Secure Employer Web site Frequently Asked Questions
Contents
1. Q11 What should do if I forget to send a remittance advice for a payment Q12 Ihave an underpaid variance but do not have time to research it yet do you recommend that pay the amount now Secure Employer Web Site Frequently Asked Questions Q2 Q3 Q5 Access Accessing the Web Site and Maintaining Web Site Users How do I setup a new user Contact your Employer Administrator He or she will send a link to the Secure Employer Website registration page The employee will need to complete the on line registration process complete the security paperwork and send to CalSTRS paperwork available after registration page is complete The Employer Administrator and CalSTRS will authorize and activate the account Top There used to be three security forms to fill out for new users what happened We have condensed the security paperwork down to one form A new SEW user only needs to fill out one form and submit it to their SEW Employer Administrator and CalSTRS for access Top lm an Employer Administrator and need to deactivate a SEW user who no longer works in my office how can I do this Simply email ServiceDesk CalSTRS com with the following information about the user no longer needing access to SEW gt Name ofthe person being deactivated gt SEW user ID of the person being deactivated gt Your name and phone number in case CalSTRS has questions Top Where do find the security form that is required for new SEW u2. Secure Employer Web Site Frequently Asked Questions Q10 Q11 A Q12 forgot my password what can do If you forgot your password you can reset it using the Forgot your password link from the log in screen Top My account is locked what can do If you attempt to access the Secure Employer Web site too many times with an incorrect password your account will be locked You must contact your Employer Administrator to reset your password If you are an Employer Administrator another Employer Administrator at your office can do this for you or contact CalSTRS Employer Services at 916 229 3570 or employerhelp CalSTRS com Top How do obtain access to additional features on the Web site Contact your Employer Administrator to request additional permissions on the Web site If you report both Cash Balance CB and Defined Benefit DB information you will need to acquire two usernames This is true even if your DB submission is just for Accounts Receivable files buybacks Top I am an Employer Administrator and cannot find a user that is supposed to be on my maintenance list How do grant them access rights Your report unit user may report Cash Balance benefits directly to CalSTRS as a report source if this is the case the user will have a Cash Balance administrator for their report source If the district is a Cash Balance report source they can only transmit Cash Balance files and can only view Cash Balance
3. Where can find reference information for Integrity Check Business Rule Variance Rule and Warning errors From the SEW Home page click on Data Submission on the right hand side The File Specification link contains reference material regarding each Integrity Check Business Rule Variance Rule and Warning error Top What is a warning and do I have to correct warnings A warning is an error on your file that should be corrected however CalSTRS does not require you to correct warnings since they will not create a critical problem when CalSTRS processes the file in the corporate database Top Employer Notification Understanding Employer Notifications Can see Cash Balance related status changes No only Defined Benefit status changes are subject to notification and only DB users see them Top Why can t I see status changes that were initiated by my Report Source Unit On the Employer Notification page you must check the box that says Include status changes initiated by this to see status changes that your Report Source Unit initiated Secure Employer Web Site Frequently Asked Questions Q3 Q6 Q7 As a Report Source can view the status changes initiated by one of my Report Units Yes any status change made by a Report Unit will be viewable by their Report Source on the Employer Notification page You must check the box that says Include status changes initiated by this to see status changes that y
4. received variance reports What should do If you have not received variance reports from CalSTRS contact Accounting at AccountControl CalSTRS com Top Cash Balance Program Information for Cash Balance Employers Can Cash Balance districts report directly through Secure Employer Web site Yes if they are a Cash Balance report source to CalSTRS Top Can Cash Balance employers make online corrections Yes Cash Balance employers can make corrections to Cash Balance lines within SEW once permission is established Top Secure Employer Web Site Frequently Asked Questions Q4 Q5 Can Cash Balance employers submit a Remittance Advice using SEW Yes With the proper permissions a CB employer Report Source only can submit a Remittance Advice by using the Remittance Advice link and following the instructions Top Match File CalSTRS Match File Process Information What is the FastTrack Match File process and how does it work The FastTrack Match File process is designed to provide employers with timely and accurate information about their employee s records on CalSTRS systems Employers transmit a file containing a list of SSN s and birthdates of some or all of their employees to CalSTRS CalSTRS will automatically process the file and generate a response usually within less than 1 hour The response file provides information from CalSTRS systems regarding the membership status name address and other demographic informat
