SCICOM Extract (CP24) and File Layouts

Transcription

1 Schwab Retirement Technologies n Schwab RT SQL Recordkeeping Operations Library SCICOM Extract (CP24) and File Layouts

2 Schwab RT Recordkeeping Operations Library SCICOM Extract (CP24) December 18, 2011 The material contained herein is proprietary to Schwab and for informational purposes only. The information is not intended to provide tax, legal or investment advice. Schwab does not guarantee the suitability or potential value of any particular information source. Certain information presented herein may be subject to change. The information or material contained in this document may not be copied, assigned, transferred, disclosed or utilized without the express written approval of Schwab. The Charles Schwab Corporation provides services to retirement plans and participants through its subsidiaries: Charles Schwab & Co., Inc. (Member SIPC), Charles Schwab Bank, Schwab Retirement Plan Services, Inc., Schwab Retirement Plan Services Company and Schwab Retirement Technologies, Inc. (Schwab RT). Schwab RT is engaged in developing and licensing proprietary retirement plan recordkeeping systems to independent Third Party Administrators. For further information, contact Schwab Retirement Technologies, Inc. at 4529 Sharon Road, Charlotte, NC 28211, USA. Web site: schwabrt.com. Broadridge Financial Solutions, Inc. is not affiliated with Schwab Retirement Technologies, Inc Schwab Retirement Technologies, Inc. All rights reserved.

3 Contents SCICOM Extract Overview... 4 Before Running the SCICOM Extract... 4 Fractional Deferral Option... 5 Generating the SCICOM Extract File... 6 SCICOM estatements estatement Fields in C004/Participant Maintenance and C071/Participant Inquiry Additional Recordkeeping Applications Affected by estatements Configuring Application Administration Options for Web Viewing Online Statements on the Web SCICOM File Layouts Appendix Asset Classes Summary Categories Transaction Types... 24

4 SCICOM Extract Overview The SCICOM Extract application is used to create ASCII text file extracts of plan and participant synoptic information and participant financial transactions. The application allows you to customize extract data for one or more plans by specified parameters, including QDRO/Bene, date range, and status code. Before Running the SCICOM Extract Enterprise Tax Map Settings The application uses settings from the enterprise tax map rather than the report tax maps. Refer to the Summary Categories for the specific required entries you need to add to the enterprise tax map to ensure your data is populated to the correct SCICOM data report columns. SCICOM System Setting The following setting must be added to C282/RK SQL System Maintenance. SCICOM provides a 10-character ID needed for this entry which the SCICOM extract then includes in each record: [GENERAL SYSTEM OPTIONS] SCICOM_TPAID= December 2011 Schwab Retirement Technologies Page 4 of 24

5 Fractional Deferral Option Output for the SCICOM Extract accepts decimal percentages, which affects custom Crystal Reports, SuperStatements, as well as regular deferrals or catch-up deferrals. The Deferral Rate Precision field on the Other Plan Features window in Plan Maintenance enables the fractional precision for Web and Call Center, and also allows SchwabRT Voice to accept a caller s deferral rate using a fractional percentage, such as 8.5 % or 14.8%. Note: Minimum and maximum settings are in whole percentages. Enter 1 in the Deferral Rate Precision field to enable fractional percentages or use 0 (default) to disable the option. In passing deferral percentages through the SCICOM Extract, Recordkeeping reads the Deferral Rate Precision plan level setting to determine whether or not to export the value as a whole number or decimal, (adding.0 ). The field is always 5 characters long. For example, if the Deferral Rate Precision field is set to 1, 5% is read as 5.0. If the field is set to 0, a value of 5% is passed to SCICOM as 5. API calls for deferral percentage fields may also reflect fractional numbers as illustrated in the following example: < field name= pendingdefval > <number>2.5</number> Schwab RT Voice For Schwab RT Voice, if the option is off, a participant caller can enter a whole integer (1 15) and the system automatically assumes a zero in the tenths place to the right of the decimal. However, if the Fractional Deferrals feature is enabled, a participant using Voice adds an extra digit to account for the fractional position, even if that digit is zero. To enter 8.0%, for example, the participant would enter 80. Refer to the Voice 2.1 Release Notes for details. December 2011 Schwab Retirement Technologies Page 5 of 24

