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September 1, 2014 - ABA Retirement Funds

1. ako ka i ES E gt Cancel Clear cave hew Enrollment Meat By clicking on a participant s name you can link to the Participant Update section to view or update participant information Contribution Payroll Input Screen Fields Some columns will have drop down selection lists these will differ based on your plan settings and permissions Many of these values can be changed on this screen Screen Options e Click Cancel to leave the Pending Batches screen and return to the Contribution Setup screen e Click Clear if at any point if you want to clear all of the entered values Payroll Administration will reset all dollar amounts e Click Save to save the data and go to the Participant Batch screen e Click Next to submit the batch and go to the Participant Batch screen If there are any errors it will be noted on that screen e If applicable to your plan you can click New Enrollment if you have contributions for a newly eligible participant This button will direct you to the Participant Enrollment screen Once the enrollment is complete you may continue entering payroll data on the Contribution screens Once you have clicked Save or Next on the Contribution Input screen you proceed to Pending Submitted Batches to view your file for errors or warnings see the next section If you re using an Imported Contributions File e The Contribution Input s
2. 22 Add ES Participant Batch Participant Pending Submitted Loan Enrollment Update update Batches Repayment Current Plan 555555 RETIREMENT SAYINGS PLAN Do you want to import a file C Yes C No For Internet Explorer users The import feature requires Internet Explorer 7 0 or higher You can download the most current version for free at http fwww microsoft com Screen Options e Click Yes and Next to go to File Browse screen Please see Working with Batch Files and Templates for instructions e Click No and Next to go to the Contribution Set up screen e Click Cancel to leave the Contribution section and return to the Welcome screen 08 21 2014 Page 23 Payroll Administration User Guide Contribution Set up Screen Each time you enter the contribution section you will be asked to provide the following Batch Name Payroll Date Display Active Participants Only Optional Copy Payroll Data From Optional Source Selection E Add 38 Participant SE Balxh Participant BE Contribution i Pending Submitted ES Loan Enraliment Update Update Batches Repayment Current Plan 555555 RETIREMENT SAVINGS PLAN Enter the following details before you proceed ta the Contributions Please make sure pou enter the correct payroll date within the Contribution sacdan The pavroll date is used to carifwv Current vs Prior Year contributions as it applies ta the IRS Limits Batch Name Payroll Date Month Day Year
3. Display Active Participants Only F Copy Payroll Data From 7 The following Sources are available and wil be included in your batch unless you remove them by unchecking the checkbox ke ROLLOVER W EE PRE TAX lv EE PRETX SPL Contribution Set up Screen Fields Batch Name This required field is used for memo purposes only It allows you to enter a description for the payroll you are creating so the description name is entirely your decision For example it may be helpful to differentiate between your hourly payroll and salary payroll Payroll Date These required fields contain the date that payroll was run You must enter a date in these fields Note Please use the correct plan year payroll date when remitting contributions The payroll date is used to clarify Current vs Prior Year contributions as it applies to the IRS Limits Display Active This field indicates that only active participants should be displayed in a contribution Participants Only batch This box is checked by default you can uncheck the box to view all 08 21 2014 participants Page 24 Payroll Administration User Guide Copy Payroll Data From This field contains a drop down list of previously submitted payroll files may not appear depending on plan settings You can choose to create a new payroll and copy the financial data from your last payroll This may be helpful if your payroll does not contain many changes This data can include ho
4. Sponsor Resources teri nien Your psp bon cleebe Lige PI ect IRET Oe z 7 145 E liy a i Tere ele S et PlanFIRST H C inre Forum nore Pies Teen r gun alicipaen amd indugi g a Fate fave irqapanteaort nrum Cor iru latu nm egal aei r gul losy dai ril ple Eur if a pep ewm inggedeler com ELDER il Elimi Fi Parbogani V Neb Mes saging Lit Dra erret of Lisa f Online Privacy Vaya Security Prai Note Y TD Cur imaia ABC Company g with employees bete ni den vri retirement Pee Af Z Wait Ls HEFE Cum B News Center Ammian Taccpesyer Riel Act of NU be Pm Fath Facil mn s 2i mandi Phe ranas T Let auc pesrawrna wise AU heey as Access a specific plan from the Home page by clicking on the plan name in the Relationship Summary or My Top Plans section or performing a quick search using the plan name or number My Top Plans DC Plans Plan Name ABC SAVINGS AND INVESTMENT PLAN ABC BARGAINING SAVINGS amp INVESTMENT PLAN DC Plan Total Relationship Plan Number 627001 627002 2 Plans Edit Top Plans View All Plans Total Balance 113 036 255 61 115 124 500 85 237 230 796 47 View All Participants gt gt Page 10 Payroll Administration User Guide 6 After you select the plan you will see the Plan Summary dashboard VOVA ABC Company Home Profe Hep Comza Us Leges ABC SAVINGS AND RETIREMENT PLAN Rel shonehip Summary Fila
5. Payme nt xr p SE Geste Principal Expected c c tt Name SSN Loan Status Loan 3 ay eee Amount 9334 66 84 46 Loan Input Screen with all Loan Statuses The participants will be sorted in alphabetical order by last name You can also sort by SSN by double clicking the SSN column heading 08 21 2014 Page 39 Payroll Administration User Guide Some columns will have drop down selection lists these will differ based on your plan settings and permissions Many of these values can be changed on this screen Fields You may update the following field Payment Amount The Payoff Amount if applicable and Expected Amount are highlighted and underlined in green You can manually enter the payment amounts or you can select the payment amounts automatically by clicking either the Payoff Amount or the Expected Amount Multiply Payment This button provides a drop down list with values from 1 9 For example if 2 is Amounts by selected the payment amount for all participants will be multiplied by two Select the multiplier value to use for the payment amount Then click the Multiply Payment Amounts by button If you select Payoff Amount for a participant loan or enter the payoff amount in the payment field a PAYOFF image is displayed Payment Amount You can change your selection however the last selected amount is the one displayed in the input box Screen Options e Click Next to proceed to Pending Sub
6. VOYA Security Questions You are seeing this message because you are using aur enhanced login security system In certain situations we will ask you to answer several security questions to ensure the identity of the person accessing this account Please answer the security questions below iauestinan 1 What street did your bestfriend in high school live on Enter full name af street only Answer 1 PT Question 2 What elementary school did you attend Answer 2 PT Question 3 What is the middle name af your oldest child Answer 3 PT Save Time Register this computerdevice to skip these security questions next time you sign in We recommend that vau only register computers or devices that are private such as your home computer Cancel Submit 6 On this screen you have the option to register the device you are currently using If you register this device you will not have to answer the security questions the next time you log in from that device only the user ID and password will be needed for access Non registered devices will require that security questions be answered correctly upon login Save Time Register this computer or device to avoid answering these questions the next time you log in We recommend that you only register computers or devices that are private such as your home computer 08 21 2014 Page 4 Payroll Administration User Guide 7 Onthe next screen you will receive confir
7. required Email Participant e mail address not required Last Name Required First Name Required Date of Birth Format MMDDCCYY required Address Required City Required State Required Zip Postal Code Required Country Defaults to United States of America Status Indicates the participant status under this plan This field is maintained by Voya Date of Hire Format MMDDCCY Y required 08 21 2014 Page 15 Payroll Administration User Guide Screen Options e Click Next to verify data and continue with the enrollment e Click Clear to empty all the fields on the screen without saving them e Click Cancel to cancel the enrollment and return to the Welcome screen Edits Warnings The system has been designed to make your job easier If you forget to update one of the required fields a message will appear on the screen For example if you do not enter a date of hire a message will appear at the top of the screen in red that states Please correct the following error s Hire Date is Required aa Aid sa Participant ssBatch Participant ss Contribution ssPending Submitted Ef Loan Enrollment Update Update Batches Repayment Current Plan 555555 Retirement Savinas Plan Participant Enrollment Please correct the following error s e Hira Date required SSN 11122124 Last Name Brady First Name Thomas Address 12 Patnot Way City Anytown State MA D Zip Postal Code Country United States
8. NJ gt Zip Postal Code 212341610 Country United States of America sl J4 Eli ible Not Farticipate Date of Birth 01 lot 1979 Date of Hire 01 bh 2012 BANT E Termination Reason Do you want to make the participant active e Has the participant elected the Morningstar Managed Account Program all dates are in rmim dd ccyy format 08 21 2014 Page 19 Payroll Administration User Guide au Add am Participant SS Batch Participant SS Contribution zs Pending Submitted ax Loan Enrallment Update Update Batches Repayment Current Plan 555555 Retirement Savings Plan m Participant Update SSN Last Name DOE First Name JANE AO Address ONE HOMETOWN City ANYTOWN State MD Zip Postal Code 2 12341610 Country United States of America Status 00 Active And Eligible Date of Birth 11 ba 1976 Date of Hire 12 fis 2009 E Termination Reason all dates are in mm dd ccyy format Next Clear Cancel Participant Update Screen Fields In addition to the basic demographic fields entered at enrollment such as name and address this screen provides the opportunity to update the following fields Termination Date if applicable The date of termination Termination Reason Reason for the termination e Retirement e Permanent Disability e Death e Voluntary Termination Screen Options e Click Next to continue the updat
9. Screen Options e Click Create New Template to go to the New Template screen e Click Delete Existing Template to delete the template selected from the drop down tab e Click Next after selecting an existing template to advance e Click Cancel to return to the previous screen New Template Screen You ll see this screen if you selected Create New Template It is used to create a new template for an imported file When creating a new template the following rules apply e New template name has a maximum of 20 characters e A maximum of 50 templates can be saved per plan e Optional data elements enabled for Enrollment will also be displayed The override name for the optional data element will be displayed e A value of Not Applicable will also be displayed to exclude any columns from the imported file e At any time while you are EIS a template you can click the Save button to save your ila odd i SE Pa articipant SS Batch Participant SS Contribution E pending j Submitted zz Loan allme Update Update Batches Repayment Current Plan 555555 Retirement Service Plan ew Template Name Headers No Headers Trailers No Trailers Select the appropriate heading from the drop down list far each column To bypass a column select Not Appia Es ane mee sse mee Eege Firstname Mo Lastname Address City Sta 22227272272 Jahn e M Smith 401 Atrium Drive Somerset NJ 333333333 Jill D Jacksan 402 Atr
