custom Florida Retirement Programs Guide 4. Type the entry number and press ENTER. Page 1 of a blank customer record displays (Figure 1.12). Figure 1.12 Blank Employee Retirement File 5. Enter the necessary employee retirement information. 6. When complete, type 0 and press ENTER to accept your changes. 7. Type E and press ENTER to end the edit task and return to the Custom Florida Retirement menu. CHANGING THE RETIREMENT INFORMATION Use the following steps if you must manually change (i.e., edit) the retirement information for an employee. This task will only modify the employee s retirement information within the retirement file. The employee s Payroll/Personnel file will not be impacted. Also, FundWare will create the whole retirement file if you re-extract; therefore, you would lose any edits to the employee s retirement information. 1. Click Custom Florida Retirement > Define Parameter on the module navigator (if the module is not expanded, click Payroll/Personnel first) or select Payroll/Personnel > Custom Florida Retirement > Define Parameter from the menu bar. The menu option displays. 14 Manually Defining the Retirement Information

19 Chapter 1 Custom Florida Retirement Programs 2. Type C and press ENTER to change the retirement information. The program asks for the employee number of the person for whom you are entering retirement information (Figure 1.13). Figure 1.13 Define Retirement Employee Number 3. Enter the employee number and press ENTER. The program asks for the Entry number (Figure 1.14). Figure 1.14 Define Retirement Entry Number Blackbaud, Inc. 15

20 Blackbaud FundWare Custom Florida Retirement Programs Guide 4. Type the entry number and press ENTER. The customer record displays (Figure 1.15). This is a fictional employee. The Social Security number is also fictional. Figure 1.15 Example Customer Record, Page 1 of 3 5. Edit the information as necessary. 6. When complete, type 0 and press ENTER to accept your changes. 7. Type E and press ENTER to end the edit task and return to the Custom Florida Retirement menu. REMOVING AN EMPLOYEE S RETIREMENT INFORMATION Use the following steps if you must remove (i.e., delete) the retirement information for an employee. This task will only delete the employee s retirement information from the retirement file. The employee s Payroll/Personnel file will not be impacted. Also, FundWare will create the whole retirement file if you re-extract; therefore, the employee s information would be added back to the retirement information file. 1. Click Custom Florida Retirement > Define Parameter on the module navigator (if the module is not expanded, click Payroll/Personnel first) or select Payroll/Personnel > Custom Florida Retirement > Define Parameter from the menu bar. The menu option displays. 2. Type R and press ENTER to remove an employee. The program asks for the person s employee number. 16 Manually Defining the Retirement Information

21 Chapter 1 Custom Florida Retirement Programs 3. Enter the employee number and press ENTER. The program asks for the Entry number. 4. Type the entry number and press ENTER. Page 1 of the employee s retirement information displays and the program displays a confirmation message. 5. Type Y and press ENTER to remove the employee s retirement information from the file. When complete, the program indicates that the information has been removed from the file. 6. Press ESC to return to the Define Retirement menu. 7. Type E and press ENTER return to the Custom Florida Retirement menu. DISPLAYING AN EMPLOYEE S RETIREMENT INFORMATION Use the following steps if you must display (i.e., view) retirement information for an employee. 1. Click Custom Florida Retirement > Define Parameter on the module navigator (if the module is not expanded, click Payroll/Personnel first) or select Payroll/Personnel > Custom Florida Retirement > Define Parameter from the menu bar. The menu option displays. 2. Type D and press ENTER to display an employee. The program asks for the person s employee number. 3. Enter the employee number and press ENTER. The program asks for the Entry number. 4. Type the entry number and press ENTER. Page 1 of the employee s retirement information displays. 5. Press ENTER to move to the next page. 6. When complete, press ESC to end the display. 7. Type E and press ENTER return to the Custom Florida Retirement menu. SCROLLING THE EMPLOYEE RETIREMENT INFORMATION Use the following steps to scroll the employee retirement information (i.e., view a listing of the Employee Number, Entry Number, Employee Name, Social Security Number, and Extraction Date). Blackbaud, Inc. 17

