working with employees - writewaycomm.com · working with employees ... “using tda group...

193

Working with Employees This unit contains the following sections:

“Viewing and Editing Employee Participant Information” on page 194

“Deleting Employees” on page 200

“Accessing an Employee’s SDA” on page 202

“Viewing Client Processing Schedules” on page 204

“Displaying Employee Hardship Status” on page 206

“Placing Employees in Hardship” on page 212

“Edit/Delete Employees in Hardship” on page 214

“Adjusting Employee Contributions” on page 218

“Using TDA Group Calculation Maintenance” on page 222

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Envisage Information Systems, LLC

Viewing and Editing Employee

Participant Information You can view and edit an employee participant’s information through the

administrative site if the employee has a user ID. In addition, you can delete

certain types of employees.

Searching for an Employee

Search for an employee from the Employee Profile Search page by using one of

the following options:

User ID

RPIN

SSN/TIN

Employee ID

Employee Profile Search Page

Search Results for an Exclusive Client with Explicit Login

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Search Results for a Multi-vendor Client with Seamless and Explicit Login

Viewing the Employee’s Profile

The [My Profile] button displays for an employee participant under the

following conditions:

Important: The [Delete] button also displays under the following conditions. For more information, refer to “Deleting Employees” on page 200.

Belongs to a multi-vendor client that chose Explicit Login Only or

Explicit and Seamless Login on the Manage Security page

Note: For information about security options, refer to “Setting Up Online Security” on page 230.

Has registered on the MVAS web site (has a user ID)

Click [My Profile] for the selected employee to display the User Profile

Information page. You can view and edit basic profile and security information,

as well as set a temporary password. In addition, you can view the System

Information section.

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Procedure: Search for an employee

Complete the following steps to search for an employee participant through

the administrative site.

1. Select Employee Profile Search from the menu bar.

The Employee Profile Search page displays.

2. Choose the type of search you want to do by selecting an option in the first

Search by box.

3. Depending on your selection in step 2, type one of the following in the

second Search by box:

User ID

RPIN

SSN/TNN

Employee ID.

4. Click [Search].

The employee’s information displays.

If the employee belongs to a multi-vendor client who has chosen Explicit

Login Only or Explicit and Seamless Login on the Manage Security page

and who has registered on the MVAS web site (has a user ID), the following

buttons display: [My Profile] and [Delete] .

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Procedure: View/edit an employee’s profile and security

Complete the following steps to view and edit an employee’s profile and

security information. This procedure can be used only for certain types of

employees (see “Viewing the Employee’s Profile” on page 195).

1. Search for the employee. (Refer to page 196.)

2. With the employee selected, click [My Profile].

The User Profile Information page displays.

3. If you do not want to make any changes to the information, click [Back to

Search] (below the Security Information section).

4. If you want to edit the profile information, make changes to one or more of

the following fields:

E-delivery

Email

Address fields (Country, Mailing address, City, State, and Zip/Postal

Code)

Phone number fields (Daytime Phone, Ext., and Evening Phone)

5. If you want to edit the security information, make changes to one or more

of the following fields:

User ID

User Status

Security Question 1-3

Answer to Security Question 1-3.

6. Click [Save].


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Procedure: Edit an employee’s temporary password

Complete the following steps to edit an employee’s temporary password. This

procedure can be used only for certain types of employees (see “Viewing the

Employee’s Profile” on page 195).

1. Display the User Profile Information page for the employee. (Refer to steps

1-2 in “Procedure: View/edit an employee’s profile and security” on page

197.)

2. Type the new password in the Password box.

3. Type the new password in the Confirm Password box.

4. Click [Set temporary password].


5. When the employee is ready to use the individual site, the employee must

complete the following steps:

a) Log in to the individual site with the username, temporary password,

and security answer.

The Profile Information page displays.

b) Type a new password in the Password box.

c) Type the new password in the Confirm Password box.

d) Click [Save].