10. 08 21 2014 Page 46 Payroll Administration User Guide Loan Repayment Import Formatting Rules All fields cells should be formatted as text In MS Excel a green triangle indicator in the cell signifies that you have stored values as text Comma Separated File CSV Files must be comma delimited Quotation marks must be removed from any values containing either single or double quotation prior to being imported Fixed width files are acceptable The same formatting rules apply to each field as Excel or CSV Contributions can be included on the same spreadsheet as loans but will need to be imported separately using the Contribution function For an example of this click the Contribution View Sample File PDF file link on the Contributions Import screen A stand alone spreadsheet for loan repayments is required if a participant repays more than one loan number at a time Import multiple payroll dates separately If there are header trailer lines they must be identified when creating the template Rows must be consecutive Remove any blank rows Refer to the loan amortization schedule for the payment amount and loan number Payments must be the exact payment amount or an exact multiple of the scheduled repayment Negatives and adjustments are not permitted to loans Data Fields and Formatting Fields cells should be formatted as text Social Security Number e Must contain nine digits e Leading zeros must be incl
11. Cancel to return to the Welcome screen Select the file and click Print to print a copy of your pending submission file This will open a window containing report sort options See Printing a Batch for more details Select the file and click Delete to delete a pending batch Submitted batches cannot be deleted 08 21 2014 Page 29 Payroll Administration User Guide Confirmation and Remittance Screen This screen allows you to review batch information and select remittance method if allowed for your plan aa AGO SS Participant SS Contribution sa Pending Submitted zz Loan Enrollment Update Batches Repayment Current Plan 555555 RETIREMENT SAVINGS PLAN Please be advised that sufficient funds must be in your bank accaunt before you submit funding Please ensure all information i correct and select finish to process Batch Name 2010102 0 C Plan 555555 Plan N l an ames RETIREMENT SAVINGS PL Bank Name BIG BANK Payroll Date 2010 10 20 Account No 999977777 Payroll Sequence Number 1 AGA d rimum User Id SPAYXX01 mmm Totals by Contribution 7498 62 Loan Repayments 0 00 Funding required for ACH EFT 7496 57 Pending Batch Pre Confirmation Screen Note Ifforfeiture offsetting is set up for your plan you will see your forfeiture balance by fund source on this screen Forfeitures represent any non vested amount that a participant forfeits due to a termination The forfeiture amount will be direct
12. Details ROTH ROLL R LLOVER i PRE TAX ER MATCH ER PROFIT 08 21 2014 Page 31 Payroll Administration User Guide All errors must be corrected before the file can be submitted for funding To view and correct the errors select the batch and click Edit ZS Add 21 Participant fi Batch Participant H Contribulbipn M Submitted FF Loan Enrolment Update Update Rue payrment Current Plan 555555 RETIRE MENT SAM NGS PLAN 555555 cont test 2010 08 31 Please select View Error Messages below to see errors By selecting a division location you are temporaniy changing the bank account from which the funding for this Contribution is oming from This divisson location will not be updated on the participant record through the Contribution batch To permanently henge a partiapant s division location use Participant Update lease note If you are required to update participant Current Penod Hours with your contributions the Hours will only update on recordkeeping system after the batch has been fully submitted and finished EENE xx2108 p GD Y Lxxxx7899 LC SERGE ixxxxx 718 0 00 xxxxx7050 0 00 MEM kxxxx7701 0 00 bxxxx7B59 poo XUI hxxxxBO07 0 00 poaxxx8005 CH aS OE a a EE View Error Meatages fy clicking on a participant s name you can link to the Participant Update section to view or update participant nformation Pending Batch Edits E Note If you edit a pending batch you must confirm that the batch h
13. M iles D Arum Drive Somerset NJ correct a field 58 Gm Li Wiew Error Messages Click SAVE to store template ar a NE Cancel All errors must be NEXT to save and continue corrected before the file can be saved Click the Save button t save EDS EUN NN 3 button to resubmit changes to the template the file Error message after data validation Fields e All fields can be edited on this screen by clicking on the field Screen Options e Click Next after correcting errors to re validate and save if there are no errors e Click Cancel to return to the File Browse screen e Click View Error Messages to open the Error Messages screen 08 21 2014 Page 54 Payroll Administration User Guide Error Message Details Screen Error Messages Batch Loans Batch Name 08 08 2010 Payroll Date 2010 06 08 Payroll Seq 1 Error messages are displayed in red while warning messages are displayed in blue Error Message ILNDO2SSE Interest to apply LH333 exceeds LH330 Hame PARTICIPANT JOE SSN 111222333 Select the D NE button to close this window Select the PRINT button to print the error messages Error Message details This screen opens in a new window to display the errors from the imported file Use these messages as a guide to errors They can be corrected by clicking in the fie
14. contained in the import file Options include No Headers default and the values 1 9 When the file is imported these header fields will be ignored to obtain the file data They will still appear on this screen to help you select the column headings They will no longer appear after you click Next Select the number of trailer rows contained in the import file Options include No Trailers default and the values 1 9 When the file is imported these trailer fields will be ignored Check this box if the imported file has implicit decimals If your file has decimals leave this box unchecked Select a heading name for each column from the drop down list The list consists of the basic information such as name and Social Security number all the optional fields for the plan and an entry for each available source in the plan To bypass a column including name select Not Applicable e Click Save to save the template e Click Next to save the new template and perform validations See the section below for possible error messages and their meanings This step also removes formatting marks from the imported data e Click Cancel to return to the previous screen 08 21 2014 Page 51 Payroll Administration User Guide Map Column Header Screen If you import a file other than an Excel or csv you will see a screen to select columns to appear in your new template Tou ran select an existing template or create a new template by sel
15. e Review the information on the screen and click Finish to complete the update e Click Make Changes to return to the previous screen and edit the information e Click Cancel to return to the Welcome screen without saving changes Participant Update Confirmation After clicking Finish you will see the Participant Update Confirmation screen ES Add os Participant se Batch Participant ES Contribution s Pending Submitted Loan Enroliment Update update Batches Repayment Current Plan 555555 RETIREMENT SAVINGS PLAN The Participant update has been successfully completed 55N 222222222 Name DOE JANE M Participant Update Confirmation Screen Screen Options e Click Next Participant Update to enter changes for another participant e Click Done to return to the Welcome screen 08 21 2014 Page 22 Payroll Administration User Guide Contributions Overview The Contributions section allows you to enter payroll contributions This section includes the functions e Importing a contribution file e Contribution set up screen e Entering payroll data Importing a Contributions File If the plan has Contribution File import activated the first screen will be an option to import a Contribution file After successfully importing a file it will be added to the Pending Submitted Batches list where you can make final edits before manual submission To use the Import File feature you must use Internet Explorer version 7 0 or higher
16. package typically available So only large corporate prior io formally amending the Plan if not National Conference of Ear Presidents resremant pars This leverage allows mie Program Ip provide D opu b Gone 2015 Midyear Meeting Tk 08 21 2014 Page 7 08 21 2014 Payroll Administration User Guide 3 Click on Sponsor Web Login Does your firm s 401 k feature no out of pocket expenses Hore Aue Mir Ge d un Prog am bees lies dr Fash nance Lees Spies Pan Dien Laine Conbact Us Da yeu hire qieationa 800 737 5313 IE TULERIT ES TTE available Welcome Ad ministrators B DO a m 8 00 p m E B T ABA Retirement Funds Visit Sponsor Web Visit ePAG Sponsor Web dommer known as Sponsor Comnech is suite cf powerful Web based appescatiens tor plan grees you mstant dag pcbes to fhe essential administrators 0 manage plan activ andi share data wih information tools and Torms you need as a Plan the ARA Fe etipemant Funds Program Adminestrator Go t SG Please click bang for a virtual tour describing the features and Serveces available through Sponsor Connect First Time Ugart Access io Sponsor ab rs password prolaciad and requires authanzaion Flease complete tna Sponsor Web Actvalion Request Form sae the lini below the form re interacts so ypu can complete H right ian your deskiep before pining aul fee signature scan it and e mail it ta the Program al nach Dr tt Can Sponsor Web Password Reset Option IT ou are a S
17. the appropriate heading from the drop down list for each column To bypass a column select Not Applicable Address 401 Atrium Drive Somerset 333333333 Jill B Last Name 402 Atrium Drive Somerset 444444444 George ID First Name 403 Atrium Drive Somerset Middle Init Address Address Click SAYE NEXT to sa Selecting the Column Headings 08 21 2014 Page 50 Payroll Administration User Guide SE Participant ss Batch Participant ER Contribution SS Pending Submitted 55 Loan Update Update Batches Repayment Current Plan 555555 Retirement Savings Plan New Template Name Headers No Headers Trailers No Trailers Select the appropriate heading from the drop down list for each column To bypass a column select Not D a f 4 Ee s select d a select sir select LastName mF select d a select SE SSN Firstname Mo Lastname Address City ES EEEE John e Smith 401 Atrium Drive Somerset 333333333 Jill E Jackson 402 Atrium Drive Somerset 444444444 George D Miller 403 Atrium Drive Somerset Click SAYE to store template or EU Ye EE NEXT to save and continue Selecting the Column Headings in a File Using Headers Fields You may update the following fields New Template Name Headers Trailers Check Box if Dollar Amounts Have an Implied Decimal Column Headings Screen Options Enter a name for the new template Select the number of header rows
18. the box labeled Display Active Participants Only e Participants with a terminated status will not appear as a participant in the list To address this uncheck the box labeled Display Active Participants Only e Care should be exercised when submitting contributions for a prior year in order to ensure that the proper Payroll Date is showing for example when sending 2013 contributions in 2014 the Payroll Date should be 12 31 2013 e fanerror message occurs or if a batch contains an error please send Voya an e mail or call 800 752 6313 to indicate the exact error message you have received It would also be helpful to include any other pertinent information such as participant data amounts sources and payroll dates 08 21 2014 Page 57 Payroll Administration User Guide System Security Summary Our Internet security strategy protects corporate and customer assets from unauthorized access at all times and monitors activities of both insiders and outsiders to ensure that customer data is protected from Internet abuse In recognition of the fact that the Internet is a fast changing environment and new threats are always emerging we contract with outside firms for scheduled and as needed security audits of our Internet security architecture and implementation Security Design All Internet servers are protected by firewalls The firewalls support a configuration commonly referred to as a DMZ This configuration lets the
