vendors for mainepers employers welcome! 1 vendor informational meeting august 2009
TRANSCRIPT
![Page 1: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/1.jpg)
Vendors for MainePERS Employers
Welcome!
1
Vendor Informational MeetingAugust 2009
![Page 2: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/2.jpg)
MainePERS New Pension Software
Beginning in early 2010
Replacing legacy business applications
Integrated line-of-business system
2
![Page 3: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/3.jpg)
Agenda
Employer Self-Service (ESS) Overview
Payroll Reporting- New requirements
Group Life Insurance- New requirements
Testing & Roll-out Schedule
Questions & Answers3
![Page 4: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/4.jpg)
ESS Overview
4
![Page 5: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/5.jpg)
ESS Features
Employer Management
Member Information
Importing Files
Administration Functions
5
![Page 6: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/6.jpg)
Employer Self Service- Home Page
6
![Page 7: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/7.jpg)
Import/Export Files- Import
Where employer can changer data on a member in a file not yet released
1 2 3
7
![Page 8: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/8.jpg)
Import/Export Files- Detail
8
![Page 9: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/9.jpg)
EPF Employers- Edits
Errors are severe and fatal conditions
Errors at Import
Errors at Validation
Exceptions are informational but worth looking at
Exceptions at Validation
9
![Page 10: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/10.jpg)
Screen Shot- Manual Filers
10
![Page 11: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/11.jpg)
Screen Shot- Manual Filers
11
![Page 12: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/12.jpg)
Changes for Paper Reporters
September 2009
Plan Participation Status
Rate Schedule Number
Plan Code (Plan Class)
12
![Page 13: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/13.jpg)
Changes for Paper Reporters
Plan Participation Status
A=Actively participating
Retired Returned to Work (RRTW)
Y=Employer Paid Employee Contributions.
13
![Page 14: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/14.jpg)
Changes for Paper Reporters
Rate Schedule Number (RSN)
If Personnel Status Code (PSC) is 53 RRTW, RSN= 000053
For all other PSC Codes and when Plan Participation Status is “A”, RSN = 000001 for most plans
For all other PSC Codes and when Plan Participation Status is “Y”, RSN is assigned by MainePERS
14
![Page 15: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/15.jpg)
Changes for Paper Reporters
Plan Code (Plan Class)
Currently reported as two (2) digit alpha code Changing to five (5) digit alpha-numeric code
Ex. AC = 110AC
15
![Page 16: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/16.jpg)
New Paper Format
16
![Page 17: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/17.jpg)
Changes for EPF Filers
Import files via ESS Module
Field Value ChangesPlan Class CodesRate Schedule Numbers
17
![Page 18: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/18.jpg)
EPF Employers- Submitting Files
Before “go-live”Employers to submit a test file prior to
live data
With “go-live” and on-goingOne original file per reporting periodEmployers correct data directly in the
system
18
![Page 19: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/19.jpg)
EPF Employers- File Data Format
Data recorded in ASCII format
Unblocked
Fixed length
256 character records
CR/LF termination for each record for a total length of 258 characters per record
19
![Page 20: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/20.jpg)
EPF Employers- File Layout
Three distinct types of records (rows)
One Header
One or more Detail rows
One Summary
Single Employer Files vs. Multiple Employer Files
20
![Page 21: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/21.jpg)
EPF Employers- Naming the File
The ASCII file name format will be- EEEEEEMMYYX.
21
EEEEE, or EEEEEE Employer code assigned by MainePERS. The employer code assigned by the MainePERS may be either a five or six character code.
MM Employer Reporting Month
YY Employer Reporting Year
X “O” Original or “T” Test
Example: TCPOR0109O. The original file submitted by the Portland School Department in January of 2009
![Page 22: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/22.jpg)
EPF Employers- Edit Messages
Header Record
H1.1- Transmitter Code missing or does not
match
H7.1 – Header Filing Type contains invalid code
H7.3 - Second original submission submitted,
only one is valid
22
![Page 23: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/23.jpg)
EPF Employers- Edit Messages
Detail Record
D4.3 – SSN is not a participant
D9.2 – PSC is invalid
D28.4 – Time Unit Code inconsistent with
Expected
Weeks per Year
23
![Page 24: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/24.jpg)
EPF Employers- Edit Messages
Summary Record
S13.1 – Total Earnable Compensation format is invalid
S13.2 – Summary Total Earnable Compensation does
not match total detail
S19.1 – Total Life Insurance – active Basic submitted
24
![Page 25: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/25.jpg)
Employer Testing & Roll-out
Regionalized Training w/ employers
Mid October – Mid December
Hands on training
Using employer’s own data for testing
25
![Page 26: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/26.jpg)
Employer Testing & Roll-out
Employer Test Files
“Sandbox” time directly following training
Test file required prior to go-live
Using a file from a specific month
Reflecting changes needed for ESS
processing
26
![Page 27: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/27.jpg)
What can be done now?
Partner with clients and MainePERS
Continue to encourage your clients to go EPF
Assist current Paper Filers with changes to the paper file for September
27
![Page 28: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/28.jpg)
What can be done now?
Review current reporting data for inconsistencies
Encourage your clients to take advantage of training and testing opportunities as available
Ask questions and give feedback
28
![Page 29: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/29.jpg)
Timeline for Implementation
29
Mid-September: Sandbox Testing- ESS “early testers”
October-December: Training for all MainePERS employers-
Begin submitting test files
December: All MainePERS employers have submitted one test file successfully
ESS Goes Live Early 2010
![Page 30: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/30.jpg)
Group Life Insurance
30
![Page 31: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/31.jpg)
Requirements for GLI– Starting 2010 with New System
Group Life Insurance premiums removed from payroll reports
Annual level adjustment- New Import File
31
![Page 32: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/32.jpg)
GLI– Removed from Payrolls
MainePERS will direct bill employers
Monthly bill
32
![Page 33: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/33.jpg)
GLI– Payroll Field Changes
Detail Record- “D”Fields: 15, 17, 19, 20 Now Blank
Summary Record- “S”Fields: 11, 17, 19-22 Now Blank
33
Formerly Group Life Insurance fields
![Page 34: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/34.jpg)
Requirements for GLI– Annual Level Adjustment
Annual level adjustment made through electronic file submission
Information uploaded via ESS moduleFormat complies with the W-2 file format
submitted to the IRS.
34
![Page 35: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/35.jpg)
Requirements for GLI– Annual Level Adjustment
MainePERS will determine the basic level of coverage by adding the following boxes:Box 1Box 10Box 12 (Except box 12C)Box 14
35
![Page 36: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/36.jpg)
36
Questions
![Page 37: Vendors for MainePERS Employers Welcome! 1 Vendor Informational Meeting August 2009](https://reader038.vdocument.in/reader038/viewer/2022110209/56649e445503460f94b38c05/html5/thumbnails/37.jpg)
Thank you.
37