DATA ENTRY INSTRUCTIONS

Transcription

1 DATA ENTRY INSTRUCTIONS NOTE: This document contains two sets of instructions for providing employee data to JULY. Before proceeding, please review the descriptions below to determine the instructions you should follow. CENSUS DATA ENTRY INSTRUCTIONS.. Pages 2-4 Follow these instructions to submit data for preparation of your annual, semi-annual, or quarterly reports. PRE-TEST DATA ENTRY INSTRUCTIONS Pages 5-7 Follow these instructions to submit data for pre-testing and/or year-end planning services. 1

2 CENSUS DATA ENTRY INSTRUCTIONS IMPTANT NOTE: For JULY to accurately administer your plan, it is critical that you provide all requested data by the date requested. If information is missing, your census file must be returned to you or edited by us for completion. This will delay the preparation of your reports. It is important that you follow the instructions below carefully. Failure to provide accurate data could result in additional fees or the disqualification of your plan. INSTRUCTIONS F ENTERING DATA: This data structure is formatted to import with ease into our accounting system. If you have questions or need to submit additional data, please contact your Client Relationship Manager or another member of our Client Services Team at (800) Specialists are available to assist you Monday - Friday, 8:15 a.m. to 5:15 p.m. CST. The data you enter should be for the period specified on the Census Data File. Please add any employees not listed on the file. You should enter data for Owners and for ALL employees who received W-2 wages during the period, including employees not currently participating in the plan. Employees who terminated in a previous year should not be deleted from this file. CENSUS DATA FIELD Division Code or Allocation Class Date of Birth Original Date of Hire Re-Hire Date INSTRUCTIONS If this field is included on your census file, an entry is required. Click on the drop-down arrow within each cell and select from the options listed. If you believe these options are inaccurate, please contact us prior to proceeding. This date is required and is used to determine eligibility and vesting. If you are unable to obtain a date of birth for a terminated employee who worked only a short period of time, you may enter 1/1/1970. This date is required and is used to determine eligibility and vesting. DO NOT enter re-hire dates in this field. A separate field is available for re-hire dates. If an employee was re-hired, this date is required and will be used to determine eligibility and vesting. DO NOT enter the Original Date of Hire in this field. If the Employee Status and the Status Date fields do not reflect the re-hired employee s Previous Date of Termination (PDOT), it is very important that you provide this date in the Comments field. Example Entry: PDOT: 2/8/2009 Employee Status / Status Date Gross Wages Complete these fields only if an employee terminated, retired, died, became disabled, or took a leave of absence. Enter the appropriate status and the date the change occurred. Enter total gross earnings for owners and for ALL employees who received W-2 wages during the period specified on the census file, including employees not currently participating in the plan. This total should tie to your payroll reports and should include payment for time worked and payment for time earned for vacation, holiday, and illness. Review Important Exclusions: 1. DO NOT include Severance Pay and DO NOT enter rounded figures or hourly rates. 2. Bonuses, Overtime, or Commissions: If your census file includes separate fields for entering Bonuses, Overtime, or Commissions, this means that your plan s definition of compensation excludes these amounts, so it is very important that you deduct these amounts from the employee s total gross earnings and enter the difference as Gross Wages. You will enter Bonuses, Overtime, or Commissions in the designated fields. 2