6 CP20/Custom Report Generator The Custom Statement Generator participant level deferral percentage rate uses five characters. If you created older custom reports that include the participant deferral percentage field, it may be necessary to modify them to recognize five-characters. The Salary Deferral Percent field uses five characters - one character for the decimal and one character for the fraction. Note that sample reports provided by Schwab RT are not affected by this. Generating the SCICOM Extract File To run the SCICOM Extract, do the following: 1. Open the SCICOM Extract application located under the Custom Reporting menu option. From the Select Plans window, select the check box(es) for all plan(s) you want to include in the extract. All plans in the Plan Index appear in the list. You can sort the list of plans by extract date, plan identifier, or Plan Group. 2. To select or clear all plans, do one of the following: Click Select All to select all plans. You can then click individual check boxes to clear and exclude plans from the extract. Click Clear All to clear all plans. You can then click individual check boxes to include those plans in the extract. December 2011 Schwab Retirement Technologies Page 6 of 24

7 3. From the Select Status Code window, select a QDRO/Bene Option to indicate whether to include or exclude QDRO (Qualified Domestic Relations Order) recipients and beneficiaries during the extraction process: Select Include QDRO/Bene Exclude QDRO/Bene Include QDRO Include Bene To Include both QDROs and beneficiaries. Exclude both QDROs and beneficiaries. Include QDROs, but not beneficiaries. Include beneficiaries, but not QDROs. 4. Select from the status codes to determine which participants to include in the SCICOM extract report by doing one of the following: Click Select All to select all status codes. You can then click an individual check box or boxes to clear these individual status code(s). Click Clear All to clear all status codes. You can then click an individual check box or boxes to include these individual status code(s). December 2011 Schwab Retirement Technologies Page 7 of 24

8 5. From the Extract Options window, select either Settlement Date or Trade Date for a Price Option. The Price Option indicates whether the settlement date or trade date is used to compute the beginning and ending market values displayed on the report. Under Price Option, select one of the following: Select To Settlement Date Trade Date Use the actual date on which the trade occurred. Use the date on which the trade was ordered. 6. Enter the Beginning Date, Ending Date, and Vesting Date in the appropriate fields. The Beginning Date field displays the first process date used. The ending date field displays the last process date used. If you want vesting information to display on the report and your plan uses a date calculation to determine vesting, you must enter the vesting date in this field. 7. The Vesting Date field determines whether current or historical participant data is used. If the vesting date you enter is in the current month, the system uses current participant data. If the vesting date is in a prior month, periodic (historical) participant data is used. In the date fields, type the Beginning, Ending and Vesting dates in MMDDYYYY format. Example: To enter the date 1/20/2011, type December 2011 Schwab Retirement Technologies Page 8 of 24

