Schwab RT SQL Recordkeeping Operations Library Multi-Process Configuration Guide for Users of ACA, Online Enrollment (Legacy), and Eligibility

Transcription

1 Schwab RT SQL Recordkeeping Operations Library Multi-Process Configuration Guide for Users of ACA, Online Enrollment (Legacy), and Eligibility Notes: For users of Schwab RT Web 4.0, refer to Online Enrollment (OLE) User Guide. If using ACA only, refer to ACA User Guide.

2 Schwab RT Recordkeeping Operations Library Multi-Process Configuration Guide (ACA, Online Enrollment, Eligibility) February, 2009 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 (Charles Schwab) provides services to retirement plans and participants through its subsidiaries, Charles Schwab & Co., Inc. (Member SIPC), The Charles Schwab Trust Company (CSTC), Schwab Retirement Plan Services, Inc. and Schwab Retirement Technologies, Inc. (Schwab RT). Charles Schwab also provides equity compensation plan services and other financial and retirement services to corporations and executives through Charles Schwab & Co., Inc. For further information, contact Schwab Retirement Technologies, Inc. at Ballantyne Corporate Place, Suite 300, Charlotte, NC 28277, USA, Tel: (800) , Web site: schwabrt.com Schwab Retirement Technologies, Inc. All rights reserved.

3 Contents Table of Contents Overview...4 Plan Parameters...4 Enrollment Activity Timeline...5 Using Fast Track...6 Fast Track...7 Planning and Preparation...7 Configure Recordkeeping...7 Configure Web & Voice (Schwab RT Admin)...10 Configure SchARP...11 Screen Reference...12 Eligibility Settings...12 Automatic Contribution Arrangement (System-Level)...13 System Settings...14 Activity Controls...15 General Source Data...16 VRS/OPI Settings...17 Auto Rebalance Settings...18 VRS/OPI Setup Options...19 Eligibility...20 Automatic Contribution Arrangement (Plan-Level)...21 Default Investment Options...22 Other Source Features...23 ADT Synoptic...24 Confirmation Options...25 Content Editor (ACA Options)...26 Menu Manager (ACA Options)...27 Custom VOX Files...28 Plan Options/Environment Options...29 Authentication Options...30 SchARP Designer...31 SchARP Scheduler...32 Schwab Retirement Technologies

4 Overview This configuration guide is designed to assist users who wish to integrate the following Schwab RT processes: Automatic Contribution Arrangement (ACA), Online Enrollment, and Eligibility. The Fast Track included in this document provides a quick, comprehensive method for defining the required settings in Schwab RT Recordkeeping, Web, Voice, and SchARP. Plan Parameters The Fast Track is based on the plan settings shown below. The table shows critical settings for each of the three processes. If you re not using all three processes, you can still use the chart for the processes you do use. If you are using ACA alone, refer to the Fast Track in the ACA User Guide. Take time to review the parameters for each process, making a note of any variations in the plans you will be configuring later. Viewing tip: For best results, view table online at 150% magnification or use printed copy. February, 2009 Schwab Retirement Technologies 4

5 Enrollment Activity Timeline Based on the specified Plan Parameters, the following timeline presents the flow of activities from the day the participant is added to the plan through eligibility determination to ACA enrollment. The bottom portion of the table shows how the enrollment process is affected by the actions of the participant. Viewing tip: For best results, view table online at 150% magnification or use printed copy. February, 2009 Schwab Retirement Technologies 5

6 Using Fast Track Fast Track procedures provide a convenient procedural roadmap for configuring ACA, Online Enrollment, and Eligibility options in SQL Recordkeeping, Web, and Voice applications. Each task or set of related tasks in the Fast Track is introduced by a task bar, and followed by steps required to complete the task(s). The task bar contains the following information: February, 2009 Schwab Retirement Technologies 6