5. reports The report unit user should also register as a Defined Benefit user with a second Defined Benefit profile to transmit any other files to CalSTRS like buyback files You can then grant them access rights to their DB account Top Where do find a contact list of Employer Administrators Navigate to the Home page and click the Help link in the right hand navigation under Web Site Information Top Does the Secure Employer Web Site require any additional software to make use of its functionality The Secure Employer Web site has features which require Adobe Reader If you need to download and install the free Adobe Reader click here Adobe Reader Top Secure Employer Web Site Frequently Asked Questions Q13 A What Internet browsers will the Secure Employer Web site run on CalSTRS recommends using Internet Explorer 5 5 or above If you are not using the recommended browser you may be able to login but could experience problems viewing the web site To find out what browser version you re using select the Help menu from the menu bar at the top of your browser window Then click About to see further information about your browser In general the newer the version the less trouble your Web browser should present Newer browsers have additional functionality and have corrected problems from earlier versions In addition some older releases may be incompatible with new features of the Secure Employer Web site O
6. your message counter Secure Employer Web Site Frequently Asked Questions Q1 Q6 Online Corrections made some corrections last month and now I m seeing the same errors this month What went wrong Verify that you made changes in your payroll system Whenever you make corrections online print the resulting File Correction Report and use it to make needed corrections in your payroll system Top Annotations What is an annotation An annotation is a note that is associated with a file report or line within the Secure Employer Web site All SEW users can view or add annotations to a file report or line that the user has permission to view Top How do know if my file line or report has an annotation A small text bubble next to the Name indicates that annotations exist for the file line or report If a bubble appears next to a File name the annotation may actually exist on the line Top How do view an annotation Select the file line or report Scroll down to the Annotations bar at the bottom of the screen Click on View and the annotation text displays Top Is there any way to tell who made an annotation Yes All annotations contain and date time stamp as well as the username of the individual who created it Top How do add an annotation Select the file line or report The Annotations bar is located at the very bottom of the screen Click New and type your note Click Save once your note is compl
7. Secure Employer Web Site Frequently Asked Questions Access Accessing the Web Site and Maintaining Web Site Users Q1 Q2 Q3 Q4 Q5 Q6 Q7 Q8 Q9 Q10 Q11 Q12 Q13 How do I setup a new user There used to be three security forms to fill out for new users what happened lm an Employer Administrator and need to deactivate a SEW user who no longer works in my office how can I do this Where do find the security form that is required for new SEW users Can I use my Remote Employer Access Program REAP Virtual Private Network VPN or CalSTRS com Employer Secure Site password to access the Secure Employer Web site How do I change my password or Email forgot my password what can do My account is locked what can do How do obtain access to additional features on the Web site I am an Employer Administrator and cannot find a user that is supposed to be on my maintenance list How do grant them access rights Where do find a contact list of Employer Administrators Does the Secure Employer Web Site require any additional software to make use of its functionality What Internet browsers will the Secure Employer Web site run on Uploading Files Understanding the Upload File Processes Q1 Q2 Q3 Q4 Q5 How do I upload files What is a Partial F496 or Partial VDF and what is it used for How do l locate a file uploaded am trying to upload a file and I
8. a Submission link on the SEW Home Page for guidance on how to fix business rule errors Top Can I still access the old REAP functionality via a VPN connection Will both versions of REAP be available No The REAP system via VPN is no longer being supported by CalSTRS Top Secure Message Center Who can send receive Secure Messages Any SEW user can send or receive a Secure Message to any other SEW user Employers can communicate with other employers or with CalSTRS Top What types of files can be attached to a Secure Message Each Secure Message communication chain can include one attachment added at any time The maximum size is 1MB The following file types can be attached to a secure message Word document DOC PowerPoint Presentation PPT Excel Workbook XLS Windows zip file ZIP Comma Separated Values file CSV Tagged Image file TIF Portable Document Format PDF Microsoft Outlook Message MSG Microsoft Outlook Message Format OFT Hypertext Markup Language HTML Hypertext Markup HTM Text Only TXT VVVVVVVVVVV V Top How do know when I have a new Secure Message A number appears next to the Secure Message Center link on the home page The number indicates how many new messages you have Once a message is read it will no longer be counted as a new message If you are corresponding with another employer or with CalSTRS and have a new response to a message it will be counted as a new message in
9. ccasionally browser upgrades are released with bugs or glitches that have not been fully resolved If you ve downloaded a newly released browser and have difficulties with the Secure Employer Web site or other sites check the vendor s download site for advisories and or patches downloadable code fixes Top Uploading Files Understanding the Upload File Processes How do upload files Click on Manage Files from the home page Select the Upload File tab and follow the on screen instructions The SEW User Manual provides step by step instructions for Uploading files Note Only Defined Benefit F496 and Cash Balance VDF partial and complete files are UPLOADED to the Web site All other file types are TRANSMITTED to CalSTRS for processing using this feature Top What is the difference between transmitting a file and uploading a file Uploaded files are subjected to integrity checks and business rule edits before they can be transmitted to CalSTRS for processing Transmitted files are sent directly to CalSTRS system for processing Partial files can only be uploaded Top What is a Partial F496 or Partial VDF and what is it used for You can upload and process an incomplete F496 or VDF This feature can be used to evaluate Contribution Lines for a specific Report Unit or group of Report Units This feature is also available to Report Unit users if their SEW Employer Administrator provide them with permission CalSTRS recomm