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Deleting Employees A [Delete] button displays for an employee participant under the following

conditions:

Important: The [My Profile] button also displays under the following conditions. For more information, refer to “Viewing the Employee’s Profile” on page 195.

Belongs to a multi-vendor client that chose Explicit Login Only or

Explicit and Seamless Login on the Manage Security page

Note: For information about security options, refer to “Setting Up Online Security” on page 230.

Has registered on the MVAS web site (has a user ID)

To delete the employee, click [Delete] for the selected employee.

Search Results for a Multi-vendor Client with Explicit Login Only

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Procedure: Delete an employee

Complete the following steps to delete an employee. This procedure can be

used only for certain types of employees (see “Deleting Employees” on page

200).


2. With the employee selected, click [Delete].

A dialog box displays, asking if you are sure you want to delete the

employee.

3. Click [OK].

The Employee Profile Search page refreshes, and the employee no longer

displays.

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Accessing an Employee’s SDA You can display an employee’s SDA from the Employee Profile Search page.

Click the Access employee’s view link to open a new window with the

Individual site.

Employee Profile Search Page – Access employee’s view link

Individual Site – Employee SDA on Dashboard

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Procedure: Display an employee’s SDA

Complete the following steps to display an employee’s SDA in the Individual

site.


2. With the employee selected, click Access employee’s view.

A new window opens with the individual site. The employee’s SDA

displays.

3. When you are done viewing the SDA, close the window.


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Viewing Client Processing Schedules You can display a client’s processing schedules from the Employee Profile

Search page. Click the View processing schedules link to display the

Processing Scheduler page. Refer to “Using Schedules and Workflows” on page

141.

Employee Profile Search Page – View processing schedules link

Processing Scheduler Page

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Procedure: Display a client’s schedules from Employee

Profile Search

Complete the following steps to display a client’s schedules from the Employee

Profile Search page.


2. With the employee selected, click View processing schedules.

The Processing Scheduler page displays in place of the Employee Profile

Search page. For information on running schedules, refer to “Using

Schedules and Workflows” on page 141.

3. When you are done viewing the page, click Back to Employee Profile

Search page.


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Displaying Employee Hardship Status Managing hardship for employees includes suspending voluntary contributions

for employees in a hardship period, as well as reinstating employees and

restarting contributions when the period is over (refer to the Event and

Scheduling Systems Administration Guide). Generally, the feedback workflow is

used for management. However, you can also view whether an employee is in

hardship and place an employee in hardship through the administrative site.

There are two ways to search for the employee:

Through Employee Profile Search on the menu bar (see “Procedure:

Search for an employee” on page 196).

Through the Salary Deferral Agreements Overview page. The

employee’s information displays on the Multi-Vendor Employee Search

Results page.

Viewing Hardship Status

To check if the selected employee is in hardship, see if there is a HARDSHIP

WITHDRAWAL box in the employee’s results. If this box displays (such as for

the second employee in the following screen shot), then the start date that the

employee went into hardship appears in the box. However, if there is only a

Hardship Start Date box (such as for the first employee in the following screen

shot), then the employee is not in hardship.

Employee Profile Search – Hardship Status

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Viewing the Employee’s Dashboard

You can display the employee’s Dashboard on the individual site by clicking

Access employee’s view. If the employee is in hardship, a message displays on

the right side that the contribution is on hold. Below the SDA, another

message specifies the dates for which the hold is in effect.

Employee Dashboard – In Hardship

Note: To view the client’s processing schedules from the Employee Profile Search Results, refer to “Viewing Client Processing Schedules” on page 204.

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Procedure: Display an employee’s hardship status

through the Employee Profile Option

Complete the following steps to see whether an employee is in hardship or not.

Access the employee through the Employee Profile menu option.

1. Search for the employee through the Employee Profile Search menu option

(refer to “Procedure: Search for an employee” on page 196).