9 8. Select an option from the If PPF Not Available field. The If PPF Not Available field displays the action the system takes if there is no historical participant data for the specified period. In the If PPF Not Available field, select one of the following: Use Participant File to use current participant data for each participant who does not have historical data for the specified cycle. Skip the Participant to skip each participant who does not have historical data and continue processing with the next participant. Prompt when Accessing to ask whether to use current participant data for each participant who does not have historical data. Discontinue Processing to automatically stop processing when the system comes to a participant who does not have historical data. 9. Use the Channel field (optional) to enter a single-character identifier to represent a particular location or branch. The Channel field accepts any single alpha character or numeral. Optionally, enter a single numeral or character in the Channel field to designate a particular location by using a Channel designation determined by your company. 10. Select the Year to Date Contributions check box to include Plan (not calendar) YTD Contributions in the extract. The check box is clear by default. 11. When the Calculate YTD Rate of Return option is selected and a valid date is entered in the YTD ROR Begin Date field, a new column called Participant YTD ROR is added to the participant information (line 200) on the extract. 12. Enter a name and location for your SCICOM extract file in the File Name field or Browse to search for a location. The application produces extract files as ASCI text (.txt). 13. If you are a Schwab RT ASP customer, to have these files sent through an automated File Transfer Process (FTP) to SCICOM, you will need to direct your file output to one of the following locations from your work directory: SCICOMTest - for test file submissions SCICOMPlanExt - for production plan extracts Schwab RT ASP polls these directories every 10 minutes and zips any files found in them to submit to SCICOM every week day at 10:00 am, 12, 2, and 3:30 p.m. EST. If these directories are not present, and you are an ASP customer, please send an to SchwabRT.asp@schwab.com to have them established. Note If you want fund performance data to be utilized in your SCICOM reports, please send your fund performance file to the SchwabRT.asp@schwab.com mailbox and request to have the file copied to your SCICOMPerf directory on your work drive. This allows the FTP to send the file to SCICOM on your behalf. 14. From the toolbar or menu, click Process. A SCICOM Batch Extract report (Name.txt) is produced. December 2011 Schwab Retirement Technologies Page 9 of 24

10 SCICOM estatements SCICOM estatements are available for clients licensing the service directly with SCICOM. The SCICOM functionality consists of the following components: 1. Seamless login to the SCICOM estatements Web server, providing the ability to allow participants to view electronic statements generated and hosted by SCICOM. Schwab RT also provides plan sponsor access to the statements. 2. Paperless statements provide the participant with the ability to request to eliminate paper statements through the Web. By choosing the paperless solution, participants receive an linking them back to the Web product to view the estatement. Participants can also update their addresses through the Web. estatement Fields in Participant Maintenance and Participant Inquiry The Benefit Statement Delivery Preference field on the Activity Controls window in Participant Maintenance and Participant Inquiry (view only) is used to indicate the Participant s choice of receiving paper or electronic benefit statements. This setting can also be viewed in the Other Information window in C259/OPI Inquiry. December 2011 Schwab Retirement Technologies Page 10 of 24

11 Additional Recordkeeping Applications Affected by estatements C076/Activity Tracking: Recordkeeping generates an activity tracking record using field code 940 = Benefit Statement Delivery Preference. C150/ADT and ADTSYN (For Synoptic processing, data element 669 in the Data Element field is used for Benefit Statement Delivery Preference.) Values: 0=Paper, 1=Electronic C258/OPI Report (Benefit Statement Delivery Preference added to the report: Paper = 0, Electronic = 1) and address. C551/OPI Refresh: Updates the participant s file with the statement preference and address. C552/OPI Update (Allows updates for changes to the Benefit Statement Delivery Preference and/or the address.) CP24/SCICOM Extract: An Statement Indicator field is on the Participant record. The layout for the extract is provided to clients with their initial Welcome to SCICOM package. The application exports the following values: 1=electronic, 0=paper. December 2011 Schwab Retirement Technologies Page 11 of 24

12 Configuring Application Administration Options for Web The following section describes SCICOM estatement options that you must configure in the Application Administration console. System Level Options Use this procedure to configure system level estatement options: 1. Log on to Application Administration. 2. From the Web Options menu, select Service Provider Options. 3. Click SCICOM estatements. 4. Enter the company ID and password required to access the SCICOM Web site. 5. Enter the URL of the SCICOM site and click Update. Additional information for steps 4 and 5 is available from SCICOM. The SCICOM estatements page appears below: December 2011 Schwab Retirement Technologies Page 12 of 24