10. culated contribution values If you don t have time to research the variance you should remit the underpaid variance If at a later date you have determined that the line was reported in error and contributions should not have been calculated you may reduce your total contributions submitted to reflect the reversal of the line in question Top
11. ection 23000 of the Education Code Top What if one of our employees quits and we cannot collect from them Why do we have to pay CalSTRS The contributions for all reported lines are due to CalSTRS Variance reports are based on calculated amounts due for all lines If the cash you remit does not include monies for some reported lines CalSTRS will calculate a variance We suggest that you establish an accounts receivable for the employee and begin trying to collect the money you are due Top Should we report lines even when we haven t collected member contributions Yes according to Education Code 23005 all lines are due to CalSTRS 30 days after the end of the service period of which compensation was earned Top What will happen if we report a line with no member contributions The unfunded line will create a variance and you will be responsible for either correcting the line if it is reported in error or satisfying the variance Top What kind of detail will we get when CalSTRS finds a variance There are a set of 6 variance reports which will give you information on detail of your variances from a high summary level to a detail line level Top Will CalSTRS give us resources to research variances CalSTRS developed an electronic download that is available as a part of the variance reports This download contains only lines with a variance 2 or more cents in the month that it was reported This download is in addition
12. ends having Report Units upload contribution lines on partial files and make corrections until the file is clean Corrected files can be uploaded again and the Report Source can consolidate into a final complete file Refer to the SEW Contribution File Specification 3 0 or the SEW Voluntary Deduction File VDF Specification 1 0 for more information Both documents are available by going to the SEW Home Page and selecting the Data Submission link Top How do locate a file uploaded Once a F496 or VDF file is uploaded you can locate it by selecting the Active Files tab and entering your search criteria Top Secure Employer Web Site Frequently Asked Questions Q5 am trying to upload a file and receive the message No more than xx uploaded files can be present What should do Report Units are restricted to no more than 10 Active Files at a time Report Sources are restricted to no more than 20 Active Files at a time Select the Active Files tab and enter your search criteria You must select one or more files and delete them before you can upload another file Once you have located an uploaded file that you want to delete click on Delete within the same row as the identified file A confirmation will appear click on OK and your file will be deleted Navigate back to Upload File and upload your file Top Is CalSTRS accepting test files Yes please contact CalSTRS EmployerHelp at 916 229 3570 or employerhelp Ca
13. ete All SEW users will now see that an annotation exists on the note file or report Top While viewing my list of Files see an annotation bubble However when view the File Summary there is no Annotation what happened The annotation likely exists on a particular line within the file If you go the File Details page the annotation should appear next to the appropriate line Variance If my cash matches my F496 Report why do have variances Variances occur for various reasons but commonly occur due to errors within a line or excluding cash for particular lines Ultimately the cash that was remitted to CalSTRS is different from the contributions calculated as due by CalSTRS based on the information that was reported on your F496 Training materials are available in SEW on the variance reports process These materials should help you work through the variance report to determine why there is a difference If more help is needed please contact AccountControl CalSTRS com Secure Employer Web Site Frequently Asked Questions Q2 A Q3 Q4 Q5 Q6 Q7 If one of our employers cannot collect contributions from a member do we have to pay CalSTRS the full amount Yes any line reported with contributions must have the matching cash remitted Contributions are considered due from both the employer and the employee for each reported line It is the Employer s responsibility to remit the monies due to CalSTRS per S
14. g my Integrity Check Business Rule Variance Rule and Warning errors impact my exception count Where can I find reference information for Integrity Check Business Rule Variance Rule and Warning errors What is a warning and do I have to correct warnings Employer Notification Understanding Employer Notifications Q1 Q2 Q2 Q3 Q4 Q5 Q6 Q7 Can I see Cash Balance related status changes Why can t I see status changes that were initiated by my Report Source Unit As a Report Source can view the status changes initiated by one of my Report Units What DB status changes create a notification Who should be receiving a notification of a status change How often is SEW updated with new notifications What does the number in parenthesis next to the Employer Notification link mean How long are notifications displayed in SEW REAP Understanding REAP Q1 Q2 Q3 How do I get access to REAP functionality within SEW Can I make updates to CalSTRS records by using REAP functionality within SEW What kind of updates can make Can I use REAP functionality to fix certain business rule errors on my F496 file Secure Employer Web Site Frequently Asked Questions Q4 Can l still access the old REAP functionality via a VPN connection Will both versions of REAP be available Secure Message Center Q1 Who can send receive Secure Messages Q2 What types of files can be attached to a Secure Me