2. See if the HARDSHIP WITHDRAWAL box displays for the employee:

If yes, the employee is in hardship. The hardship start date displays in

the box.

If no, the employee is not in hardship.

3. If the employee is not in hardship but you would like to place the employee

in hardship, enter and save the hardship date (see steps 2-3 in “Procedure:

Place an employee in hardship” on page 212).

4. If you want to display the employee’s Dashboard in the individual site,

complete these steps:

a) Click Access employee’s view.

The Dashboard displays in a new window.

b) When you are done viewing the Dashboard, close the window.


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Procedure: Display an employee’s hardship status

through the SDA Overview

Complete the following steps to see whether an employee is in hardship or not.

Access the employee through the SDA Overview page.

1. Select Hierarchy Search from the menu bar.

The Hierarchy Search page displays.

2. Select the client and then the employer for the employee.

3. Click Manage/Edit below the selected employer.

The Edit Employer page displays.

4. Click SDA Overview.

The Salary Deferral Agreements Overview page displays.

5. Type the employee’s social security number in the Employee Search box

(top, right corner), and click [GO].

The Multi-Vendor Employee Search Results page displays.

6. See if the HARDSHIP WITHDRAWAL box displays for the employee:

If yes, the employee is in hardship. The hardship start date displays in

the box.

If no, the employee is not in hardship.

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7. If the employee is not in hardship but you would like to place the employee

in hardship, enter and save the hardship date (see steps 2-3 in “Procedure:

Place an employee in hardship” on page 212).

8. If you want to display the employee’s Dashboard in the Individual site,

complete these steps:

a) Click Access employee’s view.

The Dashboard displays in a new window.

b) When you are done viewing the Dashboard, close the window.

The Multi-Vendor Employee Search Results page displays.

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Placing Employees in Hardship If the selected employee is not in hardship, the Hardship Start Date box is

empty. To place the employee in hardship, enter the date for which you want

the hardship period to begin in the Hardship Start Date box, and click [Save

New Hardship]. The page refreshes to display a HARDSHIP WITHDRAWAL

box with the start date for the hardship period.

You can place an employee in hardship from both the Employee Profile Search

page and the Multi-Vendor Employee Search Results page.

Employee Profile Search Page

Multi-Vendor Employee Search Results Page

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Procedure: Place an employee in hardship

Complete the following steps to place an employee in hardship. These steps

apply when accessing the employee through the Employee Profile menu

option, as well as the SDA Overview page.

1. Choose one of the following options to search for the employee:

Use the Employee Profile Search menu option (refer to “Procedure:

Search for an employee” on page 196).

Use the SDA Overview page (refer to steps 1-5 in “Procedure: Display an

employee’s hardship status through the SDA Overview” on page 209).

2. Select the date the employee goes into hardship from the calendar in the

Hardship Start Date box.

3. Click [Save New Hardship].

A dialog box displays, asking if you want to add hardship for the specified

date.

4. Click [OK].

The page refreshes, and the HARDSHIP WITHDRAWAL field displays with

the start date for the hardship period. Also, the following message displays:

Successfully initiated hardship withdrawal period for employee.

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Edit/Delete Employees in Hardship

Editing an Employee’s Hardship Start Date

You can change an employee’s hardship start date at any time. Select Edit from

the box opposite the HARDSHIP WITHDRAWAL field. Then, a calendar

displays from which you select the new start date. After you click [Save

Changes], the page refreshes to display the HARDSHIP WITHDRAWAL box

with the new start date for the hardship period.

Multi-Vendor Employee Search Results Page - Edit

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Deleting an Employee’s Hardship Period

You can delete, or end, an employee’s hardship start date at any time. This will

either cancel the upcoming hardship period or end the current hardship period

for the employee. Select Delete from the box opposite the HARDSHIP

WITHDRAWAL field, and click [Save Changes]. The page refreshes and the

HARDSHIP WITHDRAWAL field no longer displays.