7 Fast Track For users of Schwab RT ACA, Online Enrollment, and Eligibility. Planning and Preparation In preparation for configuring your system, do the following: 1. Review the sample Plan Parameters (page 4) on which this Fast Track is based. If your plan parameters differ, make a note of those differences for later reference. 2. Review the sample Timeline (page 5) to understand the flow of system activities and participant responses that occur during the integrated ACA, Online Enrollment, and Eligibility process. 3. Make sure the following prerequisite have been met. System has ability to determine the participant s Date of Hire, Date of Eligibility (if not using Schwab RT Eligibility), and Date of Birth. Ability to identify new participants on payroll file (when Social Security number is not on file). PINs are generated for all participants in the plan. Payroll by Division is set up for the plan. Any errors or issues with related participant data (Date of Birth, Date of Service, Hours) are identified and corrected. Configure Recordkeeping Log on to SQL Recordkeeping and complete the following tasks, saving all settings: C282 Select Eligibility Status Codes p.12 ELG 1. In SQL Recordkeeping, go to Utilities>RK SQL System Maintenance>SchARP Settings>Eligibility Settings. 2. In the first list, Select Status Codes for Eligibility Determination, select all participant status codes to be included in Eligibility processing. 3. In the second list, Select Non-Eligible Status Codes, select all participant status codes that you want updated (or flipped) to the appropriate active status codes (selected at runtime in SchARP) when their dates of eligibility are met. Applies to both Recordkeeping and SchARP. C282 Define System-Level ACA Settings p.13 ACA 1. In SQL Recordkeeping, go to Utilities>RK SQL System Maintenance>Category Setup>Automatic Contribution Arrangement. 2. Define default and eligible status codes, and settings for notifications, refunds, and deferrals. February, 2009 Schwab Retirement Technologies 7

8 C282 Enforce Complete Online Enrollment Process p.14 ENR 1. In SQL Recordkeeping, go to Utilities>RK SQL System Maintenance>System Settings. 2. In the Category field, select 5 - OPI Settings. 3. On line 2, Enforce Complete Enrollment, enter 0 for No or 1 for Yes. C001 Set Deferral Limits (Plan and Source-Level) p.15 ENR 1. In SQL Recordkeeping, go to Plan Maintenance>Plan Level Settings>Activity Controls>Activity Settings tab and define the deferral limits for the plan 2. Go to Plan Maintenance >Source Level Settings>General Source Data and define the deferral settings for each source. C001 Define Participant PIN p.17 ENR 1. In SQL Recordkeeping, go to Plan Maintenance > Plan Level Settings>VRS/OPI>VRS/OPI Settings tab. 2. Select the appropriate Online Enrollment PIN Option for the initial PIN used by the participant to access the Online Enrollment process. C001 Enable Auto Rebalance for the Plan (optional) p.18 ENR 1. In SQL Recordkeeping, go to Plan Maintenance > Plan Level Settings>VRS/OPI >Auto Rebalance Settings tab. 2. Select the appropriate Auto Rebalance settings. C001 Enable Online Enrollment Options p.19 ENR 1. In SQL Recordkeeping, go to Plan Maintenance > Plan Level Settings>VRS/OPI>Setup Options. 2. Select from the following OPI Setup Options, as appropriate (not all VRS Options are available for Web, Voice, and Call Center): 30 Online Enrollment Deferral 31 Online Enrollment Investment Election 32 Online Enrollment PIN Change 33 Online Enrollment Realignment 44 Online Enrollment Auto-Rebalance (Web only) If selected, participant is required to perform that task to complete the enrollment process. Required task, but if participant chooses not to realign, enrollment will not be terminated. C001 Enable Eligibility Settings p.20 ELG 1. In SQL Recordkeeping, go to Plan Maintenance > Plan Level Settings> Eligibility. 2. Select the Online Enrollment Cycle (Open or Restricted) and define related dates. February, 2009 Schwab Retirement Technologies 8