19. will expire after 30 minutes of inactivity After 25 minutes the following message appears Microsoft Internet Explorer X c i Your session is about to time out in 5 minutes vp Click OK iF mare time is needed Current time is Friday January 26th 2011 10 37 47 4M on Click OK to continue working or Cancel to allow your session to expire 08 21 2014 Page 59
20. Administration is an easy to use contribution processing tool This electronic payroll interface automatically reconciles the data you provide with aur record keeping system giving you complete control over payrall contribution processing accuracy Launch Payroll Administration Terms of Uses Online Privacy Yoya Security Privacy Motice 2014 soya Services Company All rights reserved Voya and soya logo are registered trademarks of Voya Services Company 08 21 2014 Page 12 Payroll Administration User Guide 3 You will see the Payroll Administration Welcome Screen VOYA zs Add SS Participant SS Batch Participant as Contribution SS Pending Submitted Enrollment Update Update Batch Home Help Close PAYROLL ADMINISTRATION Payroll Administration 555555 Retirement Savings Plan Select an operation from the navigation bar at the top of this page Payroll Administration Welcome Screen Note Browser popup blockers should be disabled to run the Payroll Administration application Once in the Payroll Administration application your user ID and password will determine which retirement plan s you may access Contact the Program with any questions regarding login If you have access to only one plan you will go directly to your plan s Welcome screen If you have access to multiple plans you must choose one on the Welcome Screen by clicking on it Logging Off To log out of Payroll Administration click Close in
21. Ns must be a full nine numeric digits for the search to function Batch Participant se Contribution ss Pending Submitted Loan Update Batches Repayment Current Plan 565555 RETIREMENT SAVINGS PLAN Search for a Participant Please enter a Participant Lest Name x sur 08 21 2014 Page 18 Payroll Administration User Guide n Contribution tPendeg Submitted D Loan hatches Repayment Current Plan 555555 RETIREMENT SAVINGS PLAN Select a Participant 55 Name C 111111111 SMITH JAMES 222202212 SMITH JANE C 3313131333 SMITTY JOHN 5424444444 MITZ JOE Participant Selection by Name e Select the participant and click Next to continue the update e Click Cancel to return to the previous participant search screen Participant Update Screen When processing participant demographic updates you will be shown data entry screens populated with the current data To update the data simply overwrite the current field data Note If the employee is eligible to participate in the plan and not enrolled they may be enrolled on this screen if applicable for your plan ss Admin ae Add aa Participant ss Batch Participant ss Contribution ss Pending Submitted ss Loa ss Reports Enrollment Update Update Batches Repayment Current Plan 555555 Retirement Savings Plan Participant Update SSN 222222222 Last Name Doe First Name Jan rr Address One Hometown City Anytown pO State
22. Once you create at least one template for a transaction you can keep using it over and over If you make a change to your data file you ll need to make a corresponding change to the template or create a new one Importing a File The following Payroll Administration functions allow file import but these can vary according to your plan setup e Add Enrollment e Batch Participant Update e Contribution e Loan Repayment The instructions below can be followed for any of these functions The examples shown are for Enrollments ee Participant SiBatch Participant SS Contribution ssPending Submitted zz Loan Update update Batches Repayment Enrollment Current Plan 555555 RETIREMENT SAVINGS PLAN Do you want to import a file C Yes C Na For Internet Explorer users The import feature requires Internet Explorer 7 0 or higher You can download the most current version for free at http www microsott con File Import If active the first screen upon clicking Add Enrollment will be an option to import an Enrollment file To use the Import File feature you must have Internet Explorer version 7 0 or higher For each function select Yes when asked if you want to import a file 08 21 2014 Page 41 Payroll Administration User Guide File Browse Screen For any file import the file must following the rules below e The file type must be one of the following formats e Excel spreadsheet xls xlsx and xlsm
23. Payroll Administration User Guide Existing Template Screen If you select an existing template you will see the screen below Existing templates can be modified and saved Simply make any changes you need to make to any editable field just as in the new template Screen ae Add Participant SS Contribution SS Pending Submitted SS Loan Enrollment Update Batches Repayment Current Plan 555555 Retirement Savings Plan Existing Template Standard Headers No Headers Trailers No Trailers This template can be modified by selecting a new heading from the drop down list To bypass a column select Not pet tor Ems d s First Name zs i Middle Init dee Last Name dps a ba City Sta Ssh FName Name MName Mame LName Name Address city Ha 145820001 John M Smith 401 Atrium Drive Somerset 145820002 Jill A Jones 402 Atrium Drive Somerset 145820003 George D Miller 403 Atrium Drive Somerset Click SAVE to store template or MEXT to save and continue Existing Template Screen Fields Existing Template Template name Headers The number of headers can be selected Trailers The number of trailers can be selected Note If you previously had Plan Entry Date within your template it will now show as N A since you no longer need to enter it the system will automatically assign the current date Screen Options e Click Next to perform validations and save the new template See the
24. September 1 2014 Copyright Copyright 2009 2014 Voya Institutional Plan Services LLC All rights reserved No part of this work may be produced or used in any form or by any means without the express written permission of the copyright owner All information in this document has been included for its instructional value While every precaution has been taken with its preparation the copyright owner does not offer any warranties or representations nor does it accept any liability with respect to the information contained herein Document Information This document is maintained by Retirement Services Division of Voya Financial Payroll Administration User Guide Contents gucele cle ERREUR 1 e UOTE 1 Initial Registration Site 2 Logging On to avril e lte Wa E EE 7 LOG AO Met M 13 Sie Wl web RE wee a MERERI TT 14 DV GI WCW 14 Enrollment Data Import Data Gcreen cc ccccecceccceeeeeeeeeeeeteeeeeeeeeeeeesetaeeaeeeeeees 14 Participant Enrollment Screen EE 15 PAUP Hale 18 KEEN 18 Paricipant eene rere ETERON PAREAN PONI 18 PA CPAN Upda T OE TITEL CT TT TTE 19 Additional Data SOGE ax exem pax ERR KR OU OF IER AC C READER ERA GE ARE CR ER OH E AGER 21 CORmTIDHHOL Sessa eain ona da erecta eaten da ERE EH UE PUCUMDUMI E UU I EE UECE 23 GUTEN T UTE 23
25. ade available to the general public to acknowledge that all information accessed is Voya property and is only needed by me Io perform my job responsibilities and totreat information obtained from this website as confidential and will take the necessary measures to ensure such confidentiality Terms of Use Online Privacy Voya Security Privacy Notice 2014 Voya Services Company All rights reserved Voya and Voya logo are registered trademarks of Voya Services Company 08 21 2014 Page 5 Payroll Administration User Guide 9 When the registration has been completed a confirmation e mail will automatically be sent to your e mail address on record It will include the URL that should be used for future access the Sponsor Web Ii Note The URL provided in the registration e mail should no longer be used once the registration process has been completed From Sponsor Web Ta Plan Sponsor Cc Subject RE Vaya Plan Sponsor Web Site Registration Confirmation Thank you for registering for the Voya Financial Plan Sponsor Web Site Your Voya Plan Sponsor Website User ID is XXXXXX Please keep your User ID in a secure location for future use Please click on the link below enter your User ID and Password and then click GO to access the Voya Plan Sponsor Web site If you need assistance with the Plan Sponsor Web site please send detailed information to SponsorWeb voya com If you need assistance regarding your plan please co
26. alled processes are enabled or disabled In general UNIX servers out of the box will run any service and have a number of standard accounts set up The certification process strips the machine down to its bare necessities required daemons a cleaned up version of sundial minimal if any trust relationships to other machines and deletion of standard user IDs NT servers are handled similarly at the operating system level the goal being to run only what is needed and with the latest security patches installed from the start Monitoring processes are then installed that will enable 7x24 monitoring of the server s important processes In the case of Web servers the http daemon would be monitored Each server is supported by on site and on call staff identified prior to the server being placed in production At the top level is the application owner who is responsible for investigating unusual or suspect application problems or activities Intrusion Detection Voya Financial uses intrusion detection software and has intrusion detection engines in all of our North American Internet access points and DMZ Alerts are generated to monitoring systems and depending on the severity an investigation is begun or remedial action started We receive updated attack patterns 08 21 2014 Page 58 Payroll Administration User Guide approximately every quarter and sooner if a dangerous attack is released Intrusion detection is not virus detection whi
27. and Formatting All fields cells should be formatted as text Field Name Requirements Social Security Number e Must be nine digits Full Name Address Line 1 Address Line 2 City State Code Postal Code Birth Date Hire Date Plan Entry Date 08 21 2014 e Leading zeros must be included e Acceptable formats 999 99 9999 999 99 9999 or 999999999 If the Social Security number format does not contain hyphens or slashes make sure that the field is formatted as text In MS Excel a green triangle indicates that you have stored values as text e Separate fields columns are required for Last Name First Name and Middle Initial e Last Name First Name and Middle Initial fields cannot exceed 30 characters when combined Maximum 40 characters Maximum 40 characters Maximum 28 characters 2 characters are required if the country is USA or Canada e Applicable only if country is USA or Canada e USA ZIP codes may consist of 5 or 9 digits no dashes e Canadian postal codes contain 6 characters e Acceptable formats MM DD CCYY MM DD CCYY or MMDDCCYY e Eight digits are required e Leading zeros in months must be included For example 02 for February not 2 e Employee must be between 15 and 75 years of age for employment e Acceptable formats MM DD CCYY MM DD CCYY or MMDDCCYY e Eight digits are required e Leading zeros in months must be included Defaults to the current date Page 44 Payroll Admi