22 Blackbaud FundWare Custom Florida Retirement Programs Guide 1. Click Custom Florida Retirement > Define Parameter on the module navigator (if the module is not expanded, click Payroll/Personnel first) or select Payroll/Personnel > Custom Florida Retirement > Define Parameter from the menu bar. The menu option displays. 2. Type S and press ENTER to scroll the employee s in the retirement information file. The program asks for an employee number. 3. To view the entire file, do not enter any employee number and press ENTER. (If you enter an employee number, the scroll tasks will begin with the specified employee.) The program asks for the Entry number. 4. Type the entry number and press ENTER. You can also chose to enter nothing at this prompt. 5. Press ENTER. The program displays the employee information (Figure 1.16). These are a fictional employees; therefore, we have made no effort to create individual Social Security numbers. If you scroll through your retirement information file, you will see the individual SSNs for your employees. Figure 1.16 Example Scroll of Retirement Information 6. Press ESC to exit the scroll task and return to the Define Retirement menu. 7. Type E and press ENTER return to the Custom Florida Retirement menu. 18 Manually Defining the Retirement Information

23 Chapter 1 Custom Florida Retirement Programs ADDING ADDITIONAL ENTRIES When the Florida Retirement program extracts information, the extracted information is saved as Entry 1. Depending on the way that you structure your retirement program, you may need to create additional entries. Use the following steps to create additional entries for your retirement information file. This task will only append additional entries to the retirement file. The employee s Payroll/Personnel file will not be impacted. Also, FundWare will create the whole retirement file if you re-extract; therefore, additional entries would not be added to the retirement information file (unless you modified the Payroll/Personnel file). 1. Click Custom Florida Retirement > Define Parameter on the module navigator (if the module is not expanded, click Payroll/Personnel first) or select Payroll/Personnel > Custom Florida Retirement > Define Parameter from the menu bar. The menu option displays. 2. Type A and press ENTER to add an employee. The program asks for the employee number of the person for whom you are entering an additional entry (Figure 1.17). Figure 1.17 Define Retirement Employee Number Blackbaud, Inc. 19

24 Blackbaud FundWare Custom Florida Retirement Programs Guide 3. Enter the employee number and press ENTER. The program asks for the Entry number (Figure 1.18). Figure 1.18 Define Retirement Entry Number 4. Type the entry number and press ENTER. Page 1 of the employee s record displays (Figure 1.19). The information shown is based on the employee s information stored in Entry 1. This is a fictional employee. The Social Security number is also fictional. Figure 1.19 Employee Retirement File Entry 2 5. Edit the employee s retirement information, as necessary. 6. When complete, type 0 and press ENTER to accept your changes. 20 Manually Defining the Retirement Information

25 Chapter 1 Custom Florida Retirement Programs 7. Type E and press ENTER to end the edit task and return to the Custom Florida Retirement menu. PRODUCING THE STATE FILE This section provides the instructions necessary create the ASCII fixed-length file that you will submit to the State of Florida. When this step is complete, FundWare will save the file to your FundWare > Data directory. You can then copy this file to your magnetic media (e.g., floppy disc, CD). Before you can produce the state file, you must have defined your parameter and extracted your retirement information. We also recommend that you verify your retirement information by printing and reviewing the file (see Printing Your Employee Retirement Information on page 10). Use the following steps to create the state file. 1. Click Custom Florida Retirement > Produce State File on the module navigator (if the module is not expanded, click Payroll/Personnel first) or select Payroll/Personnel > Custom Florida Retirement > Produce State File from the menu bar. The Produce State File window displays (Figure 1.20). Figure 1.20 Reporting Month and Year 2. Enter the retirement report month for the information being saved in the Report Month field and press ENTER. Your entry must be between 1 and 12 and should reflect a calendar year (e.g., 1 = January). Blackbaud, Inc. 21

26 Blackbaud FundWare Custom Florida Retirement Programs Guide 3. Enter the year for the information being saved in the Report Year field and press ENTER. A confirmation message displays (Figure 1.21). Figure 1.21 Produce the State File Confirmation 4. Type 0 and press enter to accept the information. 5. Type E to end the session. FundWare creates the ASCII file. When this process is complete, you return to the Custom Florida Retirement menu. Remember, this file is now saved to your FundWare > Data directory. You can then copy this file to your magnetic media (e.g., floppy disc, CD). 22 Producing the State File