International Painters and Allied Trades Industry Pension Fund. Employer Self Service User Guide

Transcription

1 International Painters and Allied Trades Industry Pension Fund Employer Self Service User Guide Revision Date: October 16, 2017 i

2 Table of Contents 1 Overview Login User and Password Video - 'Login Page Login Forgot Your User Id or Password? Site Policy - Terms and Conditions Home Page - Video - 'Exploring the Home Page Employer Management View Employer Information - Video - 'Employer Information View Billing Location Information - Video - 'Billing Location Information Process/View Employer Reports & Billing History - Video - 'Process/View Employer & Viewing Billing History Process/Edit Your Work Report - Video - 'Editing a Work Report Process a No Employee s covered report - Video - 'Processing a None Report Process Your Online EFT Payments Accounts Tab Adding a Bank Account - Video - 'How to Add a Bank Account..Error! Bookmark not defined EFT Pay Now Tab Making a payment - Video - 'Processing Payments and Viewing Billing History EFT History Tab Viewing Your Payment History - Video - 'Processing Payments and Viewing Billing History Employer Forms - Video - 'Employer Forms Tabs Overview Employer Information/Work Location Update Form - Video - 'Employer Information/Work Location Update Form Payment Adjustment Credit/Refund Form - Video - 'Process/View Employer Reports & Billing History Support Request Form - Video - 'Support Request Form Other IUPAT Forms and Applications - Video - 'Other IUPAT Forms and Applications Link News and Alerts Employees Administration Functions ii

3 1 Overview The Employer Self Service (ESS) System was designed to allow Employers to process their monthly remittance reports, make payments for their reports, and forward inquiries regarding their accounts directly to the Pension Fund. ESS allows active management of accounts, which will provide an unparalleled sense of timeliness and accuracy for the processing of contributions by Union Employers. The Employer Self Service Screen is where it all begins. You will find a link to this page from or go directly to the screen by typing the following on your browser window: Login User and Password Video - 'Login Page Before you may login into ESS, you will need to enter your User ID and Password: User ID Provided by IUPAT Password Provided by IUPAT Welcome Page Login screen: 1

4 1.2 Login Forgot Your User Id or Password? If you forget either your User ID or Password, select Forgot User or Forgot Password and follow the selfhelp instructions to find the appropriate solution or watch the video at Welcome Page Click on the appropriate link: 1.3 Site Policy - Terms and Conditions At every login session, you will be given the option to Accept or Decline the Terms and Conditions. The following screen shots have the Terms and Conditions in detail. Site Policy Legal Conditions and Terms of Use screen: 2

5 Site Policy Continued - Legal Conditions and Terms of Use screen: 3

6 2 Home Page - Video - 'Exploring the Home Page The ESS Home Page has all the services you will need to manage your account, communicate with the IUPAT team members, submit work reports, and make payments. The Home Page is comprised of four main sections. The links found under each section are used to direct you to different areas of ESS. The I want to drop down menu at the top of the page can also be used to navigate to other areas of ESS. You are able to return to the Home page from any area in ESS by selecting Home at the top left of the page or by using the drop down menu and selecting Go to Home Page. Home Welcome Page screen: Note: Remember to log out when finished. If the session remains open and inactive, the user will automatically be logged out. 4

7 3 Employer Management The Employer Management section allows you to view and/or modify information for the Employer, Billing Location(s), and Appointed Contact(s). You are also able to access forms, make payments, and view and process reports. 3.1 View Employer Information - Video - 'Employer Information In this section, you are able to view the accuracy of your account information found on the Employer Demographics tab and the Contacts tab. If you need to change any of your information on file, you may click the Home option at the top of each page to submit a request. This will direct you to the Employer Information/Work Location Update Form where you may request any necessary changes. Home Welcome Page screen: 5

8 Employer Information Employer Demographics screen: 6

9 View Employer Contacts screen: 7

10 3.2 View Billing Location Information - Video - 'Billing Location Information The View Billing Location Information link allows you to manage individual billing locations. Here you are able to view information that is specific to each billing location. To request changes, select Here at the top of the page. This will direct you to the Employer Information/Work Location Update Form where you may request a new location to be added and/or update your contact information. Home Welcome Page screen: 8

11 View Billing Location Information Billing Location tab: 9

12 3.3 Process/View Employer Reports & Billing History - Video - 'Process/View Employer & Viewing Billing History From the Work Reports tab you will process and/or view your Monthly Remittance Reports and verify pension and fringe benefit rates. You may also view your Employment Roster by selecting the Employment tab. Home Welcome Page Screen: 10

13 3.3.1 Process/Edit Your Work Report - Video - 'Editing a Work Report To process your monthly remittance report, select the report for the processing month and click View/Edit Work Report. Be sure to select a report in the Pre-bill status. When a report is in the Released status, you are not able to make any changes. Process/View Employer Reports & Billing History Work Reports tab: Selecting the View/Edit Work Report button will open the Work Report Editor. Expand your options by selecting Controls. To view rates, select View Rates & Fringes. This will help you determine the correct Job Category and Skill Level for each employee. 11

14 Process/View Employer Reports & Billing History Work Report Editor Screen: Next, add your employees by selecting Add, then enter the Social Security number in the box provided. Select a skill level for each employee. When all reportable employees and their hours have been entered, verify that the total number of hours match the hours on your report before saving the report. Process/View Employer Reports & Billing History Work Reports tab Work Report Editor screen: 12

15 After saving your report, use the Work History Detail Report button to print a detailed copy of your report. The report includes all members entered, their social security number, skill level, and hours entered. It also includes a break down of the total due for each member processed. You have the option to save and/or print this report. Process/View Employer Reports & Billing History Work Reports tab Work Report Editor screen: Process/View Employer Reports & Billing History Work Reports tab Work Report Editor Work History Detail Report screen: 13