28. as a scheduled date for submission Once you click OK to confirm the edit regardless of whether you actually change information the Payroll Administration system may remove the scheduled Submission Date Check the Schedule Date and re enter it if necessary When you submit the batch the batch status in the Pending Batch List should say Scheduled for Processing If the batch does not have this status click Edit again and re enter the date Screen Options e Click View Error Messages at the bottom of the screen for error details e Click on the Participant names to edit that participant s data e Click Cancel to leave the screen and return to the Pending Batches screen e Click Clear if at any point if you want to clear all of the entered values Payroll Administration will reset all dollar amounts e Click Save to save the data and go to the Pending Batches screen The batch will be in an Open status You must go back into the batch and click Next to submit the batch e Click Next to submit the batch and go to the Pending Batches screen If there are any errors it will be noted on that screen 08 21 2014 Page 32 Payroll Administration User Guide e Click New Enrollment to add participants using the Add Enroll screen When you are finished you will return to this screen Error Messages Screen Error Messages Batch Loans Payroll Date 2010 05 08 Batch Name 05 08 2010 Payroll Seq 1 Error messages are displayed in red while war
29. atted as text e n MS Excel a green triangle indicator in the cell signifies that you have stored values as text e Comma Separated File CSV files must be comma delimited Quotation marks must be removed from any values containing either single or double quotation prior to being imported e Fixed width files are acceptable The same formatting rules apply to each field as Excel or CSV e Some data categories will only be accepted by the system if they are allowed by the plan rules For special circumstances additional categories may be available or required but not listed in this document e Indicate negatives with minus sign to the immediate left of the amount no parenthesis For example 9999 99 e Verify participant s account balances prior to submitting adjustments with negative values Accounts are subject to change and market value fluctuation e Confirm that all employees on the spreadsheet are entered into the system and that the enrollment process is complete e Loans can be included on the same spreadsheet but will need to be imported separately using the Loan Repayment function A stand alone spreadsheet for loan repayments is required if a participant repays more than one loan number at a time To see an example of this click the Loan View Sample File PDF link on the Loan Repayment Import screen e Import multiple payroll dates separately e fthere are header trailer lines they must be identified wh
30. cel to return to the previous screen and make corrections 08 21 2014 Page 17 Payroll Administration User Guide Participant Updates Overview The Participant Update function is used to change existing participant information The fields will be pre populated with current values on the recordkeeping system Participant Selection Screen Use this screen to select the participant to update A participant can be selected by entering either their Social Security number SSN or Last Name The Please enter a Participant drop down list is defaulted to SSN but Last Name can be selected for this search type Screen Options e Enter the participants SSN and click Next to continue the update ZZ Batch Participant SE Contribution 2s Pending Submitted na Loan update Batches Repayment Current Plan 555555 RETIREMENT SAVINGS PLAN Search for a Participant Please enter Participant SSN H Participant Selection by SSN e Or you can use the fuzzy search feature by selecting the Last Name option from the drop down list and entering the participant s last name or the first three letters of the last name in the input box For example a participant search for Smi will return the last names Smith Smiddey Smithson etc If only one participant matches your search criteria you will go directly to the update screen Note Fuzzy searches do not work with SSN values Participant SS
31. ch is handled by the LAN departments Intrusion detection is a supplement to stateful packet inspection in that it can inspect across multiple packets and into the data portion of a packet Intrusion detection is emerging as a powerful security function and we expect to continue to expand the service to other non Internet access points to our network and to use its more advanced remedial action features to respond to network launched attacks Vulnerability Scans We contract with a top Internet security firm to run vulnerability scans against all firewall interfaces facing the Internet Scans are run quarterly and reports are presented within a few weeks of the scans We also use a commercial product to run our own internal scans and publish Web readable reports for management and audit reviews The most significant purpose of the internal scan is to confirm that new firewalls were installed per the certification standard and as a check against new vulnerabilities in previously installed firewalls Firewall Log Analysis Our firewalls are under the auspices of the security certification process This enables system activity to be logged and reviewed in a timely manner In addition this review is conducted independently of the firewall design and installation processes This separation of duties functions as a control point over the network engineering departments involved in planning deployment and support Session Timeout The login session
32. creen will also display the message Your file has been successfully imported e Ifthe Display Active Participants Only box is unchecked all participants not included in the imported file but found in the recordkeeping system will be displayed e Clear will clear all entered values in the input screen will not clear values from the imported file e Next will advance to the Pending Submitted Batches screen 08 21 2014 Page 26 Payroll Administration User Guide Participant Updates By clicking on a participant s name you can link to the Participant Update section to view or update participant information Name SS Add am Participant SS Batch Participant SS Contribution SE Pending Submitted SS Loan Enrollment Update Update Batches Repayment Current Plan 555555 Retirement Savings Plan Participant Update Last Name DOE First Name JANE OO Address ONE HOMETOWN City ANYTOWN State MD sl Country United States of America Status 00 Active And Eligible Date of Birth 11 d ba 1976 Date of Hire 12 E ba 2009 Termination Reason all dates are in mm dd ccyy format Next Clear Cancel Participant Update Screen Screen Options e Click Cancel to leave the Participant Update screen and return to the open Contribution batch file e Click Clear if at any point if you want to clear all of the entered values e Click Next to save the changes and proceed to the Participant U
33. e f enrolled online and the plan s default investment is the suite of Retirement Date funds the plan sponsor will receive an error message when trying to submit a contribution for that person The solution is to notify the Program via e mail to update that person s investment elections with the appropriate Retirement Date Fund for his or her age The contribution can then be processed and the participant will always have the ability to change investment elections going forward e The plan sponsor will receive an error message at the participant level if trying to submit 401 k contributions for someone whose deferral limit has already been met e fa manually entered batch is locked in Open status as opposed to Ready to Post or Ended with T Post Errors status this occurs when the batch is saved To submit the batch select the batch and click the Edit button Once you re in the batch select Next and the batch should be Ready to Post or Ended with T Post Errors To avoid the batch going to Open status in the future do not save the batch but select Next instead e If submitting Roth 401 k contributions as well as traditional pre tax 401 k contributions they should be processed in separate contribution batches This is also the case for catch up contributions submit in a separate batch e Participants who are rehired will not appear as a regular active participant in the list of participants To address this uncheck
34. e Comma delimited file csv e Plain text txt e fix e dat e mdo e md5 e pay e wk3 e wk4 e The imported file size must be greater than zero and less than 5MB e All SSNs must have nine digits leading zeroes must be included zz Participant SS Batch Participant az Contribution SS Pending Submitted ES Loan Update Update Batches Repayment Current Plan 555555 RETIREMENT SAVINGS PLAN Select Browse to locate the file to import File Ir Browse Refer to View Sample File for formatting instructions View Sample File File Browse Add Enrollment and Batch Participant Update 08 21 2014 Page 42 Payroll Administration User Guide SS Add SS Participant SS Batch Participant ae Contribution SE Pending Submitted SS Loan Enrollment Update Update Batches Repayment ma Current Plan 555555 RETIREMENT SAVINGS PLAN Select the file to import by clicking the browse button File Browse Ref rto sample file for formatting instructions View Sample File The payroll date is used to identify Current vs Prior Tear contribution as it applies to the IRS Limits Batch Name Payroll Date Month DW Day D Year Display Active Participants Only 4 File Browse Contribution uu Add zz Participant zzBatch Participant zz Contribution zz Pending Submitted Enrollment Update Update Batches Current Plan 555555 RETIREMENT SAVINGS PLAN Select the file to import by clicking the br
35. e and go to the verification screen e Click Clear to reset the fields without saving changes e Click Cancel to return to the Welcome screen without saving changes Error Messages If there are any errors associated with the data you entered Payroll Administration will display a reject message instructing you to update the appropriate fields and click Finish Reject messages will occur if any required fields are not updated or in the case of the ZIP code do not validate properly against the entered state Example of a reject message ZIP Code required please correct For more information see the Error Message Details Screen in the Template section 08 21 2014 Page 20 Payroll Administration User Guide Additional Data Screen This screen holds additional data that is specific to the needs of your plan If additional information is not required this screen will not appear Ss Add Batch Participant Ss Contribution as Pending Submitted Batches Current Plan 555555 RETIREMENT SAVINGS PLAN Participant Update Optional Data Elements YEARS OF SERVICER CURRENT HOURS Jon en PLAN YTD HoURS ID4O00 What s this DIVISION LOCATIO wl 1002 BOSTON PAYROLL FREQUENCY 2 sss MARITIAL STATUS f GENDER i EMPLOYEE NUMBER 1234 Participant Update Additional Data Screen Fields Fields vary depending on plan settings and may not reflect a
36. e initial registration process and establish a profile for the Sponsor Web before you can reach Payroll Administration 1 After submitting a Sponsor Web Activation Form you will receive an e mail which will include a link to the registration site and instructions on how to begin the registration process Sponsor Web Sent Mon 06 30 2014 9 16 AM To Plan Sponsor Cc Subject Register for the Voya Plan Sponsor Web site You can now register to access the Voya Plan Sponsor Web site Please copy and paste the link below into your browser to start the registration process You will be asked to enter a PIN This PIN has been sent to you in a separate e mail tilted PIN for the Vaya Plan Sponsor Web site sponsorUlD ed756905ffa65tcos261817a56d33198 If you did not receive a PIN or have questions regarding the Web site registration pracess please contact you Voya plan s administrator for assistance We recommend that you do not click on Internet links contained in e mails It is safer to copy the link into your Internet browser as a way to access our Web site A second e mail will be sent to you which will include the temporary PIN to enter on the registration site Sponsor Web Sent Mon 06 30 2014 9 47 AM To Plan Sponsor Cc Subject PIN for the Vaya Plan Sponsor Web site This PIN is only needed for your initial registration for the Voya Plan Sponsor Web site PIN c8922 The Web site registration link has been sent to yo