15. hat will zip and unzip files You can download a free evaluation version of WinZip at http Awww winzip com ddchomea htm Download the program and then install it you may need permission from your computer administrator After that whenever you encounter a compressed or zipped file a file that ends in zip just double click the file Your unzip program will automatically open and you can then choose where you want the unzipped version of that file to be saved on your computer Top Can get a list of the different type of reports are available The titles of all SEW reports are viewable under the View Reports link Title field To see the reports associated with a specific file type or category first select a Category This narrows the list of reports available Top How can I determine which reports are related to my MR87 F496 VDF and Match Files Within Manage Files you can click on the File Name for every MatchFile MR87 VDF and F496 that was transmitted or uploaded and Associated Reports will display within the summary information Click on the number next to Associated Reports and the reports that generated by CalSTRS for those files display Top Secure Employer Web Site Frequently Asked Questions Q6 Q7 Q1 A Q2 I am a Secure Employer Web site user authorized as a Report Unit why can t I view certain categories of reports in the View Reports page Verify your permissions for the report category you w
16. hip status or other information Top Secure Employer Web Site Frequently Asked Questions Q1 Q2 One of the new status values is REVERTED What does that mean In CalSTRS old computer system member and nonmember accounts that had no activity for a period but which had a balance of funds had their status changed to REVERTED If activity started again or a refund was requested the status was changed back The current computer system START does not change inactive accounts to the REVERTED status but there will be older accounts still in the REVERTED status The prior account status can be found in the Prior DB Account Status field on the match file record Top What are the status values for the new FastTrack Match File process The previous match file passed back spaces in the two character field if the value was not one of the ten values below With the new FastTrack Match File process CalSTRS is passing down the value that we have for each record that the Report Source or Report Unit queries on 01 MEMBER CalSTRS Member 02 NONMBR Non Member 03 REFUND Refund 04 ACTVDIED Active Died 05 SRPRE72 PRE 1972 SERVICE RETIREMENT 06 DRPRE72 PRE 1972 DISABILITY RETIREMENT 07 SR SERVICE RETIREMENT 08 DA DISABILITY ALLOWANCE COV A 09 DR DISABILITY RETIREMENT COV B 10 RETDIED RETIRED DIED Top Errors Understanding Integrity Check Business Rule Variance Rule and Warning Errors Do I need to have the I
17. ion on file in CalSTRS systems Top When should I transmit a FastTrack Match File The FastTrack Match File process is intended to help employers avoid reporting exceptions Ideally you should complete your FastTrack Match File process and reconcile all employee records prior to finalizing your payroll Top What format should the FastTrack Match File be in to transmit The FastTrack Match File is a simple text file with the employees Social Security numbers and birthdates For a complete description of the FastTrack Match File Process please review the latest file specification document under the Data Submission link on the SEW Home page Top How many records can an employer include in the FastTrack Match File The maximum number of records in a single file is 200 000 Top How large can a FastTrack Match File response be How long will it take to download The FastTrack Match File response will be around one half of a kilobyte per record the size of the report will vary based on the number of records requested The download time will vary depending on your connection speed Top Can a report unit transmit a FastTrack Match File Can a report unit view the response Yes report units can transmit a FastTrack Match File and view the response if their Employer Administrator provides them with the proper permission Top Why would a report unit want to transmit a FastTrack Match File A report unit may want to review their employee s members
18. ish to view Contact your Employer Administrator to modify your permissions as necessary If you have the expected permissions and still cannot view a specific report keep in mind that most of the reports within the Secure Employer Web site are not segregated by Report Unit and are only for Report Sources to view because they contain information from numerous Report Units Reports that can be viewed by Report Units include gt MR87 Copy to Database gt Account Inquiry Change Report gt MatchFile Response If the Match Request File was transmitted from the Report Unit gt File Summary and File Detail Reports Note If the Report Source uploaded the file the Report Unit uses View Reports to see the information The Report Unit only sees information for their particular Report Unit Top I m searching by Social Security Numbers SSN in the File Detail screen and it s taking a long time Is something wrong Nothing is wrong However the SSN field is encrypted protected and a search on this field may take longer than a search on another field To speed up your search add additional search criteria e g part of the employee s Last Name Top Defined Benefit Program Information for Defined Benefit Employers Can view past exception reports Exception reports are retained within SEW for 2 years from the date the file was transmitted plus the number of days until the next fiscal year Top transmitted an F496 and I have not