Multi-Vendor Employee Search Results Page - Delete

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Procedure: Edit an employee’s hardship start date

Complete the following steps to edit an employee in hardship. These steps

apply when accessing the employee through the Employee Profile menu




2. Select Edit in the box opposite the Hardship Withdrawal date.

The calendar displays in the Start Date column.

3. Select the new start date from the calendar.

The selected date displays in the HARDSHIP WITHDRAWAL box.

4. Click [Save Changes].

A dialog box displays, asking if you want to update the hardship start date

to the new date.

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5. Click [OK].

The page refreshes with the new start date unavailable in the HARDSHIP

WITHDRAWAL box. Also, the following message displays: Successfully

updated hardship withdrawal period for employee.

Procedure: Delete an employee’s hardship period

Complete the following steps to delete an employee’s hardship period. This

involves either ending a current period or cancelling a scheduled one. These

steps apply when accessing the employee through the Employee Profile menu




2. Select Delete from the box opposite the HARDSHIP WITHDRAWAL field.

3. Click [Save Changes].

A dialog box displays, asking if you are sure you want to delete the

hardship.

4. Click [OK].

The page refreshes, and the HARDSHIP WITHDRAWAL field no longer

displays. The following message displays: Successfully cancelled

hardship withdrawal period for employee.

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Adjusting Employee Contributions You can use the Adjust Contributions feature to increase or decrease the

amount a specified employee is contributing to the retirement plan.

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Procedure: Change an employee’s contribution amount

Complete these steps to increase or decrease an employee’s contribution

amount.

1. Select Production Services, Adjust Contributions.

The Add Contribution Amount page displays.

2. Search for an employee’s records by completing these steps:

a) Type the workflow ID in the first box.

b) Type the employee ID in the second box.

c) Click [Look up Employee].

The page expands to show the employee’s contribution records. Note

that you can sort the records by clicking the up or down arrow for each

column header.

3. Select the button next the record you want to edit, and click [Edit

Selected].

The Adjust Contribution Amount page displays.

4. Type the dollar amount which you want to add to the current amount, if

any, in the Contribution Amount ($) box. If there is a current amount,

delete it or type over it. Refer to the following guidelines:

To increase the contribution amount, type the difference between the

current contribution and what you want the contribution to be.

Example: If the current contribution amount is 350 and you want the new contribution amount to be 400, then type 50 in the Contribution Amount box.

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To decrease the contribution amount, type a negative number

indicating how much you want to decrease the contribution.

Example: If the current contribution amount is 350 and you want the new contribution amount to be 200, then type -150 in the Contribution Amount box.

5. Click [Submit].

The Add Contribution Amount page displays with the following message:

Updated contribution for employee Employee ID successfully.

6. If you want to view your change, search for the employee’s records (refer to

step 2).

The page expands to show the employee’s contribution records. For the

record you edited, the new amount displays in the Contrib Amount

column.

Procedure: Restart a workflow after changing a

contribution amount

Complete the following steps to restart the workflow to update an employee’s

contribution amount.

1. On the Add Contribution Amount page, type the workflow ID in the first

box.

2. Type the employee ID in the second box.

3. Click [Restart Workflow].

The page refreshes and displays the following message: Workflow

Workflow ID restart request entered successfully.

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Using TDA Group Calculation

Maintenance When a Tax-Deferred Account Group Calculation file, known as a TDA Group

Calc file, is processed successfully into the MVAS system, the TDA Group Calc

report is generated. A report is produced for every location for which there has

been a change in the TDA Group Calc values for associated participants with

that location. (For more information, refer to the Event and Scheduling Systems

Administration Guide.)

If you see an issue, you can use the TDA Group Calc Maintenance feature to

override the settings in an employee’s TDA record. For example, you may need

to change a record due to a manual adjustment that is not reported or taken

into consideration when the TDA Group Calc file is processed.

Through the TDA Group Calc Maintenance feature, you can do the following:

Create a TDA record for an employee. The employee may or may not

have one or more records in the TDA Group Calc file.