37. ecting the options below Select Existing Template Select Create New Temolabe Mew Template Mame mx Headers o Headers si Trailers Available Columns Explorer User Pronpt X SS 66s Last Nama Firme enter the SSN column ridite Cano First Name Middle Inst NK nddressi Address City State Zi Code Country Move Up Date of Girth Date of Hire ZE Piove Down Hat Applicable Map Column Header Screen Select a column header from the left hand menu and click A column width prompt will appear where you must enter the number of characters that your column can be Enter the number and click OK to add it to the Selected Columns list on the right The selected columns will appear in your new template To remove a column head from the Selected Columns list highlight it and click Fields Select Existing Template You can select an existing template here if applicable New Template Name Or you can enter a unique template name here Headers Enter the number of headers 1 9 or No Headers if your file has no headers Trailers Enter the number of trailers 1 9 or No Trailers if your file has no trailers Screen Options e Edit the column order using the Move Up and Move Down controls on the right side e Click Next to advance to the template confirmation screen You can review the template information before saving e Click Cancel to return to the previous screen 08 21 2014 Page 52
38. ed to a predetermined fund Fields ACH Debit Batches submitted before 4 00 pm EST will post for the current trade date Batches after 4 00 pm EST will post on the next business day Screen Options Finish Prompts a confirmation option based on your fund remitting selection Click Ok to submit the batch Cancel Cancels all changes A final screen will display the submitted batch information Microsoft Internet Explorer a Babches submitted successfully on weekends and market holidays or after 4 00pm ET or earlier should the market dose For trading peior bo 4 00 pri d ET on any business das wil not be processed until the following business day C cm Do you want bo continue Batch Submission Message 08 21 2014 Page 30 Payroll Administration User Guide Batch Submission Confirmation Screen When the batch has been submitted for processing you will see the Batch Submission Confirmation Screen Click the Submit Now button to submit the batch You will be prompted with a popup confirmation screen that allows you to cancel the batch Click OK to continue or Cancel to return to the Pending Submitted Batches screen SS Add Ss Participant ae Contribution ss Pending Submitted Enrallment Update Batches Current Plan 555555 RETIREMENT SAVINGS PLAN Batch has been SUBMITTED for processing Please click Done to proceed to the Welcome screen Please note that clicking on Refresh or Back button on the browser mi
39. en creating the template Rows must be consecutive remove any blank rows Page 45 Payroll Administration User Guide Contribution Import Required Fields Data Fields and Formatting Fields cells should be formatted as text Social Security Number e Must contain nine digits e Leading zeros must be included e Acceptable formats 999 99 9999 999 99 9999 or 999999999 e If the Social Security number format does not contain hyphens or slashes make sure that the field is formatted as text In MS Excel a green triangle indicates that you have stored values as text Participant Name Not required Contribution Source If the file does not contain decimals values are implicit see below check the box labeled Columns Check this box if dollar amounts in the file do not have decimal points when mapping Do not include dollar signs or commas Acceptable formats can either be e Explicit 999 99 e Implicit 99999 the two rightmost digits are cents EE Contrib ER Match Actual Hours 20 00 30 00 Boo 40 00 698 50 00 502 60 00 600 70 00 boo CSV csv Notepad File Edt Format View Help SSN EE Contrib ER Match Actual Hours a 000 900 0004 110 00 10 00 660 100 00 0005 220 00 20 00 6078 111 05 7777 1430 00 143 00 DUU 100 00 0007 240 00 24 00 598 123 45 6789 351 00 35 10 602 111 227 2335 65 00 6 50 DUU 123 45 6788B8 70 00 70 00 600 Contribution Import File Sample in CSV Format
40. f the screen Once the enrollment is completed you may continue entering payroll data on the Contribution screen Any new investments will be allocated to the plan s default fund until the participant makes an election change IS Note If the plan s default fund is the suite of Retirement Date Funds then the participant must make an election prior to submitting a contribution i Note Only plans offering New Enrollment functionality will see the New Enrollment button at the bottom of the screen 08 21 2014 Page 25 Payroll Administration User Guide D Add SPPar cipant Batch Participant 19 5 TA PiPending Submitted Ti Loan Enroliment Update Update Batches Repayment Current Plan 555555 RETIREMENT SAVINGS PLAN 555555 Test Contr 08 01 2010 four batch is ready for processing lease note If you are required to update participant Current Period Hours wiih your contribubons the Hours ell only update on veyasrecordkeepang system after the batch has been fully submitted and finished Totals DOE JANE 125122123 DOE JOHN 24234 2048 PARTICIPANT JOE 399444555 BLACK JOR 345 MES WHITE MARY 444555668 NOMBRE PRIMUS 555655777 NAME 1 999990005 ni NAME 7 3595991010 NAME 3 1559990001 NAME 4 999990004 EE Th a Th m i E OQIOIOI O E E _ iri grim rri m rri rm rri m m rm rm n
41. firewall permit service requests from the Internet to the DMZ and from the DMZ to internal databases No databases are located in the DMZ Secure connections using 40 or 128 bit encryption are available All servers in the DMZ both UNIX and NT are configured according to a standard process that certifies the machines as production ready and secured to a standard acceptable to our Corporate Audit department The certification process enables controlled monitoring of the servers and logging of system administrators activities to a centralized log server The firewalls themselves are similarly configured They are monitored and secured according to a certification process customized for firewalls Today all firewalls run on UNIX servers that can support up to 16 Ethernet or Fast Ethernet interfaces Switches are used in DMZ rather than shared media hubs as switches provide not only dedicated access but also would prevent a compromised machine from being able to sniff packets to from the other machines in the LAN Firewall oversight includes 7x24 monitoring of firewall administrative activity largely the loading of new rule bases and events logged by the server management processes Security Monitoring Controls The Certification Process The Certification process is the first step in the process of security monitoring controls Certification starts with the configuration of a server for its specific purpose As the operating system is inst
42. ght cause duplicate transactions being submitted to the system Batch Name 20101020 C Date Time 03 15 2010 12 02 37 Plan 555555 Plan Name RETIREMENT SAVINGS PLAN Payroll Date 2010 10 20 Method of Remitti und Payroll Sequence Number 1 Bank Name BiG BANK User Id SPA TWO Account No 222222222 Totals by ABA 111111111 Lontribution 7488 62 Loan Repayments 0 00 Funding required for ACH EFT 7488 52 M TE Batch processing information Batches submitted successfully on weekends and market holidays or after 4 00pm ET or earlier should the market close for trading prior to 4 00 pm ET on any business day will not be processed until the following business day Note Please maintain a copy for your records either save it using the File operation on the browser s menu or take print out using the print button Print Done Batch Submission Confirmation Screen Screen Options e Click Print to make a copy of the Confirmation screen e Click Done to return to the Welcome screen Note Batches submitted successfully on weekends and market holidays or after 4 00 pm ET or earlier should the market close for trading prior to 4 00 pm ET on any business day will not be processed until the following business day Pending Batch Edits Pending batches can be edited If the payroll has errors the status will read T Post Ended with Errors For more information see Error Messages in the Template section kee Batch
43. he data you provide to your recordkeeper with its recordkeeping system giving you complete control over payroll processing accuracy You ll use Payroll Administration to submit and fund payroll contributions and or loan repayments and if applicable enroll eligible participants update participant demographic data Payroll Administration has built in edit functionality to ensure that accurate and valid data is received Some functions shown may not be available depending on your plan s setup If you have any questions please contact your account manager Features Payroll Administration is easy to use with clearly labeled screens Payroll Administration will enable you to perform the following functions e Paperless electronic transactions e Send payroll contributions and loan repayments e Enroll new participants into the plan if applicable e Update demographic data for enrolled participants or add demographic data for those participants who will enroll in the future if applicable e Provide payroll funding via the Automated Clearing House ACH Hints and Tips Do not use the BACKSPACE key on your keyboard to navigate through the entry fields on Payroll Administration screens it will cause you to lose all the data you have entered by returning to the previous screen without saving Instead use your mouse or arrow keys to move around the screen oimilarly do not use the BACK button in your browser Use the internal navigat
44. importing a Contributions File RR 23 Contribution Set up Screen EE 24 Conmibuton Payroll INPUT SCEE ui IR EENIREEIEMIE NRI HEAR PE EHE EAEEREN RENREN AEN EEROR 25 SEH 2f Pending SuDInIHed WE er 28 FUNG CNS D REN Tc 28 Confirmation and Remittance Gcreen 30 Batch Submission Confirmation Screen EE 31 Submitted RE iren 34 LOS Fs VIN Me ae aaccseceecsnstseescnadseepeaedauecsucdcesasnuneeeaca sat seseeiameesesmemeacgeeaueeseoace 3f 97 7 WA 37 POr e ag GE 3f Loan Repayment Create Batch Gcreen 38 LOS ANNE SCIOOR eiusd porr oneen MIR RD EDU HE DIUI MID IDEE NINE DU FI NETR NOE NEED FRE 39 Working with Batch Files and Templates A 41 Working with Batch Files and Templates eeseeseeeeeeeee eee 41 HADOrUNO ME 41 PINE HE POW zielt cic TTC TT TT T TO TO TET TO DT DUTIES 42 Select Template Screen en er eo ee ene esaet Peste ada a Feu daas ves Vra e Feds du aur 48 Page i Payroll Administration User Guide New Template Sereell EE 49 Map Column Be e el 52 SS ciamE Reciccwlei s8m E I Tm 99 Troubleshooting evi uer ISSUES azs 57 SE r n T E E AE E E E E AT 58 SUMMA AE 58 SS CIFIC SSI EEE E AE E A EE ASE POELE EEE A EE AE AE 58 oecurity Monitoring n de E 58 Page i Payroll Administration User Guide Introduction Overview Payroll Administration is an easy to use remittance processing tool available through Sponsor Web This electronic payroll interface automatically reconciles t
45. ion buttons in the system to return to the last screen If you forget and go to an unavailable page try clicking the REFRESH button to reload your page You can continue to use the page but will have to re enter any unsaved data Hours of Availability Payroll Administration is available during the hours posted on your plan s Welcome page Scheduled maintenance may interrupt accessibility Gaining Access to Payroll Administration To access Payroll Administration you will be required to complete a Sponsor Web Activation Request form which can be found at www abaretirement com go to Administrator Login Pages 1 and 2 should be completed and signed by one person and that person must be a signatory on the employer s bank account Include a copy of a voided check and e mail the completed signed form and check to contactus abaretirement com You will only be able to access plans for which you have permission Please contact the ABA Retirement Funds Program the Program at 800 752 6313 or contactus abaretirement com if you have any questions regarding access To deactivate a user ID and password please contact the Program Since Payroll Administration allows you to access sensitive data it is important to notify your recordkeeper immediately if a user ID should be terminated 08 21 2014 Page 1 Payroll Administration User Guide Initial Registration Process 08 21 2014 The steps below detail how you will proceed through th