3 CENSUS DATA ENTRY INSTRUCTIONS Bonuses / Overtime / Commissions If these fields are included on your census file and you make entries, you must provide the additional information requested below to ensure that we understand all compensation entries. Omitting this information will delay your reports. In the Comments field, please state one of the following: 1. Amounts in the Bonuses / Overtime / Commissions field are also included in the Gross 2. Amounts in the Bonuses / Overtime / Commissions field are not included in the Gross Other Compensation DO NOT include Severance Pay. Enter compensation adjustments described in Treasury Regulation 1.41(s)-(1)(c)(3). This includes reimbursements or other expense allowances, fringe benefits (cash or non-cash), moving expenses, deferred compensation, and welfare benefits. A common example is the amount of deemed income required to be reported on Form W-2 for the personal use of a company auto. For more information, please call. If you enter data in this field, you must provide the additional information requested below to ensure that we understand all compensation entries. Omitting this additional information will delay your reports. In the Comments field, please state the following: 1. Amounts in the Other Compensation field represent [provide your description] 2. Amounts in the Other Compensation field are also included in the Gross 3. Amounts in the Other Compensation field are not included in the Gross 401(k) Pre-Tax Deferrals Roth After-Tax Deferrals Enter the total amount of pre-tax salary deferrals each employee contributed to a Section 401(k) plan. This is the total amount (not the percentage) withheld for the period specified on your census file. Do not include Roth After-Tax Contributions. Please leave this field blank for employees who made no deferrals or if you do not sponsor a 401(k) plan. If this field is included on your census file, enter the total amount of after-tax contributions that were designated by any employee as Roth contributions. Do not include Pre-tax Contributions in this field. If you believe your plan allows for Roth contributions and this field is not included on your census file, please contact us to verify. Employer Match Hours Enter the total match contributed by the Employer to each participant s account. DO NOT leave this field blank, unless you are certain that your plan document specifies the Elapsed Time Method for calculating eligibility and vesting. If your plan uses the Elapsed Time Method, please state this in the Comments field. For most plans, hours are required for determining eligibility and vesting. Please enter the total hours paid for each employee (hours worked/earned during the period, including overtime, vacation, holiday, sick pay, etc.). If you do not track hours for employees, you should enter your closest estimate. The following guidelines may assist you: Enter 2080 if employee worked full time all year (40 hrs/week x 52 weeks) Enter 1000 if employee worked at least 1000 hours Enter 750 if employee worked hours Enter 250 if employee worked hours 3

4 CENSUS DATA ENTRY INSTRUCTIONS INSTRUCTIONS F SUBMITTING YOUR CENSUS DATA FILE: 1. Please click on this link to log onto our secure Client Portal and upload your census file: 2. In the Census Data Requests area, select the Active Period that corresponds with your census file. You will be directed to our Data Collection Home page. Please click on the Census Data File link provided and follow the instructions in Step 4 to upload your completed census file. You should receive confirmation that your upload was successful. CONTACT US: If you have questions or need assistance, please contact our Client Services Team at (888) Specialists are available to assist you Monday Friday, 8:15 am 5:15 pm CST. Thank you, JULY BUSINESS SERVICES 4

5 PRE-TEST DATA ENTRY INSTRUCTIONS IMPTANT NOTE: Please provide all requested data by the date requested. If information is missing, your census file must be returned to you or edited by us for completion. This will delay the process. It is important that you follow the instructions below carefully. INSTRUCTIONS F ENTERING DATA: Our spreadsheet is formatted to import with ease into our accounting system, so please do not delete fields or change the order or formatting of the fields. If you need to provide additional data, you may add your data to the right of the last field. The data you enter should be for the period specified on the Pre-Test Census Data File. Provide projected (annualized) census data for Owners and for ALL employees who received W-2 wages during the year, including employees not currently participating in the plan. Please add any employees not listed on the file. Employees who terminated in a previous year should not be deleted from the spreadsheet. CENSUS DATA FIELD Division Code or Allocation Class Date of Birth Original Date of Hire Re-Hire Date Employee Status / Status Date Gross Wages INSTRUCTIONS If this field is included on your census file, an entry is required. Click on the drop-down arrow within each cell and select from the options listed. If you believe these options are inaccurate, please contact us prior to proceeding. This date is required and is used to determine eligibility and vesting. If you are unable to obtain a date of birth for a terminated employee who worked only a short period of time, you may enter 1/1/1970. This date is required and is used to determine eligibility and vesting. DO NOT enter re-hire dates in this field. A separate field is available for re-hire dates. If an employee was re-hired, this date is required and will be used to determine eligibility and vesting. DO NOT enter the Original Date of Hire in this field. If the Employee Status / Status Date fields do not reflect the re-hired employee s Previous Date of Termination (PDOT), it is very important that you provide this date in the Notes field (example: PDOT: 2/8/2009). Complete these fields only if an employee terminated, retired, died, became disabled, or took a leave of absence. Enter the appropriate status and the date the change occurred. Enter total projected (annualized) gross earnings for owners and for ALL employees who will receive W-2 wages during the year, including employees not currently participating in the plan. This total should include payment for time worked and payment for time earned for vacation, holiday, and illness. Review Important Exclusions: 1. DO NOT include Severance Pay and DO NOT enter hourly rates. 2. Bonuses, Overtime, or Commissions: If the census file we provided to you has separate fields for Bonuses, Overtime, or Commissions, this means that your plan s definition of compensation excludes these amounts, so it is very important that you deduct these amounts from the employee s total gross earnings and enter the difference as Gross Wages. You will provide Bonuses, Overtime, or Commissions in the designated fields. 5