Edit an employee’s TDA record. In this situation, the employee has at

least one record in the TDA Group Calc file.

The first step in both creating and editing a record is to search for the

employee by social security number.

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Creating a TDA Record

When you create a record, you select the location, plan, plan year (current year

or next year), and the effective date. If applicable, you can set the employee’s

maximum 403(b) limit in one of the following ways:

As an amount: Type amounts in one or more of the following fields:

Raw Maximum 403(b) Limit (the maximum limit is 16500); 15-Year rule

Catchup Amount (the maximum amount is 3000); and Age 50 Catchup

Amount (the maximum amount is 5500). Then the 403(b) limit is

automatically calculated as a sum of these fields.

As a percentage of salary: Type the percentage in the Maximum

403(b) Limit as a % of Salary box.

TDA Record Insert (New/Update) Page for a new record

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Editing a TDA Record

When you edit a record, you can change the plan year (current year or next

year), effective date, and the amount/limit fields.

TDA Record Insert (New/Update) Page for an existing record

Procedure: Create a TDA record for an employee

Complete the following steps to create a TDA record for an employee.

1. Select Administrative, TDA Group Calc Maintenance.

Either the Select Client page or TDA Group Calc Maintenance page

displays.

2. If you have not selected a client previously, the Select Client page displays.

Complete these steps:

a) Select a client in the Select a client box.

b) Click Use this client.

The TDA Group Calc Maintenance page displays.

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3. If you want to change the client, click change next to the current client

and do the previous step.

4. Type the employee’s social security number in the Employee Search box,

and click [GO].

If the employee does not have any TDA records, then the Record Insert

(New/Update) page displays. If the employee has one or more TDA

records, then the Employee Search Results page displays.

5. If the Employee Search Results page displays, complete these steps:

a) Select the button next to For new entry.

b) Click [Edit].

The Record Insert (New/Update) page displays.

6. Select a location in the Location ID box.

The page refreshes.

7. Select a plan in the Plan ID box.

8. Select the year in the Plan Year box.

9. Select a date in the selected plan year from the Effective Date calendar.

10. If you want to set the maximum 403(b) limit as an amount, type the

amounts in one or more of the following fields:

Raw Maximum 403(b) Limit (the maximum limit is 16500)

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15-Year rule Catchup Amount (the maximum amount is 3000)

Age 50 Catchup Amount (the maximum amount is 5500)

The sum of these fields displays in the Maximum 403(b) Limit box.

11. If you want to set the maximum 403(b) limit as a percentage of salary, type

the percentage in the Maximum 403(b) Limit as a % of Salary box.

12. Click [Save].

A dialog box displays, confirming the save and asking if you want to modify

another employee.

13. Choose one of the following options:

If you want to modify another employee, click [Yes].

The TDA Group Calc Maintenance page displays. Go to step 3.

If you are done modifying employees, click [No].

The Employee Search Results page displays with the new TDA record.

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14. From the Employee Search Results page, click [Cancel].


Procedure: Edit an employee’s TDA record

Complete the following steps to edit a TDA record for an employee.

1. Display the TDA Group Calc Maintenance page. (Refer to steps 1-3 in

“Procedure: Create a TDA record for an employee” on page 224.)

2. Type the employee’s social security number in the Employee Search box,

and click [GO].

The Employee Search Results page displays.

3. Select the button next to the entry you want to edit, and click [Edit].

The Record Insert (New/Update) page displays. You can edit the Plan Year,

Effective Date, and the amount/limit fields.

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4. Change the fields, as needed.

5. Click [Save].

A dialog box displays, confirming the save and asking if you want to modify

another employee.

6. Choose one of the following options:

If you want to modify another employee, click [Yes].

The TDA Group Calc Maintenance page displays. Go to step 2.

If you are done modifying employees, click [No].

The Employee Search Results page displays with the updated TDA

record.

7. Click [Cancel].


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