9 C001 Define Plan-Level ACA and Default Investment Settings p.21 ACA 1. In SQL Recordkeeping, go to Plan Maintenance>Plan Level Settings>Automatic Contribution Arrangement. 2. Enable ACA and system level default for the plan, and other plan level ACA settings. (If you clear the Use System Level Defaults field, you can set up plan-level overrides.) Note: This window is unavailable if Payroll by Division is not enabled in C282/RK SQL System Maintenance>System Settings>General System Options. 3. Open the Default Investment Options window and define age-based Investment Elections options for ACA. You can use a age-based investments, default investments, or both (QDIA-related). 4. (Optional) Open the Report Options window and define options for plan-level participant notifications. C001 Define ACA Source-Level Settings p.23 ACA 1. In SQL Recordkeeping, go to Plan Maintenance>Source Level Settings>Other Source Features. 2. Define ACA settings for specific sources. This is a system-level default that you can override at the plan level. CP17 Run Eligibility Reporting (optional) ELG 1. In SQL Recordkeeping, go to Reporting>Participant>Eligibility Reporting. 2. Run the Eligibility Report, if needed, to assist in clean-up of Date of Eligibility, Status, etc. C150 Define ADT As Of Date (if based on hours) p.24 ELG 1. In SQL Recordkeeping, go to C150/Automated Data Translation>Synoptic>Participant Detail. 2. Enter the Hours As Of Date (if applicable). The system uses this setting on an ongoing basis for payroll processing. At this point in the configuration process, run the SchARP Process Eligibility business activity for ongoing determination of the Date of Enrollment (DOE). February, 2009 Schwab Retirement Technologies 9

10 Configure Web & Voice (Schwab RT Admin) Log on to Schwab RT Admin and complete the following tasks, saving all settings: ADM Enable Web Confirmation Options (optional) p.25 ENR ACA 1. In Schwab RT Admin, go to System Options>Confirmation Options. 2. Enable the ACA Process Confirmation and Auto Enrollment Completion options. ADM Customize Web Page Content (optional) p.26 ENR ACA 1. In Schwab RT Admin, go to Web Options>Content Manager. 2. In Content Manager, select the appropriate language, user role, Web page, content template, and click Modify Content. Available content options: For ACA: ACA Options and ACA Cancel Pending. For Enrollment: Cancel Online Enrollment, Online Enrollment, Online Enrollment Confirmation. 3. Make the necessary changes to the content fields on the selected page. ADM Add Web Menu Options p.27 ENR ACA 1. In Schwab RT Admin, go to Web Options>Menu Manager. 2. Select the appropriate Language, User Role, Menu, and click Modify Menu. 3. In the Use Predefined Element field, select the appropriate menu option. Available options: ACA Options, Automatic Rebalance, Secret Question and Answer, Beneficiary. ADM Define Custom VOX File for Voice p.28 ACA 1. In Schwab RT Admin, from the Voice Options menu, select VOX File Manager> Custom VOX Files. 2. Define the name of the ACA custom VOX file, if different from the default name. Note: You must customize the ACA message to include your Web site or alternate method used to allow participants to opt out of the ACA program. ADM Enable Beneficiary Options (optional) p.29 ENR 1. In Schwab RT Admin, select Plan Options>Environment Options>Web Options>Plan Options. 2. Select Enable Beneficiary Designation (View Mode) and Add/Edit/Delete Beneficiary Designation. ADM Enable Secret Question and Answer for Password Reset (optional) p.30 ENR 1. In Schwab RT Admin, select System Options>Authentication Options>Web Options. 2. Select Enable PIN Reset Q&A. February, 2009 Schwab Retirement Technologies 10

11 Configure SchARP SchARP user logs on to SchARP and completes the following tasks, saving all settings: Crystal Customize Participant Notifications and Confirmations (optional) ACA Using Crystal Reports or compatible report generator, customize the.rpt templates. Make sure to save the revised reports in the same directory under the original name. SCHARP Define, Schedule, and Monitor ACA Workflows p.31 ACA 1. In SchARP Designer, build/modify workflows that include ACA business activities (ACA Determine Notification and ACA Notification and Confirm Letters). 2. In SchARP Scheduler, schedule ACA workflow processing and define workflow parameters. 3. In SchARP Monitor, track the results of workflow scheduling and handle exceptions, as needed. SCHARP Define, Schedule, and Monitor Eligibility Workflows p.32 ACA 1. In SchARP Designer, build/modify workflows that include the Process Eligibility business activity. 2. In SchARP Scheduler, schedule Eligibility workflow processing and define workflow parameters. 3. In SchARP Monitor, track the results of workflow scheduling and handle exceptions, as needed. February, 2009 Schwab Retirement Technologies 11

12 Screen Reference This section illustrates the application windows and Web pages used to configure ACA, Online Enrollment, and Eligibility. Eligibility Settings Application: SQL Recordkeeping Access: Utilities>RK SQL System Maintenance>SchARP Settings>Eligibility Settings. February, 2009 Schwab Retirement Technologies 12

