Data Validation Web (DVW) Workorder User guide

Transcription

1 Data Validation Web (DVW) Workorder User guide Plan Sponsor guide to processing contributions for your retirement plan RP

2 table of contents Data Validation Web (DVW) Overview About DVW... 3 How to Access DVW... 3 How to Navigate the Browse Work Orders Screen... 3 Work Order Population Methods Manually Create a Work Order... 4 Prepopulate with Current Information from the System Without Financials... 4 Populate Work Order Via File Upload... 8 Manually Populate a Work Order Tools Add New Participants Glossary Icon Descriptions Work Order Status

3 about DVW Data Validation Web, (DVW), is the web-based tool used by Ameritas plan sponsors to submit payroll, employee maintenance and census data. DVW enables plan sponsors to submit, validate and correct any issues found in contributions, loan payments, census information, participant information or other administrative data online. The tool validates the data entered against rules and identifies any data with problems or inconsistencies allowing the plan sponsor to take immediate action to submit the files in good order. Refer to this guide for step by step instructions to successfully use DVW to process your payroll-related work orders. how to access DVW After logging into Account Access on ameritas.com, there are two convenient ways to access DVW from the Plan Summary page. 1. Click Submit a Contribution from the I want to quick links. OR 2. Click Deposit/Census (DVW) from the Activity dropdown menu. 2 1 how to navigate the browse work orders screen 1. Tool Bar Options. 2. Filters to search for a work order. 3. Status and Action Icons for work orders. 4. Page Navigation

4 work order population methods Manually Create a Work Order To manually create a Work Order that is not already set up for recurring processing. 1. Click Create Work Order link. 2. Click Add a New Blank Work Order. Enter information for new Work Order, and click the Create button. * * * * See Glossary for definitions Prepopulate with Current Information from the System Without Financials 1. Click Begin Entry icon from Browse Work Orders screen. 2. Click Prepopulate with current information from the system without financials. 4

5 3. Once the following message appears, the system has begun loading data from the recordkeeping system. Click on here to view the Work Order Browse screen. 4. The initial status for this Work Order will be Loading. To refresh your view, click F5. When the status changes to In Process, the data has been loaded. 5. Click on the Edit Data icon. 6. Update each tab as needed. 7. Verify each tab for accuracy and click Continue at the bottom of the page. 5

6 Note: Click Save if you would like to save your work before you are ready to click Continue. 8. Review the totals on the summary screen. Click Submit to continue. 9. Click Browse Work Order to view the status. To refresh your view, Click F5. 6

7 9a. If no errors are detected, the Work Order status will change to Awaiting Funding Approval, click View and Approve Funding. 10. Click on Approve to continue. 11. If errors are detected, the Work Order status will change to Errors Found. Click the Errors Found icon. 12. Correct the errors, then select Submit and continue. Follow instructions in 9a to approve funding for your work order. 7

8 Upload an Approved Payroll File Note: Please contact your assigned client service consultant to obtain the appropriate approved file format for your plan. 1. Click Begin Entry icon. 2. Choose Upload an approved payroll file. 3. Click Browse, select the file, then click Upload. 3a. Initially, this new work order will be listed as Loading on the Work Order Detail screen. 8

9 4. Click Browse Work Order and refresh your view by clicking F5. Once the status has changed to In Process click the Edit Data icon. 5. View each tab for accuracy. When completed, click Continue at the bottom of the page. 6. On the totals summary page, click Submit to continue. 7. If no errors are detected, the Work Order status changes to Awaiting Funding Approval click View and Approve Funding. 9

10 8. Click Approve to continue. 9. If errors are detected, the Work Order status will change to Errors Found click the Errors Found icon. 10. Correct the errors, then select Submit and continue to follow instructions in 7 to approve funding for your work order. Manually Populate a Work Order 1. Click the Begin Entry icon 10

11 2. Click Manual Entry blank template 3. Enter the participant information in the Participant section. (Do not use punctuation in the name fields.) 4. Enter information on the Contributions tab. 5. Enter information on the Loans tab. 11

12 6. Enter information on the Address tab. (Do not use punctuation in addresses.) 8. Enter information on the Dates tab. 9. Once all the data is entered, click Continue at the bottom of the page. 12

13 10. Review the totals on the summary page. Click Submit to continue. 11. Click Browse Work Orders at the top of the page. 13

14 12. To refresh your view, click F5. When the status has changed to Awaiting Funding Approval click Approve Funding icon. Note: If your plan allows forfeitures to be used to fund an employer contribution, input the amount of forfeitures used to cover the employer contribution under the Forfeiture Credit section. a. Click Approve. 14