13 Plan Level Options Use this procedure to enable estatement options at the plan level: 1. Log on to Application Administration. 2. From the Plan Options menu, select View/Update Options. 3. Select a plan or plans and click Continue. 4. Under Plan Options, click Environment Options. 5. Under Web Options, select the following options: Enable SCICOM estatements Allow Participant to Update Address These options are shown below: Adding the Online Statement Option to the Menu Use Menu Manager to add the new Online Statement option to the menu. 1. Open Menu Manager and select the appropriate language, user role, and menu. 2. In the Add Menu Element section of the Menu Editor page, add the predefined menu element named SCICOM estatements to the Account Summary menu. Use the appropriate fields to indicate the desired position and target of the new option. Note: When adding the option to a plan sponsor menu, select the predefined menu SCICOM Plan Report. 3. Click Add. December 2011 Schwab Retirement Technologies Page 13 of 24

14 Viewing Online Statements on the Web The following topics describe how to access and view SCICOM estatements. Participant Access Participants can view online statements by selecting the appropriate option on the Web menu or by clicking on the link received from SCICOM. Participants use the following procedure to select online statements from the menu: 1. Log on to Schwab RT Web as a participant. 2. From the Account Summary menu, select SCICOM estatements. 3. Under Statement Period, select the appropriate statement date. The statement displays in PDF format. Note: When a participant selects the online statement option, Schwab RT Web sends the participant s information, along with the Recordkeeping cp24 extract, to the SCICOM Web server. The skin ID is also passed to SCICOM to ensure that the online statement is presented using the same look and feel as the Schwab RT interface. Online statements for the previous five quarters are made available to the participant. December 2011 Schwab Retirement Technologies Page 14 of 24

15 Plan Sponsor Access When the plan sponsor selects the SCICOM Plan Report option, the system presents a list of plans (if they have access to more than one plan) and a list of participants within the selected plan from which to select. Once they have selected a plan they can choose the participant and statement ending date. A sample online statement appears below: December 2011 Schwab Retirement Technologies Page 15 of 24

16 SCICOM File Layouts Length of field Beginning Ending Comments ALL RECORDS Record Key Plan Code Participant Number (zero or blank for Plan level records) Record Code range for plan level, 200 range for participant level TPA HEADER (001) TPA ID Set through the GENERAL SYSTEM OPTIONS, C282/RK SQL SYSTEM MAINTENANCE] SCICOM_TPAID= PLAN HEADER (100) Period Beginning Date YYYYMMDD Period Ending Date YYYYMMDD Date Extract Created Time Extract Created Plan Name Line Plan Name Line Plan Address Line Plan Address Line Plan Address Line Trust ID Channel Runtime option MEP ID Control Plan Indicator =not the control plan 1=control plan Address Address Calculating YTD Contributions =not calculating YTD 1=calculating YTD Plan Year End MMDD Print Vesting Benefits of Disclosure PPA Discl settings: Use System Level Options VBD PPA Discl settings: Check box Safe Harbor Contributions PPA Discl settings: Check box Qualified Employer Contributions PPA Discl settings: Print Permitted Disparity of Disclosure PPA Discl settings: Use System level Options PDD PPA Discl settings: December 2011 Schwab Retirement Technologies Page 16 of 24

17 Full Social Security Wage Base is Not in Use PPA Discl settings: Print Floor Offset Arrangement Disclosure PPA Discl settings: Use System Level Options FOAD PPA Discl settings: Print Limitations On Investments Disclosure PPA Discl settings: Use System Level Options SLID PPA Discl settings: Print Importance of Diversifying Disclosure PPA Discl settings: Use System Level Options SllD PPA Discl settings: Print for More Information PPA Discl settings: Use System Level Options SFMI PPA Discl settings: Print Misc PPA Discl settings: Use System Level Options SMI PPA Discl settings: Print Misc PPA Discl settings: Use System Level Options SMI PPA Discl settings: Print Misc PPA Discl settings: Use System Level Options SMI PPA Discl settings: Number of Internal SDBA Allowed Number of External SDBA Allowed PLAN SOURCE DATA (110) Source Code Source position (left pad with 0) Source Description Substitute Source Code Not used Source Class (Pre/After Tax, Employer, Rollover, etc.) Tax type ID is PreTax, is PostTax, is Company Rollover Indicator = not a rollover source 1 = rollover source Print Sequence not used Control Source Indicator =not the control source 1=control source (not currently used) Vesting Schedule ID Vesting schedule ID as selected in Plan Maintenance. December 2011 Schwab Retirement Technologies Page 17 of 24