46. ium Drive Somerset NI 444444444 George B Miller X 403 Atrium Drive Somerset NJ Click SAVE to store template or Next NEXT to save and continue New Template screen for Add Enrollment 08 21 2014 Page 49 Payroll Administration User Guide EE Add SE Participant as Batch Participant Peni TE as Pending Submitted zz Loan Enrallment Update Update Batches Repayment Current Plan 555555 Retirement Savings Plan Hew Template Hame Headers No Headers Trailers No Trailers Check this box if dollar amounts in file do not have decimal points Select the appropriate heading from the drop down list for each column To bypass a column including name select Not eme sete eee 3 pe sue pe Select SEN ENanme Mame M Name Mame LName Mame Address 145670001 John IM Smith 401 Atriu 145820002 Jill A Jones 402 Atriu 145820003 George ID Miller 403 triu Click SAYE to store template or NEXT to save and continue New Template screen Contribution Loan Repayment You must select a column heading for each column See the sample images below that illustrate the Column Heading selections and the field definitions for more information BR Add EE Participant zs Batch Participant ES Contribution zs Pending Submitted zz Loan Enrollment Update Update Batches Repayment Current Plan 555555 Retirement Savings New Template Name Headers No Headers Trailers No Trailers Select
47. ld and typing directly into it Screen Options e Click Done to close the Error Messages screen e Click Print to print these errors Error Messages Validations and corresponding error messages include Error Message Batch Total Must Be Greater Than Zero Loan number cannot exceed 3 digits Loan payment amount should be equal to the expected amount or a multiple of the expected amount XX XX XXXX Social Security number must be 9 digits XXX XX XXXX Participant Social Security number not found Example Field cannot be negative Example lt Field gt is limited to two decimal places Example Error in column 4 lt Field gt already exists Example Select heading for column 2 08 21 2014 Validation Verify that the total contributions in the file are greater than zero Verify that lt field gt is lt number gt digits Appears if Loan Matching is enabled in the Admin section and loan amount is not equal to the payment amount or is not a multiple Verify that the SSN has nine digits Verify that the SSN exists in the plan Verify the amounts do not have negatives or parenthesis Verify that the dollar amounts do not have more than 2 decimal places Verify that the same column heading has not been selected twice Verify that column headings have been selected Notes Total contributions must be greater than zero Add lead zeros if loan nu
48. level data for the selected batch 08 21 2014 Arm Dey 929 IE 259 25 789 25 e675 CAE ZE 137 45 137 45 1 252 00 252 00 4400 Z DC BLr s2 17B 2z 59 46 55 26 4109 63 109 05 Fos FE D 1 037 04 2 037 14 FES 155 ns Payroll Administration User Guide Page 36 Payroll Administration User Guide Loan Repayments Overview This option allows the user to enter loan repayments at a participant level After successfully importing a file it will be added to the Pending Submitted Batches list where you can make final edits before manual submission Note Plans not offering participant loans will not have this section Importing a Loan File If the Loan Import function was selected by the client for this plan when you click on the Loan section in the top navigation bar you will be asked if would like to import a file To use the Import File feature you must use Internet Explorer version 7 0 or higher za Add Se Participant ss Batch Participant zs Contribution Ss Pending Submitted Enrollment Update Update Batches Current Plan 555555 RETIREMENT SAVINGS PLAN Do you Want to import a file C Yes C Ma For Internet Explorer users The import feature requires Internet Explorer 7 0 or higher You can download the most current version for free at hiitp vviw microsoft com Screen Options e Click Yes and Next to go to File Browse screen Please see Working with Batch File
49. ll fields in the screen shown above Screen Options e Click Next to continue to the next screen Depending on your plan settings this may be the Contribution Election update screen or you may go directly to the Verification screen e Click Cancel to return to the previous screen without saving changes 08 21 2014 Page 21 Payroll Administration User Guide Participant Data Verification Screen When you have finished entering participant update information you will have the opportunity to verify it before submission ES Add teins 3Batch Participant 1 Contribution Spending Submitted E Loan Enrollment Update Update Batches Repayment Current Plan 555555 RETIREMENT SAVINGS PLAN Please verify the following Participant data NOTE that the operation will not be complete until you press FINISH amp M 222222222 Last Hammer DOE First Hame JANE MI Address 1 HOMETOWN WAY City ANYTTOWN State MASSACHUSETTS Zip Postal Code 02134 Country United States of America Status 00 Active And Eligible Date of Birth 01 01 1966 Date of Hire 03 08 2010 Termination Date Termination Reason Dptional Data Elements YEARS OF SERVICE 1 PLAN YTO HOURS 0 0 DIVISION LOCATION 1002 BOSTON PAYROLL FREQUENCY 2 MARITIAL STATUS 1 GENDER 1 EMPLOYEE NUMBER 1234 Contribution Elections Source Type Amount Ko 100 00 Finish Make Changes Cancel Participant Data Verification Screen Screen Options
50. mation that your security questions and answers have been successfully established and will be effective immediately Click Continue to proceed to the next screen VOYA FINANCIAL Security Questions You have successfully set up your security questions and answers This update is efective immediately Continue 8 This is the final registration screen Select Accept to confirm and complete the registration process This will bring you to the login screen for Sponsor Web where you can now enter your new user ID and password VOVA IHARNDIAL Sponsor Web Non Disclosure and Information Security Agreement Important This site provides access to specific confidential information to help administer or service a retirement plan Because this is confidential customer information and keeping that information secure is very important to us we request thal you read the information below and accept the terms we have outlined As part of our internal security policies we will ask you to accept these terms on an annual basis l agree to not disclose my password to any other persons and understand thal each person needing lo access the website must submit a request separately and be granted access based on proper security profiles hat am responsible for any transachons performed with my access ID that unless otherwise noted all information is classified as confidential data made available only within the workplace and nof m
51. mber is less than 3 digits The error message will display the column heading SSN is not nine digits Appears if the SSN not in the recordkeeping system The error message will display the column heading The error message will display the column heading The error message will display the column heading and the expected length The error message will display the column heading number Page 55 Payroll Administration User Guide Verification Screen This is the final step in importing the file No further changes will be allowed after this screen Screen Options e Click Finish to submit the participant data This may take a few seconds e Click Cancel to return to the Browse File Screen Confirmation Screen This screen confirms that the participants in the imported file have been successfully added Click Done to return to the Welcome screen 08 21 2014 Page 56 Payroll Administration User Guide Troubleshooting Common Issues e Contribution loan repayment submissions cannot be scheduled the submission is done in real time this may be an issue if you are going on vacation for example e fa participant is being enrolled online then an Enrollment Form should not be used rather the participant s contributions will be invested in the plan s default investment until such time as either a Change of Investment Elections form is submitted or the participant changes investment elections online or by telephone
52. mitted Batches to view the file for errors or warnings e Click Cancel to leave the Loan Repayment section and return to the Welcome screen e Click Add Delete Participant to add or delete a participant to the Loan Repayment upload file If you re using an Imported Loan File e The Loan Input screen will also display the message Your file has been successfully imported e Next will execute a TPOST and take you to the Pending Submitted Batches screen e f payoff amount payment amount the payoff image will be displayed on the Loan Input screen e Abutton to populate payment amount for all participants will be available The button will provide a drop down with values from 1 9 For example if 2 is selected the payment amount for all participants will be multiplied by 2 e lf loan payoff is checked in the Admin General Administration the application will compare the payment amount to the payoff amount 08 21 2014 Page 40 Payroll Administration User Guide Working with Batch Files and Templates Working with Batch Files and Templates For most transactions there are two paths you can use to enter data You can either enter it manually or you can import a batch file that contains data for multiple transactions of the same type The first time you use a particular type of file you ll create a new template The template is a map of the data contained in the file so that the system knows which piece of information each column holds
53. n info Participant info Reporte Processing Center Resources amp Forme ABC SAVINGS AND RETIREMENT PLAN 627001 E Print Plan Sum mary Infarmabion az ef Oy D3 2014 DU EMPIRE ORME SUITE 28 5s SAINT FALL WH her Waw Pan Detale Wew MI Participants Balance Information Balance By Source of Money Emploger Pr Cont Balance tad 3814 048 18 1a212 057 0a B Employee Pre Tax Cont 10 030 535 03 Total Balance 924 994 048 18 Pier Tax Contributions 8147 855 11 Show Kenal Bey Gi Q Be View Entre Detglg By Source Wa gtm r Assat Clair LL Search Quick Links Repos Pian links e Ey Participant Om Pian Last Haen Er gl Ma b Plan Access Payroll Administration On Demand Reporting OR Achwity History SN last 4 digits Employee D Ackiwity Summary ww WH Amity Balance Summary Partial strings at 3 minimum of 4 characterg man reguls in a hegher rumber of respondes 08 21 2014 Page 11 Payroll Administration User Guide Payroll Administration Logon 1 Under Quick Links and select Payroll Administration Quick Links Reports Flan links Flan Access Payroll Administration On Demand Reporting Activity History Activity Summary Activity Balance Summar 2 Click Launch Payroll Administration VOYA ABC Company TRUNCUM ABC SAVINGS AND RETIREMENT PLAN Relationship Summary Plan Info Participant Info Reports Processing Center Payroll Administration Pavyrall
54. nding batches on Participant 2s Contribution Enrollment Update Current Plan 555555 RETIREMENT SAVINGS PLAN Please select batch types Submitted Batches ed Batch Details ROLLOVER EE PRE TAX ROTH TAKEOVER Contribution Le Total Batch Contributions Batch Hame 20101205 C C Payroll Date 2010 10 20 2 49562 51 4679 52 2547 36 0 00 5578938 Status Submitted Submit Date 7010 09 15 Batch Contributions Batch Name 201010201 Payroll Date 2010 10 20 1 4679 52 2547 36 7228 08 Status Submitted Submit Date 2010 08 15 Submitted Batches Screen Columns on this screen may vary depending on the types of transactions available in your particular plan setup In the first column there will be a Select column with bubbles next to each batch The next column Batch Details will show the following batch information e Batch e Batch Name e Payroll Date e Status e Submit Date Other columns will appear as dictated by available plan transaction types Displayed batches are sorted in descending order of payroll date then by payroll type When the batch is submitted you will see a message N TE Batch processing information ACH Debit Submit Now Batches submitted successfully on weekends and market holidays or after 4 00pm ET or earlier should the market close for trading prior to 4 00 pm ET on any business day will not be processed until the following business day 08 21 2014 Page 34 Payroll Admi