19. lSTRS com to obtain a test schedule and access to the test Web site Top Transmitting Files Understanding the Transmit Files Process How do transmit files Click on Manage Files from the home page and select the Upload File tab Follow the on screen instructions The User Manual provides additional step by step instructions for uploading and transmitting a file Note Only Accounts Receivable Address Match File FastTrack and MR87 FastTrack file types are immediately TRANSMITTED to CalSTRS from Upload File Top How long should the transmit file process take The transmit file process begins immediately however the time that it takes to complete will vary depending on your connection speed and the size of the file you are trying to transmit As a result file transmission may take up to 30 minutes Top can t transmit an Accounts Receivable file what do I do First check to see if you are authorized to transmit files by checking the My Account page If you are not authorized contact your Employer Administrator If you are authorized to transmit an AR file make sure that you are transmitting the correct file The CalSTRS employer application suite must be used to create the file and it should have a DBF suffix in the name If you are still having trouble contact your Employer Administrator Top Can I transmit the Remittance Advice from the Secure Employer Web site Yes DB or CB Report Sources can submit a Remitta
20. le CalSTRS Match File Process Information Q1 What is the FastTrack Match File process and how does it work Q2 When should I transmit a FastTrack Match File Q3 What format should the FastTrack Match File be in to transmit Q4 How many records can an employer include in the FastTrack Match File Q5 How large can a FastTrack Match File response be How long will it take to download Q6 Can a report unit transmit a FastTrack Match File Can a report unit view the response Q7 Why would a report unit want to transmit a FastTrack Match File Q8 One of the new status values is REVERTED What does that mean Q9 What are the status values for the new FastTrack Match File process Errors Understanding Integrity Check Business Rule Variance Rule and Warning Errors Q1 Do need to have the Integrity Checks Business Rules Variance Rules and Warnings automated in my payroll HR system Secure Employer Web Site Frequently Asked Questions Q2 Q3 Q4 Q5 Q6 Q7 Q8 Do I have to fix all of my Integrity Check Business Rule Variance Rule and Warning errors Pm having trouble with an error who should I contact for help Can CalSTRS correct my Integrity Check Business Rule Variance Rule and Warning errors have DB error MO 1017 type code invalid or CB error VD 1001 Record Type code invalid but cannot find the error within the File Details section in SEW Where will I find information Will fixin
21. nce Advice from SEW Click on the Remittance Advice link and follow the on screen instructions and fill in the necessary information Once the Remittance Details have been filled in click on Submit Verify the contents on the Remittance Advice Confirmation and click on Confirm Top Secure Employer Web Site Frequently Asked Questions Q5 Q1 Q2 There is a transmission confirmation screen that says I m going to get penalized for transmitting a file with errors is this true It is the Employer s responsibility to transmit contribution files to CalSTRS that are free of errors If you transmit a file to CalSTRS with errors you are responsible for correcting those Pursuant to Education Code Sections 23006 and 23008 CalSTRS may assess penalties for late or erroneous reporting You have 60 days after discovery or notification by CalSTRS to submit adjustments Any adjustment not received or received later than 60 days may be subject to penalties Top What types of files can report units transmit Report units can transmit Accounts Receivable Payroll Deduction or Buybacks Address MR87 and Match Files All file submission requires permission from their Employer Administrator Top If a report source is transmitting an MR87 VDF or F496 for their report units then how do the report units view only their reports The Secure Employer Web site separates information on MR87 VDF and F496 reports by report unit and provides them access
22. ntegrity Checks Business Rules Variance Rules and Warnings automated in my payroll HR system CalSTRS does not require you to automate these within your system however CalSTRS strongly recommends that you consider it Many of these are basic file formatting and valid value rules that can be coded into your system If you would like more information about this possibility contact CalSTRS Employer Reporting Project at ERP CalSTRS com Top Do I have to fix all of my Integrity Check Business Rule Variance Rule and Warning errors Yes you are responsible for correcting each error with the exception of warning errors However to transmit the file to CalSTRS you will only need to correct certain errors On the File Summary page there is a Correction Required column that indicates whether that particular error must be corrected prior to transmission to CalSTRS If you transmit a file to CalSTRS with errors you are still responsible for correcting those errors Pursuant to Education Code Sections 23006 and 23008 CalSTRS may assess penalties for late or erroneous reporting You have 60 days after discovery or notification by CalSTRS to submit adjustments Any adjustment not received or received later than 60 days may be subject to penalties Secure Employer Web Site Frequently Asked Questions Q3 A Q4 Q5 Q6 Q7 I m having trouble with an error who should I contact for help If you are a Report Unit contact your C