18 Vesting Calculation Method Integer Vesting calc. method as selected in Plan Maintenance ( ) Vesting Calculation Method Char Y, H, <blank> y = years (511 or 512), H = hours (513), else <blank> PLAN INVESTMENT DATA (120) Fund Code Asset ID Fund Description CUSIP Substitute Fund Code Not used Investment Program ID IPM w/out Fund Code - indicates the title for the IPM fund (left pad with 0) Underlying Fund Position Indicates the position of the underlying funds within the IPM Asset Class digit code (appendix info tab) Company Stock Y/N Not used Company Stock Share Price Not used Print Sequence Fund position Suppressed not suppressed in all sources, 1 - suppressed in all sources. A fund is considered frozen if the investment election percent on the General Investment Data window AND the transfer purchase percent cap AND transfer sale cap on the Investment Controls window for that fund are set to zero for each source in Define Funds within Plan Maintenance AND there is no balance for that fund. Beginning price Ending price Designated as Loan Fund = not a loan fund 1 = loan fund December 2011 Schwab Retirement Technologies Page 18 of 24

19 PLAN ACTIVITY TYPE DATA (130) Summary Category From the enterprise tax map summary # from a pre-defined list (appendix info tab), Activity Description Activity Code Varies depending on the number of tax codes for the entry Tax code(s) - all of the 3 digit tax codes from the corresponding line in the Enterprise tax map TAX CODE DESCRIPTIONS (140) Tax Code 3 Description 40 PLAN SOURCE VESTING SCHEDULE DATA (150) Vesting Schedule ID Vesting schedule ID as defined in Vesting Schedule Maintenance (C015) Step ID Unique indicator for each level of vesting in this schedule. Increment Actual Hours or months increment Increment Computed Hours or years (months / 12) either whole # (no decimal if fractional portion = 0) OR written to 2 decimal places. Vesting Percent Vesting percent (2 decimals) PARTICIPANT HEADER (200) First Name Last Name Alternate Key Alternate Key PIN now Address Address City State Zip Country blank until SQL product Date of Birth YYYYMMDD Date of Service YYYYMMDD Date of Eligibility YYYYMMDD Date of Participation YYYYMMDD Date of Termination YYYYMMDD December 2011 Schwab Retirement Technologies Page 19 of 24

20 Date of Rehire YYYYMMDD Date of Retirement YYYYMMDD Early Retirement Date YYYYMMDD Date of Death YYYYMMDD Date of Withdrawal YYYYMMDD Date of Suspension YYYYMMDD Date of Reinstatement YYYYMMDD Alternate Vesting Date YYYYMMDD Location/Division Code Status Code Status Description Rate of Return Pre 87 Amounts Post 87 Amounts Miscellaneous Date 8 each Miscellaneous Financial each Miscellaneous Note each Miscellaneous Codes each PCRA account number Pad with 15 spaces SDBA account info will be written in new section. address Added to Schwab RT Web 1.9 statement Indicator Used with Schwab RT Web 1.9 and later. The field to export is PRT.BenefitStatementPreference. Export a 1 if the participant requests a paperless statement. 0 or blank indicates the participant is to receive a paper statement. Cumulative Hours Cumulative Hours Year to Date ROR December 2011 Schwab Retirement Technologies Page 20 of 24