55. ning messages are displayed in blue SSH Name Error Message 111222333 PARTICIPANT JOE LNOO2SSE Interest to apply LH333 exceeds LH330 Select the DONE button ta close this window Select the PRINT button to print the error messages Error Messages Screen Error Correction All errors must be corrected before a batch can be submitted Click View Error Messages at the bottom of the screen to view the error details Find the problems and correct them manually by clicking in the cell and typing correct data For more information see Error Messages in the Template section If the contribution batch does not have any errors you will see a Ready to Post message With this message click Submit to proceed to the Verification and Remittance screen Potential Error Messages Data will be electronically scanned as it s imported For example these error messages could appear and require correction e Participant Ineligible for Contribution e Allocations not equal to 100 Note Before the data is accepted all reject messages must be resolved and warning messages acknowledged by selecting Edit in the Pending Batches screen 08 21 2014 Page 33 Payroll Administration User Guide Submitted Batches Open the pull down list and select Submitted Batches to display the client s previously submitted batches Note that the submitted batches have no options to edit delete or submit These options are only available for pe
56. nistration User Guide Optional Data If any optional fields are blank or contain only a hyphen Payroll Administration bypasses the field completely For the purposes of investment election a blank is the same as a zero 0 00 Blank dollar amount fields are bypassed for Contribution and Loan Repayment import files Gender One character format 1 Male 2 Female Marital Status One character format 1 Single 2 Married CSV files must be comma delimited Quotation marks must be removed from any values containing either single or double quotation prior to being imported into Payroll Administration zy Lis Fa Erdre me nbn De P Dh skn E mik HTA rel Mare m Arri Lii ia lsm 7er Liege erae rem lcrmaon Zei Bee SAMPLE JOE H KAN ET APTA WHOSOR CT 60950001 1011560 Dom Dom Too DE J amp NE D K WHOSOR CT DE 11217582 01012001 Dpm Too Enrollment Import File Sample in MS Excel Format LE Irapnet cev Notepad Die Edit Format bee Help SoM Lasthaee First Mame 1 AdorL Acdre City State Zip DOB DOH PClan Entry bate Diet stomLocation PATERE Emp mumber acgul2s455 5AMPLE JOE R l MAIN ZT APT 2 WINDSOR CT O60950001 01001980 UL ZOO UI GL 000 0001 6 012245 O10 22 6547 00E 74NE 8 1 MAIN ST WINDSOR CT 06055 01001982 010712001 01012001 000l 6 123436 Enrollment Import File Sample in CSV Format Contribution Import Formatting Rules 08 21 2014 e All fields cells should be form
57. nistration User Guide Printing a Batch Select a batch to print by clicking the bubble next to it in the Select column Then click the Print button below the results pane This function will print out a detailed participant level version of the batch The program will ask you to select a sort type for this report Do you want to sort the report by participant Social Security Number ar by participant name C Social Security Number Nama Do you want to sort the report by participant Social Security Number by participant name or by Division Location C Social Security Number Name C Divisian Location by Social Security Number Division Location by Name Click the Next button to proceed to the batch participant report Submitted batches are saved for 18 months 08 21 2014 Page 35 Batch Cortnbutons Balch Kame Tesk Submit Date 09 05 2010 Sah Hami 111111111 CAE SEAM Lut DCE JANE J 111222333 MCKS OM TEM 2213334414 iOHNZC DAWE 333444555 MAR TIN LOH 419555656 SHNCHEZ Girst 255658777 SMITH JAYNE bah 77588 STA LONE DENNIS Payroll Date 02 15 2010 Fayroll Seq 1 Status zubrmirttec ankreibultim Type ROTH ROLL EE PSE Tax Fe KATH EE PRE TAK E MATCH EE Pee Tax ER KATCH EE gi os ER KATH EE FRI TAX ER RATCH EE PST os ER RAaTCH EE PRE TAs ER PiaTcH FE PSE TAM ER Patch ROTH AMUL Tatal ER MATCH Total EE FRE TAX Total Batch Tatal Participant
58. ntact your Voya plan s administrator 08 21 2014 Page 6 Payroll Administration User Guide Logging On to Payroll Administration Sponsor Web Logon 1 Access the ABA RF Retirement Funds site www abaretirement com 2 Click the Administrator Login link on the top right corner Does your firm s 401 k include professional fiduciary services Hau Pour re Progr aen Progr am maii Fud Per Borneo Luss Services Man Desin Liberabure Lonkact Us Existing Customers Pardicipaeds EOGIN 250 348 2277 Administrator Froen weini Er v NES E E Et Potential Clients Pe ee ELI IE AURI Erb B901 LEARN MORE eeh ben ve om korpm EST aii ug Seef mns SO WE CAN CONTACT YOU cici here CLICK HERE TO CONTACT A REGIONAL REPRESENTATIVE IN YOUR AREA ABA Retirement Funds News Room Come See Ws Tha ABA Retirement Funds Program ine Programi was created in 1983 and is HURRICANE SAHDY RELIEF February 5 7 designed a prevede unique ull sordo GER p IR S ANNCRINCEBREUEHT Halienal Assccialien of Bar Executlnwes 401 k plans 1o the legal community 2013 Midyear Meeting EI span Oni Friday Hovember 15 2012 the IRE made Hilton amp nalnle Dallas Dallas n By eseraging its size the ABS Re amp remant an anngencement allgwing Fran Sponsore AW ape Funds Program bring Bogatfeer nearts FARTHIEHF PR Recbibty to permit aMfected participants 2 B00 dems 40 offer a fund lineup and acoess to loans and hardship withdrawals 7 9 serine
59. of Amenca Email Ir Date of Birth be fs _ 17585 Date of Wee all dates are in mm dd ccyy format Participant Enrollment Screen with error Enter the missing or erroneous information in the fields and click Next to proceed to the next screen ElNote If the ZIP code does not match the state it will return an error 08 21 2014 Page 16 Payroll Administration User Guide Participant Enrollment Screen Z If your plan requires additional information a second Participant Enrollment screen is displayed after clicking Next on the Participant Enrollment screen The fields displayed on this screen will vary depending on the plan setup 13 Canitribubion zs Pending Subrritted 2x Loan Batches Repayment Current Plan 555555 RETIREMENT SAVINGS PLAN Participant Enrollment Optional Data Elements TEARS OF SERVICE PLAN YTD HOURS DIVISION LOCATION Selec PAYROLL FREQUENCY MARITIALSTATUS sss GENDER sss EMPLOYEE NUMBER ss s S Participant Enrollment Screen 2 Optional Information sample Fields Optional data element fields will vary according to plan setup Some require a particular type of data aloha numeric or offer a drop down list with prefilled selections Fields vary depending on plan settings and may not reflect all fields in the screen shown above Screen Options e Click Next to verify the information and advance to the next screen depending on your plan setup e Click Can
60. owse button File Browse Referto sample file for formatting instructions View Sample File Batch Name Payroll Date Month E Day a Year File Browse Loan Repayment Fields File Click Browse to navigate to and select the file to import When the file is selected click Next to import the file Batch Name Enter the batch name Batch names cannot contain commas Payroll Date MMDDYYYY format for current or prior year For contributions especially please make sure you enter the correct payroll date it is used to clarify Current vs Prior Year contributions as it applies to the IRS Limits Display Active Contribution files only This field indicates that only active participants should be Participants Only displayed in a contribution batch This box is checked by default you can uncheck the box to view all participants 08 21 2014 Page 43 Screen Options Payroll Administration User Guide e Click View Sample File to view a PDF of a sample Excel file e Click Cancel to return to the previous screen e Click Next after selecting the appropriate file to import Note When you are in the process of creating a template and attempt to change screens you will be prompted to save the template Enrollment Import Formatting Rules The Enrollment Import feature is used as an alternative for manually entering data on the Enrollment screen to add employee data to the system from a prepared file Required Fields
61. pdate Verification screen From there click Finish to return to the Contribution batch file 08 21 2014 Page 27 Payroll Administration User Guide Pending Submitted Batches All batch files for Contribution and Loan activity can be viewed with this feature Pending batch files may be edited from this screen if they are not submitted These batches include e Saved batches e Batches scheduled for submission at a later date e Batches with errors Submitted batch files cannot be edited Payroll Administration allows you to enter payroll data and if desired append the submission of the data for a later date Click Pending Submitted Batches to display the Pending Batches screen The default display is of Pending Batches a list of all files created but not submitted of both payroll types Contributions and Loans Use the pull down next to Please select batch types to select Submitted Batches which will display submitted and deleted batches Displayed batches are sorted in descending order of payroll date then by payroll type Pending Batches Pending Batches is the default option for this screen and displays the following batch detail information This information may vary depending upon the selected plan Batch type e Contributions e Loans Batch name Your name for the batch Payroll date Date you entered for the batch This format is YYYY MM DD lt Sequence Number gt The sequence number is assigned automatically by the s
62. pona Web weer you are required 1o estabirsh securk questions in your online prof e iat ales you 1o reset your password yoursalt should you need to Page 8 Payroll Administration User Guide 4 Enter your user ID and password and then click Go to continue If you are logging in from a non registered device you will also be prompted to answer three of your five security questions before entering the site ls Note Sponsor Web user IDs cannot be shared between users Each user needs their own unique user ID and password If you have any questions about logging in contact the Program Welcome to Sponsor Web Usar 10 Hews pp then Ha ae F Sponsor Site i ac iE hes d selling Agreement Git Sponsor Web Login Page 08 21 2014 Page 9 08 21 2014 VOYA gt Hira Frati ii wb Le m Payroll Administration User Guide E l Yes lat kee MUERE a kka PM T Welcome to the new Sponsor Web TAKE VIRTUAL TOUR Relationship Summary Total ined Contribution Plans Vot al Faratiorrshap Balance ii Pan Nor ABC SAVINGS AND INVESTMENT PLAN ABC BARGAINING SAVINGS AND INVESTMENT PLAN LA Search By Participant CO By Plan Last Ham V anal Berne DA SANH uel d gz Hee EE B nar Fun lr gen fae es c d char bae Pu pESUE g ere nmm o p bbpDovos Sponsor Web Home Page EET Ba een ar LI panis Vot al Balancie Set An Tap Fiama View Al Plans View All Participants gt gt
63. s and Templates for instructions e Click No and Next to go to Create Batch screen e Click Cancel to leave the Loan section and return to the Welcome screen 08 21 2014 Page 37 Payroll Administration User Guide Loan Repayment Create Batch Screen SS Participant SS Batch Participant SS Contribution SS Pending Submitted Update Update Batches Current Plan 555555 RETIREMENT SAVINGS PLAN Enter the following details before you proceed to the Loan Repayments You may select more than one Division Location from this drop down list Click om the Help link for instructions Batch Name Payroll Date month Day Year Select All Divisions Locations 1001 HEN YORE 1002 BOSTON 1003 HARTFORD 1004 PORTLAND Select Division Location 1005 CLEAVELAND 1006 CHICAGO 1007 MILWAUKEE 1008 SALT LAKE CITY 1008 SALEM 1010 MONTEREY 1011 LOS ANGELES Display Active Loans Only 4 Loan Repayment Batch Screen Fields You may update the following fields Batch Name Enter the batch name Batch names cannot contain commas Payroll Date MMDDYYYY format for current or prior year Display Active Loans l l l l l Only Click this box to display only active loans in the plan The system displays this field onl