23. o the Employer Notification link mean The number in parenthesis is the number of new notifications for the current calendar day that were not initiated by the Report Source Unit logged in Top How long are notifications displayed in SEW Notifications are retained and viewable in SEW for 2 year after the original notification date Top REAP Understanding REAP How do get access to REAP functionality within SEW SEW users must have their Employer Administrator grant them access to REAP functionality Click on Help on the SEW home page to find your Employer Administrator contact information Top Secure Employer Web Site Frequently Asked Questions Q2 Q3 Q4 Can I make updates to CalSTRS records by using REAP functionality within SEW What kind of updates can I make Yes if you have REAP Update access You can use REAP update functionality to change names establish CalSTRS accounts and change CalSTRS account status for your employees Top Can I use REAP functionality to fix certain business rule errors on my F496 file Yes if you have REAP update access you can fix business rule errors related to name and CalSTRS account status mismatches You can also fix business rule errors related to unmatched or incomplete CalSTRS accounts e g business rule error MO B001 No Account for Tax ID Refer to the SEW F496 Contribution File Specification 3 0 or the SEW Voluntary Deduction File VDF Specification within the Dat
24. ounty Office of Education for problems troubleshooting an error If you are a Report Source contact your MAS Representative or EmployerHelp CalSTRS com Top Can CalSTRS correct my Integrity Check Business Rule Variance Rule and Warning errors CalSTRS can help you troubleshoot and suggest how to correct your errors but the system will not allow us to make the corrections You are responsible for submitting timely and accurate retirement data Top have DB error MO 1017 type code invalid or CB error VD I001 Record Type code invalid but cannot find the error within the File Details section in SEW Where will find information This error is not displayed within the File Details page on SEW since CalSTRS cannot determine what type of line it is This specific error is listed within the downloadable File Detail report PDF only You can access this report by clicking on Download Detail Report at the top of the File Details page and selecting the PDF option Top Will fixing my Integrity Check Business Rule Variance Rule and Warning errors impact my exception count Yes the Business and Variance Rules will have a direct impact on your exception counts Correcting all of your errors will significantly reduce your exception counts However SEW does not contain every Business Rule that we apply to your F496 during final processing You may have additional errors exceptions after your file goes through final processing at CalSTRS Top
25. our Report Units initiated Top What DB status changes create a notification Employer Notifications occur when updates have been made to a member s status OR status date All employers reporting that individual within the current fiscal year or prior year will receive notifications The updates that trigger notifications fall into three categories gt Changes trigger a notification of a membership status change or an effective date change With certain membership statuses you may receive 2 notifications for an effective date change e g changing a retirement date creates a notification when the date is withdrawn and a notification when the new date is entered gt Additions trigger a notification when a status is added to an account gt Deletions trigger a notification of the cancellation of a status and return to the prior status and the prior status effective date e g service retirement application cancelled Top Who should be receiving a notification of a status change On the date a status change occurs all affected Report Sources and Units are eligible for notification if they have either submitted a Contribution Line to CalSTRS for an affected employee in the current fiscal year or submitted a Contribution Line to CalSTRS for an affected employee in the prior fiscal year Top How often is SEW updated with new notifications SEW will post any new status changes every 30 minutes Top What does the number in parenthesis next t
26. receive the message No more than xx uploaded files can be present What should I do Is CalSTRS accepting test files Transmitting Files Understanding the Transmit Files Process Q1 Q2 Q3 Q4 How do I transmit files How long should the transmit file process take can t transmit an Accounts Receivable file what do do Can transmit the Remittance Advice from the Secure Employer Web site Secure Employer Web Site Frequently Asked Questions Q5 Q6 Q7 There is a transmission confirmation screen that says I m going to get penalized for transmitting a file with errors is this true What types of files can report units transmit If a report source is transmitting an MR87 VDF or F496 for their report units then how do the report units view only their reports Active Files Understanding the Active Files Tab Q1 Q2 Q3 Q4 Q5 Q6 Q7 Q8 Q9 33 66 What does processing integrity checks processing business rules and processing variance rules mean in the file status column within Active Files What does the Processing Complete mean in the file status column within Active Files Why hasn t my file status changed from processing How long should my file take to process once it has been uploaded What does excessive errors mean in the file status column within Active Files My file status is ready to transmit How do I transmi