15 Add New Participants 1. New participants can be added in the blank rows on the last page of data. 2. Navigate to the last page of data by clicking the Next link or by entering the last page number and clicking the Go button. 3. Add data to the blank rows and then click the Save or Continue button. If more rows are needed, click the Add Rows button. (Do not use punctuation in name fields.) Note: Once the participant(s) have been added and saved, the participants are resorted and entered into the data set per your viewing preference. 15

16 Glossary Data Validation Web (DVW ) is a payroll, employee maintenance, and census data submission tool which increases the operational efficiency of administering retirement plans. DVW automates some of the more inefficient and expensive bulk data processing tasks. This is accomplished through a customizable processing system which employs easy-to-use webbased user interfaces and pre-defined processes to streamline the data collection processes. DVW enables plan sponsors to submit, validate and correct any issues found in contributions, loan payments, insurance premiums, census information, participant indicative information or other administrative data online. DVW validates the data against rules and identifies data with problems or inconsistencies. Payroll files submitted in good order may be consumed, processed and posted to the recordkeeping system without any further Record keeper intervention. Files that do not meet these standards generate notifications for error correction. Date Start Date Beginning of the effective date range of your payroll cycle. End Date Ending of the effective date range of your payroll cycle. Due Date The date pay checks are distributed to employees at your company. Initiate Files Manually Create Work Order The plan sponsor has the ability to enter data into various tabs and fields configured for the screen. The user can create a work order to submit data for a non-recurring event, such as a quarterly rollup match, or an annual profit-sharing contribution. Populate Work Order via File Upload Users may initiate data files by uploading a file to the DVW application in a predefined format. Populate With Recordkeeping Data Loads data into the Work Order by requesting a download of eligible participants from our recordkeeping system. Validation History Browse screen allows a user to access past host validation messages for a Work Order by the date and time they were run. This functionality allows the users to track the history of errors within the Work Order for the purposes of tracking issue resolution and user training needs. Work Order Browse Allows users to track and manage their work orders by providing a view of all permissible work orders at all stages of the process. Commonly referred to as the Browse Work Orders screen. Work Order Detail Provides additional information about, and actions for, each individual work order, according to configuration and the individual user s permissions. 16

17 Icon Descriptions Available Actions Icon Begin Entry/Edit Data View Work Order Details View Notifications View Data Reset Correct Errors View Validation History View and Approve Funding Reinstate Work Order Request Extract (Census) Request Export Upload File Download Work Order File 17

18 Current Status New Loading Awaiting Light Validation Awaiting Host Validation In Process What should I do next? Choose Begin Entry to process your contribution. The system is currently loading the requested data. Refresh occasionally until the status changes. The system is currently validating the data provided. Refresh occasionally until the status changes. The system is currently validating the data provided. Refresh occasionally until the status changes. Go to View Data to review the data for each participant. You cannot make any changes on this screen. Go to Edit Data to review and update the data for each participant on the work order or add additional participants. Choose Request Export to download the participant data into Excel. Ready for Upload Choose Download Work Order File to open the exported file in Excel. Choose Upload File to import the edited data back into DVW. Errors Found Go to Correct Errors to see only the participants that have errors and correct their data. Go to Edit Data to see the information for all participants; the participants with errors are indicated by an asterisk. Awaiting Funding Approval Awaiting Posting Any status Completed Choose View and Approve Funding to review the totals and submit the work order for funding via ACH or check. The system will process the payment that has been submitted. If payment is made via ACH it will process overnight. If payment is being made via check, please mail it for the amount of the funding total. Choose Reset to bring the work order back to a new state. If you choose this option you will lose any progress made on the task. This work order is complete and no further action is required. 18

19 This information is provided by Ameritas, which is a marketing name for subsidiaries of Ameritas Mutual Holding Company, including, but not limited to: Ameritas Life Insurance Corp., 5900 O Street, Lincoln, Nebraska 68510; Ameritas Life Insurance Corp. of New York, (licensed in New York) 1350 Broadway, Suite 2201, New York, New York 10018; and Ameritas Investment Corp., member FINRA/SIPC. Each company is solely responsible for its own financial condition and contractual obligations. For more information about Ameritas, visit ameritas.com. Ameritas and the bison design are registered service marks of Ameritas Life Insurance Corp. Fulfilling life is a registered service mark of affiliate Ameritas Holding Company Ameritas Mutual Holding Company