16 Selecting the Employment tab allows you to view your employment roster for each billing location. Process/View Employer Reports & Billing History Employment tab: Process a No Employee s covered report - Video - 'Processing a None Report A No Employee s Covered Report is also referred to as a None Report. A None Report is to be completed when no work has been performed for the reporting month. If a job has ended and there will not be any additional work in this location, you may submit a request for the billing location to be placed in an inactive status using the Employer Information/Work Location Update Form. Process/View Employer Reports & Billing History Work Report Editor No Employees Covered : 14

17 3.4 Process Your Online EFT Payments Here you will add and manage your bank account information, make payments, and view your payment history. Home Welcome Page Screen: 15

18 3.4.1 Making payments on-line is a convenient way to save your business time and money. Adding a bank account is the first step in the payment process. You will need your checking account number and routing number. From the Accounts tab, use the drop down to select your billing location, then add the account. Employer Management Page - EFT Payments Accounts tab: Next, complete the Account Details and EFT Details sections. Employer Management Page EFT Payments screen 16

19 In the Account Detail section, the only editable field is the Stop Date. The remaining fields will default to the proper selections. The stop date field tells the system that you no longer want your bank account information to be available for use after a specific date. The stop date field should be blank if you plan to, continuously use the bank account information you entered. This field may be edited at any time, so if you choose to leave it blank you will be able to make changes in the future. Employer Management Page EFT Payments screen: In the EFT Details section, enter the name of your financial institution and select search. Employer Management Page EFT Payments screen: This will populate a list of available routing numbers. You may choose from the list or enter your routing number in the box provided. Employer Management Page EFT Payments screen: Note: There may be multiple pages available. 17

20 After selecting your routing number, enter your bank account number in the box provided. Then select the bank account type using the drop down menu. Finally, verify your entries and select Save. Employer Management Page EFT Payments screen: Each time a bank account is added you will confirm the Employer/Receiver Authorization and Agreement for ACH Debit. The following screen shots have the Employer/Receiver Authorization and Agreement for ACH Debit in detail. Agreement Confirmation Employer/Receiver Authorization and Agreement for ACH Debit Screen: 18

21 Agreement Confirmation - Continued Employer/Receiver Authorization and Agreement for ACH Debit Screen: 19

22 3.4.2 EFT Pay Now Tab Making a payment - Video - 'Processing Payments and Viewing Billing History Once you have processed your monthly Remittance Report, you will need to submit your payment. To process your payment, go to the EFT Pay Now tab and enter your payment amount. Process Your Online EFT Payments EFT Pay Now tab Screen: 20

23 Process Your Online EFT Payments Continued - EFT Pay Now tab Screen: Complete and submit the payment allocation form. Allocate Payments IUPAT Central Collection Payment Allocation Screen: 21

24 3.4.3 EFT History Tab Viewing Your Payment History - Video - 'Processing Payments and Viewing Billing History From the EFT History tab you can view all payments made for each billing location. Your payment will initially be in the Queued status until the payment is received, and then the status will change to Issued. You may use the drop down menus to search for specific payment types. Process Your Online EFT Payments EFT History tab Screen: 22

25 3.5 Employer Forms - Video - 'Employer Forms Any form that you are able to access as you navigate through ESS may also be found in the Employer Forms section. ESS provides various forms for you, the employer, to communicate with the Fund office. Here you will find forms to request updates of demographic information, add an ESS user, use a credit towards a report, request a refund, add a new work location, and request online help. Home Welcome Page Screen: 23

26 3.5.1 Tabs Overview Some of the forms under these five tabs may be found under more than one tab. To retrieve a form, click the appropriate tab. Then select the link to open the document needed. Employer Management Employer Forms Screen: 24

27 3.5.2 Employer Information/Work Location Update Form - Video - 'Employer Information/Work Location Update Form This form is used to request updates to your company s demographic information and to notify the Pension Fund when you will be working under a new agreement. After submitting the form, you will receive a confirmation including a copy of your completed document and the case number for the request. Employer Forms Employer Information/Work Location Update Form Screen: 25

28 3.5.3 Payment Adjustment Credit/Refund Form - Video - 'Process/View Employer Reports & Billing History The Payment Adjustment Credit/Refund Form is to be used when there is an overpayment from a previous report or a payment that was submitted in error. You may request a refund or a credit by using the form below. Employer Forms Payment Adjustment Credit/Refund Form Screen: 26

29 3.5.4 Support Request Form - Video - 'Support Request Form The Support Request Form has multiple uses. You may notify the Fund office of a change to an employee s name or Social Security number, request a new user, update company information, and communicate system performance. There is also an option to submit a General Support request. Employer Forms Support Request Form Screen: 27

30 3.5.5 Other IUPAT Forms and Applications - Video - 'Other IUPAT Forms and Applications Link The Other IUPAT Forms and Applications link will open the Pension page of the Fund website, Here you will find pension literature and forms. Employer Forms Other IUPAT Forms and Applications Screen: 28

31 News and Alerts The News and Alerts section acts as a communication system for the Fund office to update employers with current and important information. Home Welcome Page Screen: 29

32 News and Alerts - View Alerts Screen: 30

33 4 Employees This section allows the employer to verify that their employees personal information is accurate and up to date. Home Welcome Page Screen: Employees View Employee Information Screen: 31

34 Employees View Employee Information Screen: 32

35 5 Administration Functions From the Administration Functions section, select the View User Information link to update your security information. Home Welcome Page Screen: 33

36 Administration Functions Update Account Settings: 34