27. sers There are multiple links throughout the Web site to find the security form The Forms link on the Home page and the Terms and Conditions page found here https sew calstrs com CalST RSSewWebUI WebUISupportFiles HtmlFiles term s aspx contains links and instructions to the required security form A registrant also receives an email notification after completing the registration process The email contains a link to the Terms and Conditions page Top Can use my Remote Employer Access Program REAP Virtual Private Network VPN or CalSTRS com Employer Secure Site password to access the Secure Employer Web site No to access the Secure Employer Web site you will need to complete the registration and security forms that your Employer Administrator provides and complete the on line registration process You will be able to pick a Secure Employer Web site user ID and password Top How do change my password or Email There are a few ways to change your password or email address If your Username and Password are currently working correctly you can select My Account and Edit This brings you to an account information page that allows you to type a new password or email address If you forgot your password click on the forgot password link on the login page If you are locked out of your account contact your Employer Administrator He or she will be able to reset your password You will receive an email with a temporary password Top
28. ssage Q3 How do know when I have a new Secure Message Online Corrections Q1 I made some corrections last month and now I m seeing the same errors this month What went wrong Annotations Q1 What is an annotation Q2 How do I know if my file line or report has an annotation Q3 How do I view an annotation Q4 Is there any way to tell who made an annotation Q5 How do ladd an annotation Q6 While viewing my list of Files see an annotation bubble However when view the File Summary there is no Annotation what happened Variance Q1 If my cash matches my F496 Report why do I have variances Q2 If one of our employers cannot collect contributions from a member do we have to pay CalSTRS the full amount Q3 What if one of our employees quits and we cannot collect from them Why do we have to pay CalSTRS Q4 Should we report lines even when we haven t collected member contributions Q5 What will happen if we report a line with no member contributions Q6 What kind of detail will we get when CalSTRS finds a variance Q7 Will CalSTRS give us resources to research variances Secure Employer Web Site Frequently Asked Questions Q8 How does CalSTRS actually calculate the contribution variance Q9 To which number on the variance reports should my 496 report total reconcile Q10 Will there be a threshold for variance amounts on a line for a reporting period or for the reporting source overall
29. t my file within the Active Files tab What does corrections required mean in the file status column within Active Files What does the Correction Required check mark mean on the File Summary page What does the Recheck My File button mean on the File Summary page Reports Viewing and Downloading CalSTRS Reports Q1 Q2 Q3 Q4 Q5 Q6 How will know I have a report available for viewing How do I download or view a report How do I open or unzip a compressed report file Can get a list of the different type of reports are available How can I determine which reports are related to my MR87 F496 VDF and Match Files I am a Secure Employer Web site user authorized as a Report Unit why can t view certain categories of reports in the View Reports page Secure Employer Web Site Frequently Asked Questions Q7 Fm searching by Social Security Numbers SSN in the File Detail screen and it s taking a long time Is something wrong Defined Benefit Program Information for Defined Benefit Employers Q1 Can Iview past exception reports Q2 transmitted an F496 and have not received variance reports What should I do Cash Balance Program Information for Cash Balance Employers Q1 Can Cash Balance districts report directly through Secure Employer Web site Q2 Can Cash Balance employers make online corrections Q3 Can Cash Balance employers submit a Remittance Advice using SEW Match Fi
30. tically Refresh the page by clicking on Search within Search Criteria Top Secure Employer Web Site Frequently Asked Questions Q5 Q6 Q7 Q8 How long should my file take to process once it has been uploaded Depending on the size and current Web site utilization an F496 file should normally finish processing between1 to 3 hours It is possible that your file will take more than 3 hours to process If a file remains in processing status for longer than 24 hours and you have refreshed the page by clicking on Search contact EmployerHelp calstrs com or 916 229 3570 Top What does excessive errors mean in the file status column within Active Files If your Monthly Report F496 Supplemental Report F496 Partial Monthly Report F496 Partial Supplemental Report F496 has 50 000 or more integrity check errors the status reads as excessive errors You will receive File Summary information about your file no detail information is generated and your file is not available for viewing in the Secure Employer Web site Use the File Summary information to make the necessary corrections and upload a new file Top My file status is ready to transmit How do I transmit my file within the Active Files tab Click on the file name and scroll to the bottom of the File Summary page A Transmit File button appears at the bottom of the page Click on Transmit File You will receive a confirmation message that indicates
31. to only their information This is only applicable for MR87 reports if the MR87 file transmitted by the report source includes report unit numbers Report sources will continue to be able to see all of their report units information In this instance Report Source submitting a file for a Report Unit the Report Unit uses the View Reports link to see the reports Top Active Files Understanding the Active Files Tab What does processing integrity checks processing business rules and processing variance rules mean in the file status column within Active Files The Monthly Report F496 Supplemental Report F496 Partial Monthly Report F496 Partial Supplemental Report F496 Cash Balance VDF File or Partial Cash Balance VDF File you just uploaded is being subjected to the integrity checks and business rules and variance rules for F496 When complete you will be able to access information about the file you just uploaded and any errors or warnings that are present on the file Top What does the Processing Complete mean in the file status column within Active Files This is the status assigned to a Partial Monthly Report F496 Partial Supplemental Report F496 or Partial Cash Balance VDF File when it has completed processing These types of files cannot be transmitted to CalSTRS Top Why hasn t my file status changed from processing The status displayed next to your file does not update automa