64. section below for possible error messages and their meanings This removes any formatting marks e Click Cancel to return to the previous screen e lf there are any errors in the imported data then the Error Messages screen will appear with error information e If the data is validated then you will advance to the Verification screen 08 21 2014 Page 53 Payroll Administration User Guide Error Correction All errors must be corrected before the new template can be saved Click View Error Messages at the bottom of the screen to view the error details Find the problems and correct them manually by clicking in the cell and typing the correct data Note You must click Next from the Template screen and advance to the error correction screen in order to correct fields OI ss Participant Contribution sa Pending Submitted ES Loan Enrollment Update Batches Repayment Current Plan 555555 Retirement Savings Plan Please select view error messages below to see errors Existing Template Standard Headers Mo Headers Trailers Mo Trailers sl This template can be modified by selecting a new heading from the drop down list To bypass a column select Mot Applicable SSN First Name Middle Init Last Name Address ote SEI F Hame M Hame L Hame Address by Stata 145820001 John M Smith 401 Atrium Drive Somerset NJ Click on a felg 145820002 Mill Jones 402 Atrium Drive Somerset NJ and type to 145820003 George
65. the import file including column headings After you select your file you ll define which column contains SSN First Name Last Name etc A new template can be saved so that you can reuse it or modify it to create another template for the next file import When importing a file verify that the template you selected contains the correct number of columns to accommodate the number of columns in the file so the imported file data formats correctly You can add columns to an existing template or if necessary click Create New Template to create a new template that matches the format of the imported file SS Participant ssBatch Participant SE Contribution is Pending Submitted zz Loan Update Update Batches Repay rent Current Plan 55555 Retirement Savings Plan You can select an existing template or create anew template by selecting from the options below If you use an existing template please verify that amy new columns added to your file have also been added to the selected template to ensure detail will import correctly Please be advised that Division Location column is required Select Existing Template Create New Template Delete Existing Template Select Template Fields Select Existing The pull down field contains a list of previously saved templates Select one and then Template click Next to see that template See the Existing Template Screen below 08 21 2014 Page 48 Payroll Administration User Guide
66. the upper right corner of the screen This closes the Payroll Administration application although the Sponsor Web Home page will still be open in the first window Other applications can be accessed at this point or you can log out VOVA Logout Successful Thank you for using the Voya Sponsor Website Your session has ended For added security please close your browser window Return to Login 08 21 2014 Page 13 Payroll Administration User Guide Enrolling a Participant Overview You can use the Enrollment section of Payroll Administration to enroll new participants into the plan if applicable You can also use Add Enrollment to add indicative data for new participants who enroll in the future The Enrollment screens contain data entry fields into which you will enter participant data If you fail to update a necessary field the system will prompt you to return to the screen and enter the appropriate data If you have contributions for a newly eligible participant any new investments will be allocated to the plan s default fund until the participant makes an election change Note If the plan s default fund is the suite of Retirement Date Funds then the participant must make an election prior to submitting a contribution Enrollment Data Import Data Screen All pertinent information on the enrollment screens must be completed to successfully enroll a new participant SS Participant Bac Participhet ZiCentrib
67. u in a separate e mail titled Register for the Voya Plan Web site If you did not receive the Web site registration link or have questions regarding the Web site registration process please contact your Voya plan s administrator for assistance Thank you Page 2 Payroll Administration User Guide 3 Copy and paste the link from the first e mail into a browser window to open the Sponsor New VOVA Enter PIN Please enter the PIN that was emailed to you PIN Continue 4 On the next screen create a personal user name and password You must adhere to the required 08 21 2014 criteria listed in the right margin when constructing your user ID and password VOVA Create User ID and Password Please crease a User ID and Password for the INS Plan Sponsor website Please remember bo always keep your password confidential and change il regulary Enter New User ID Usedos must meet the following criteria K of a 6 characters Enter thew Password Humber or LeZerz ae glowed bul no soaces or specs chasces Re en ter How Password Passwords must meet thee Tollowimng criteri mum Werft of es B charagcierg Registration screen and begin the registration process Enter the PIN number on the initial screen and click Continue to proceed Page 3 Payroll Administration User Guide 5 Onthe next screen select five security questions from the drop down options and provide the answer to each question
68. uded e Acceptable formats 999 99 9999 999 99 9999 or 999999999 e If the Social Security number format does not contain hyphens or slashes then ensure that the field is formatted as text In MS Excel a green triangle indicates that you have stored values as text Participant Name Not required Loan Repayment If the file does not contain decimals values are implicit see below check the box Amount Column labeled Check this box if dollar amounts in the file do not have decimal points when mapping Do not include dollar signs or commas Acceptable formats can either be e Explicit 999 99 e Implicit 99999 the two rightmost digits indicate cents Loan Number Three digits required and must include leading zeros For example 001 002 006 A C SoN Loan acct Payment 123 45 6789 Do 47 58 111 22 3333 Doe 55 68 111 22 3333 D03 75 01 MA Sheet1 Sheet2 Ale MM Loan Repayment Import File Sample in MS Excel Format 08 21 2014 Page 47 Payroll Administration User Guide 5 Loan Import csv Notepad Fie Edt Format View Help SSN LOan Payment 123 45 6789 001 47 58 111 22 3333 002 55 68 a Loan Repayment Import File Sample in CSV Format Select Template Screen After you ve selected Next from the File Browse screen you ll see the Select Template screen From here you can e Select a template e Add a new template e Delete a template A template contains the format you define for
69. urs which can be accumulated provided your plan is set up for this function Note Previously submitted payroll files are sorted by pay date with the most recent batch displayed first Source Selection Checked sources will appear on the following batch screen Batch Name Test Payroll Date Month fos Day ID Year 2010 Display Active Participants Only 4 Copy Payroll Data From re available and will be included in you TEST 2010 08 01 1 kg ROTH ROLL I ROLLOVER Screen Options e Once these fields are entered click Next You will be brought to the Contribution Data Entry screen to enter payroll data e Click Cancel to return to the Welcome screen without saving changes Contribution Payroll Input Screen The Contribution Payroll Input screen allows you to enter or update contributions for the participants in the plan You may select and copy data from a previously submitted payroll and make changes based on current information or you may generate a payroll using new information The participants are sorted in alphabetical order by default You can sort by SSN order by clicking the SSN column header A Catch Up option if available will display and allow the user to designate catch up contributions A batch should not include both catch up and non catch up contributions If you have contributions for a newly eligible participant you will need to create a new enrollment by selecting New Enrollment at the bottom o
70. ution SS Bengipe Submitted ff Loan Update Update Batches Repayment Current Plan 555555 RETIREMENT SAVINGS PLAN Select Browse to locate the file ta import File Browse Refer to View Sample File for formatting instructions View Sempeie File Import File Option Note This feature requires Internet Explorer version 7 0 or higher Screen Options e Click Yes and Next to go to File Browse screen Please see Working with Batch Files and Templates for instructions e Click No and Next to go to Participant Enrollment screen next e Click Cancel to leave the Enrollment section and return to the Welcome screen 08 21 2014 Page 14 Payroll Administration User Guide Participant Enrollment Screen At the Import File option screen select No and click Next to begin the individual enrollment process FT ae Participant ma Batch Participant Ss Contribution SS Pending Submitted am Loan Update Update Batches Repayment Current Plan 555555 Retirement Savings Plan Participant Enrollment Sen LastName OOOO First Name ni Address 5 city sis State sl Zip Postal code Country United States af Amanca Email Status U4 Eligible Not Parbcipate Date of Birth Date af Hire E a fall dates are in mm dd ccvy formati Participant Enrollment Screen Fields The following fields accept data entry from you many of them are required fields SSN Social Security Number
71. y if there is more than one loan type If you uncheck this box and the plan has accounts with a loan status other than active the batch contains the Loan Status for the applicable accounts Screen Options e Click Next to perform validations and go to the Loan Input screen e Click Cancel to leave the Loan Repayment section and return to the Welcome screen 08 21 2014 Page 38 Payroll Administration User Guide Loan Input Screen The Loan Input screen retrieves and displays all active loans in the plan s Add E Participant SS Batch Participant E Contribution Ei Pending Submitted Enrollment Update Update Batches Current Plan 555555 RETIREMENT SAVINGS PLAN 555555 08012010 08 31 2010 four batch is ready for processing he parmin amount can be populated by selecting the amounts highlighted or you can enter the amounts manually Payment Name os Lean Aneunt ga SR Hane i riount zr Totals BLACK JOHN 111111111 2342354254 T 1000 00 Fox JAMES 333444555 oor 1000 00 MCCALL BETSY ssseeer 1000 00 1000 00 1000 00 5000 00 pdd 23 1000 00 Loan Input Screen SS Add SS Participant SS Contribution SS Pending Submitted Enrollment Update Batches Current Plan 555555 Retirement Savings Plan 555220 Test 04 30 2012 our batch is ready for processing he payment amount can be populated by selecting the amounts highlighted or you can enter the amounts manually
72. ystem Status Pending batches e Open e T Post ended with errors e Ready to Post Submitted batches all have status Submitted Contribution Total Total batch contribution 08 21 2014 Page 28 Payroll Administration User Guide Select the file to review or edit then the file can be submitted for processing TE Particpant ZZ Batch Participant EE Contribution MD MS Bom Update Current Plan 555555 RETIREMENT SAVINGS PLAN Please select batch types Pending Batches Batch Details ROLLOVER duh MTCHD ER MATCH E ri Batch Contributions Batch Name testo Payroll Date 2010 07 15 1 1 156 65 3 116 00 Status I Contributions Batch Name Testo anonse Payroll Date 2010 07 01 1 1 156 65 1 109 66 Status Open Pending Batches Screen Future postings can still be edited Uploaded batch contributions and loans have an Open status until submitted on this screen If there were errors during your batch submission an error message appears stating Your payroll batch was not submitted successfully Please contact Voya immediately prior to re submitting the batch Attempts to resubmit the batch without contacting Voya will fail Screen Options Select the file and click Edit Your file must be edited before it can be submitted for processing Select the file and click Submit to advance to the Confirmation and Remittance screen Click

September 1, 2014 - ABA Retirement Funds

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