13 Automatic Contribution Arrangement (System-Level) Application: SQL Recordkeeping Access: Utilities>RK SQL System Maintenance>Category Setup>Automatic Contribution Arrangement Default Status Code: When new participants are added to the system (through Participant Maintenance) they are automatically assigned to this Default Status Code. Eligible Status Code: When the participant becomes eligible for the ACA program, the SchARP ACA business activity switches participants from the Default Status Code to the Eligible Status Code. February, 2009 Schwab Retirement Technologies 13

14 System Settings Application: SQL Recordkeeping Access: Utilities>RK SQL System Maintenance>System Settings. February, 2009 Schwab Retirement Technologies 14

15 Activity Controls Application: SQL Recordkeeping Access: Plan Maintenance>Plan Level Settings>Activity Controls>Activity Settings. February, 2009 Schwab Retirement Technologies 15

16 General Source Data Application: SQL Recordkeeping Access: Plan Maintenance >Source Level Settings>General Source Data. February, 2009 Schwab Retirement Technologies 16

17 VRS/OPI Settings Application: SQL Recordkeeping Access: Plan Maintenance > Plan Level Settings>VRS/OPI>VRS/OPI Settings. February, 2009 Schwab Retirement Technologies 17

18 Auto Rebalance Settings Application: SQL Recordkeeping Access: Plan Maintenance > Plan Level Settings>VRS/OPI >Auto Rebalance Settings. February, 2009 Schwab Retirement Technologies 18

19 VRS/OPI Setup Options Application: SQL Recordkeeping Access: Plan Maintenance > Plan Level Settings>VRS/OPI>Setup Options. February, 2009 Schwab Retirement Technologies 19

20 Eligibility Application: SQL Recordkeeping Access: Plan Maintenance > Plan Level Settings> Eligibility. February, 2009 Schwab Retirement Technologies 20

21 Automatic Contribution Arrangement (Plan-Level) Application: SQL Recordkeeping Access: Plan Maintenance>Plan Level Settings>Automatic Contribution Arrangement. Note: If you enable the Allow Refunds During Opt Out Period option, the following message appears: The Save Harbor provision for refunds takes effect for plan years beginning after 1/1/2008. Selection to allow refunds will allow a refund to be requested via Web, Call Center, and Customer Service. However, it will be reported during the OPI Update process but the refund is not processed. Manual intervention will be required to complete the refund process. February, 2009 Schwab Retirement Technologies 21

22 Default Investment Options Application: SQL Recordkeeping Access: Plan Maintenance>Plan Level Settings>Default Investment Options. February, 2009 Schwab Retirement Technologies 22

23 Other Source Features Application: SQL Recordkeeping Access: Plan Maintenance>Source Level Settings>Other Source Features. February, 2009 Schwab Retirement Technologies 23

24 ADT Synoptic Application: SQL Recordkeeping Access: Automated Data Translation>Synoptic>Participant Detail. February, 2009 Schwab Retirement Technologies 24

25 Confirmation Options Application: Schwab RT Admin Access: System Options>Confirmation Options. February, 2009 Schwab Retirement Technologies 25

26 Content Editor (ACA Options) Application: Schwab RT Admin Access: Web Options>Content Editor. February, 2009 Schwab Retirement Technologies 26

27 Menu Manager (ACA Options) Application: Schwab RT Admin Access: Web Options>Menu Manger. February, 2009 Schwab Retirement Technologies 27

28 Custom VOX Files Application: Schwab RT Admin Access: VOX File Manager> Custom VOX Files. February, 2009 Schwab Retirement Technologies 28

29 Plan Options/Environment Options Application: Schwab RT Admin Access: Plan Options>Environment Options>Web Options. February, 2009 Schwab Retirement Technologies 29

30 Authentication Options Application: Schwab RT Admin Access: System Options>Authentication Options. February, 2009 Schwab Retirement Technologies 30

31 SchARP Designer Application: SchARP Access: Automation Center>Workflow Designer. February, 2009 Schwab Retirement Technologies 31

32 SchARP Scheduler Application: SchARP Access: Automation Center>Workflow Scheduler. February, 2009 Schwab Retirement Technologies 32