21 PARTICIPANT SOURCE SUMMARY (210) Source Code Source position Contribution Type (Percent, $Amt, %, $ or B Both) Contribution Percent decimal Contribution $ Amount decimals Vested Percent decimal Life to Date Contributions Life to Date Distributions Life to Date Forfeitures Life to Date Reinvested Dividends Uninvested Cash YTD Contributions Plan YTD, not calendar. Future Election Table (Fund Code, Allocation Percent...) 120 Fund Code 15 chars Asset ID each for the number of funds in the source Allocation Percent 6 chars each for the number of funds in the source PARTICIPANT FINANCIAL ACTIVITY DETAIL (220) Source Code Fund Code Asset ID IPM ID Activity Code (Tax Code) Transaction Date Cash Amount Cost Units Unit Price Transaction type Appendix info tab PARTICIPANT LOAN SUMMARY (230) Loan Number Issue Date Issue Amount Term Interest Rate Period Beginning Balance Period Ending Balance December 2011 Schwab Retirement Technologies Page 21 of 24

22 PARTICIPANT SDBA ACCOUNT LISTING (240) SBDA Investment The investment the account is mapped to. Account Description Participant level description for the account Open Date Date the account opened (YYYYMMDD) Internal Account Number Schwab account number External Account Number Account number of the external account applies only to external accounts Provider Provider with the account External Indicator =internal, 1-external PARTICIPANT FEE DISCLOSURE (250) Fee Name Fee Type Plan Level, 2- Participant level Fee Amount December 2011 Schwab Retirement Technologies Page 22 of 24

23 Appendix Asset Classes defined in Investment Maintenance EQUITY 1206 INTERNATIONAL EQUITY 1207 BALANCED 1208 FIXED INCOME 1209 STABLE VALUE 1210 CASH 1211 OTHER 1212 U.S. LARGE CAP 1213 U.S. SMALL CAP 1214 U.S. MID CAP 1215 GROWTH 1216 GROWTH AND INCOME 1217 AGGRESSIVE GROWTH 1218 VALUE 1219 SECTOR FUND 1220 COMPANY STOCK 1221 EMERGING MARKETS 1222 U.S. INDEXED 1223 LARGE CAP INTERNATIONAL 1224 SMALL CAP INTERNATIONAL 1225 GLOBAL EQUITY 1226 ASSET ALLOCATION 1227 GLOBAL BALANCED 1228 U.S. BALANCED 1229 CORPORATE BOND 1230 U.S. GOVERNMENT BOND 1231 MUNICIPAL BOND 1232 INTERNATIONAL FIXED INCOME 1233 CASH EQUIVALENT 1234 MONEY MARKET 1235 GIC (GUARANTEED INVESTMENT CONTRACT) 1236 SELF-DIRECTED BROKERAGE ACCOUNT December 2011 Schwab Retirement Technologies Page 23 of 24

24 Summary Categories The categories below determine the mapping based on these entries in the Enterprise Tax Map. More detailed information on general usage of the Enterprise Tax Map is located in the module help files. Example: Map all Contribution Tax codes to the CONTRIBUTIONS= entry in the Enterprise Tax Map for them to be aggregated as Contributions on the SCICOM statement. 01 = CONTRIBUTIONS 02 = WITHDRAWALS 03 = FUND_TRANSFERS 04 = LOANS_TAKEN 05 = LOANS_REPAID_PRINCIPAL 06 = FORFEITURES_MADE 07 = DIVIDENDS 08 = INTEREST 09 = FEES_TAKEN 10 = LOANS_REPAID_INTEREST 11 = LOAN_FEES Transaction Types 1 = cash receipt - not extracted 2 = purchase 3 = acquisition 4 = disbursement 5 = sale 6 = cash distribution - not extracted 0 = beginning balance for the period 15 = ending balance for the period 999 = unrealized earnings December 2011 Schwab Retirement Technologies Page 24 of 24