32. to the 5 other variance reports You may import the information into MS Excel or Access to research current or aged variances If additional help is needed you may contact AccountControl CalSTRS com Top Secure Employer Web Site Frequently Asked Questions Q8 Q9 Q10 Q11 How does CalSTRS actually calculate the contribution variance The system uses the information from each line on the F496 and through a series of edits and other business logic recalculates the contributions due from member and employer We then match the calculated amount due to the amount of cash that was remitted by counties for contributions for that reporting for a period A reported variance is the difference between the contributions reported on the F496 report and the contribution amounts calculated by CalSTRS The annual variance is the accumulation of all variances within a specific fiscal year Top To which number on the variance reports should my 496 report total reconcile The Employer should reconcile their contributions to CalSTRS calculations of amounts due based on their F496 supplied information CalSTRS provides tools to determine what the Employer has reported and remitted verses what CalSTRS has calculated through monthly variance reports If there are differences the Employer is responsible for either correcting the line in contention or remitting the difference If the difference results in an overpayment the Employer ma
33. will change to Check Required Use the Recheck My File button to reprocess the file and prepare it for transmitting to CalSTRS Top Secure Employer Web Site Frequently Asked Questions Reports Viewing and Downloading CalSTRS Reports How will know I have a report available for viewing In your user profile you can choose to receive an e mail notification when reports are posted You can also check the View Reports link on the Web site Refer to the CalSTRS Secure Employer Web site User Manual for additional information Additionally your Employer Services Representative may notify you personally when a new report requires your attention Top How do download or view a report Select View Reports from the home page and follow the on screen instructions Some reports associated with specific files are available by clicking on a file under Manage Files link and clicking on the Associated Reports number For more information review the CalSTRS Secure Employer Web site User Manual Top How do open or unzip a compressed report file If you have Windows ME or XP or Apple OS X just double click on the zip file or folder The Zipper is Windows XP s way of indicating that the file or folder has been zipped Once you double click on that file or folder it should open like a regular file or folder on your computer If you don t have Windows ME or XP or Apple OS X you need to download and install a special piece of software t
34. y adjust the next month s remittance accordingly accept at the end of the fiscal year Top Will there be a threshold for variance amounts on a line for a reporting period or for the reporting source overall Currently CalSTRS will report back to the Employers any variance of 02 cents or more per line Currently there is no threshold for a reporting period We require that the Employer pay all contributions calculated by CalSTRS therefore it is in the Employer s and the Member s best interest to correct the corresponding lines However CalSTRS current practice is to adjust any annual variance for contributions at the end of the fiscal year where the total variance is 10 00 If you have questions on how to correct errors on a line please contact your Member Account Services Representative Top What should I do if forget to send a remittance advice for a payment Remittance advices should be sent via SEW on or before the date of deposit CalSTRS utilizes the remittance advice in many ways but most importantly to post the remittances to the report period you have identified therein if possible If you forget to send a remittance advice for a payment contact AccountControl CalSTRS com Top Secure Employer Web Site Frequently Asked Questions Q12 A have an underpaid variance but do not have time to research it yet do you recommend that pay the amount now CalSTRS requires cash to be remitted for all cal
35. your file was successfully transmitted to CalSTRS Top What does corrections required mean in the file status column within Active Files Your file has integrity check or business rule errors that must be resolved before you can transmit it to CalSTRS for final processing You can view information about the errors on your file by clicking on the file name The File Summary page lists the total number of errors by error type If you click on View File Details at the top of the File Summary page you can view detailed information at the line level for every error Use this information to make the necessary corrections and upload a new file or if you have the permissions make the corrections directly in the web site Top What does the Correction Required check mark mean on the File Summary page Any integrity check business rule variance rule or warning with a check mark means that it must be resolved before you can transmit the file to CalSTRS for final processing If you click on View File Details at the top of the File Summary page you can view detailed information at the line level for every error Use this information to make the necessary corrections and upload a new file or if you have the permissions make the corrections directly in the web site Top What does the Recheck My File button mean on the File Summary page If you upload a file and make corrections to errors using the Secure Employer Web site your file status
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