6 PRE-TEST DATA ENTRY INSTRUCTIONS Bonuses / Overtime / Commissions If these fields are included on your census file and you make entries, you must provide the additional information requested below to ensure that we understand all compensation entries. Omitting this information will delay your reports. In the Notes field, please state one of the following: 1. Amounts in the Bonuses / Overtime / Commissions field are also included in the Gross 2. Amounts in the Bonuses / Overtime / Commissions field are not included in the Gross Other Compensation DO NOT include Severance Pay. Enter compensation adjustments described in Treasury Regulation 1.41(s)-(1)(c)(3). This includes reimbursements or other expense allowances, fringe benefits (cash or non-cash), moving expenses, deferred compensation, and welfare benefits. A common example is the amount of deemed income required to be reported on Form W-2 for the personal use of a company auto. For more information, please call. If you enter data in this field, you must provide the additional information requested below to ensure that we understand all compensation entries. Omitting this additional information will delay your reports. In the Notes field, please state the following: 1. Amounts in the Other Compensation field represent [provide your description] 2. Amounts in the Other Compensation field are also included in the Gross 3. Amounts in the Other Compensation field are not included in the Gross 401(k) Pre-Tax Deferrals Roth After-Tax Deferrals Enter the total projected (annualized) amount of pre-tax salary deferrals each employee will contribute to a Section 401(k) plan. This is the total amount (not the percentage) that will be withheld for the year. Do not include Roth After-Tax Contributions. Please leave this field blank for employees who made no deferrals or if you do not sponsor a 401(k) plan. If this field is included on your census file, enter the total projected (annualized) amount of after-tax contributions that will be designated by any employee as Roth contributions. Do not include Pre-tax Contributions in this field. If you believe your plan allows for Roth contributions and this field is not included on your census file, please contact us to verify. Employer Match Hours Enter the total projected (annualized) matching contribution that will be funded by the Employer to each participant s account. DO NOT leave this field blank, unless you are certain that your plan document specifies the Elapsed Time Method for calculating eligibility and vesting, For most plans, hours are required for determining eligibility and vesting. Please enter the total projected (annualized) hours that will be paid for each employee (hours worked/earned during the period, including overtime, vacation, holiday, sick pay, etc.). The following guidelines may assist you: Enter 2080 if employee will work full time all year (40 hrs/week x 52 weeks) Enter 1000 if employee will work at least 1000 hours Enter 750 if employee will work hours Enter 250 if employee will work hours 6

7 PRE-TEST DATA ENTRY INSTRUCTIONS INSTRUCTIONS F SUBMITTING YOUR PRE-TEST DATA FILE: 1. Please click on this link to log onto our secure Client Portal and upload your pre-test file: 2. In the Census Data Requests area, select the Active Period that corresponds with your pre-test file. You will be directed to our Data Collection Home page. Please click on the Census Data File link provided and follow the instructions in Step 4 to upload your completed pre-test file. You should receive confirmation that your upload was successful. CONTACT US: If you have questions or need assistance, please contact our Client Services Team at (888) Specialists are available to assist you Monday Friday, 8:15 am 5:15 pm CST. Thank you, JULY BUSINESS SERVICES 7