Tab 5 Ariel Portal website

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1 Tab 5 Ariel Portal website Part I Access Management Employer Information Member Profile Access management Access type Give/remove access to employee Employer information Consult or change the information related to your employer profile Member profile Consult the member profile Transmitting terminations and temporary leaves of absence from the Member Profile..5 Part II Data Collections, Remittances and Account Summary Important details Perform a Data Collection Personal data collection Financial data collection with payment agreement Process a remittance Account Summary New Payment Agreement Statement of Account Part III Reports & Documents Report Generator: Transactions Data Collections Document Viewer COPYRIGHT/RESTRICTIONS ON USE The contents and format of this website are protected by copyright and may not be copied or reproduced except in accordance with Canadian copyright laws and the copyright laws of other countries and jurisdictions. No one has the permission to copy, redistribute, reproduce, disclose to any third party or publish in any form the information found on this website. Morneau Shepell grants to you limited permission to display, print and download the information found in the pages of this website for non-commercial, personal purposes only, provided that you do not modify any such content. DECEMBER

2 Part I Access Management Employer Information Member Profile The Arie Portal is the administration platform for the Régime de retraite du personnel des CPE et des garderies privées conventionnées du Québec. This transactional website is at your disposal to allow you to: Update your employer s information; Submit your data collections and remittances based on your pay frequency; Access to specific documents for the administration of the pension plan (for example, information bulletins); View the plan member s file. We invite to consult the Ariel Portal Quick Reference Document that provides you with a summary of the key steps. If you have any questions, please do not hesitate to reach a representative of the Employer Childcare Services Contact Centre from Monday to Friday, 8 a.m. to 5 p.m., by calling or by sending an to rrcpegq-adminsupport@morneaushepell.com. 5.1 Access management Access type The Bureau de la retraite des CPE assigns an Employer Director (enhanced features) type of access to every principal employer contacts. This type of access allows the employer to access all the features of the Ariel Portal including the Access Management feature. From this feature, the employer may grant or remove Employer (enhanced features) type of access to its employee helping to perform administrative tasks on the Ariel Portal. The Employer (enhanced features) type access also allows access to all the Ariel Portal features with the exception of the Access Management Give/remove access to employee To give or remove access, the main contact with Employer Director (enhanced features) type of access should click Access Management under the Administration tab. The list of employees who already have an access profile will be displayed. By unchecking the User with a profile option, the list of all employees for which access may be granted will be displayed. Then just select an employee and click Open to manage access. The User Detail window will open. Tab 5 Ariel Portal website 2

3 To give an access, a valid address at work must entry, the Employer Profile must be selected and the Employer for which access must be given along with the Plan must be checked. To remove an access, simply uncheck the employer in question. In the event that an employee for whom access is to be given is not found in the list, please contact a representative of the Employer Childcare Services Contact Center Employer information This section explains how to update the general information about your employer profile, including the payment method of your remittances and banking information if your payment method is pre-authorized debit. Please validate the information and make the appropriate changes if necessary. If you cannot change the information, please contact a representative of the Employer Childcare Service s Contact Center Consult or change the information related to your employer profile Click on the Employer Information under the Administration tab to access the Employer Information screen. Note: Information changes on the Employer Information screen may take up to 48 hours before appearing on the Ariel Portal. Please take note as the deadline for submitting data approaches. To update the general information, select your employer and click Open. You can edit the information and click on Save. Tab 5 Ariel Portal website 3

4 A method of payment, either the electronic fund transfer or the pre-authorized debit must absolutely be selected before completing a first payment agreement. If your payment method is the electronic fund transfer, make sure to include your license number as the reference number on the transfer, failing to do so will incur an administrative fee of $50. If your payment method is the pre-authorized debit, you must read and accept the terms and conditions. Your banking information will also need to be entered in the section Pre-Authorized Debit (PAD) before you click Save. You will need to notify us in writing of any changes to your banking information at least ten days before the next electronic debit. For all other changes to your banking information, please contact a representative of the Employer Childcare Services Contact Center Member profile Consult the member profile At any time, you can view the current data of your employees participating in the pension plan by clicking on the Member Profile under the Members tab. To view the member profile, a search on the employee can be done using the social insurance number or the first and last name. The member profile will show the general information of the employee, the information related to the job and financial transactions of the employee. In order to access a participant s profile, you must select the desired participant and click on Edit Member or double click on the desired profile. Tab 5 Ariel Portal website 4

5 Please note that it is mandatory that all employees aged 18 or older must join the plan. Any employee under the age of 18 may join the Plan if, during the previous calendar year, he fulfilled one of the following conditions: had been working for their employer for at least 700 hours received from their employer a salary representing at least 35% of the maximum pensionable earnings (MPE). For more information, please refer to the Tab 2 - Eligibility and Membership. All changes to data, including the addition of new member, must be done through the Data Collections functionality. Please refer to section 5.5 of this tab for more information Transmitting terminations and temporary leaves of absence from the Member Profile The Ariel Portal allows terminations and temporary leaves of absence to be submitted directly form the Member Profile. In fact, the fields Date of Termination, Reason of termination and Date of Death are editable to allow you to submit employment terminations; and the fields Leave of absence and Leave of absence Date are also editable to allow you to submit temporary leaves of absence. Note: The transmission of terminations and temporary absences can only be done if the employment has no termination date and the member still has an active participation status in the pension plan. In the event that these conditions are not met, the Member Profile will only be in read-only mode. Transmitting a termination from the Member Profile: 1- Access the desired member s profile. A window will open so you can view the details of the participant. Go to the Employment section. Tab 5 Ariel Portal website 5

6 2- Choose the appropriate Reason of Termination from the drop-down list: 3- Enter the Date of termination that corresponds to the date of the selected event: Tab 5 Ariel Portal website 6

7 4- Exceptionally, in the case of a death, not only must you enter the Reason of Termination and a Date of Termination at the Employment section, but you must also enter a Date of Death in the Member section. Here is an example: 5- Click on Save at the bottom of the page to transmit the information. Click Cancel if you do not want to transmit the information. At this stage, data validation will be performed: i. If a validation message appears, you will need to correct the submitted data for that person and click Save again to submit your request. ii. If there are no validation messages to confirm, you will get a confirmation message. Click Ok and your request will be transmitted. Transmitting a leave of absence from the Member Profile: 1- Access the desired member s profile. A window will open so you can view the details of the participant. Go to the Employment section. Tab 5 Ariel Portal website 7

8 2- Choose the appropriate Leave of absence from the drop-down list: 3- Enter the Leave of absence Date, which must correspond to the date of the beginning of the absence: 4- Click on Save at the bottom of the page to transmit the information. Click Cancel if you do not want to transmit the information. At this stage, data validation will be performed: i. If a validation message appears, you will need to correct the submitted data for that person and click Save again to submit your request. ii. If there are no validation messages to confirm, you will get a confirmation message. Click Ok and your request will be transmitted. Tab 5 Ariel Portal website 8

9 Part II Data Collections, Remittances and Account Summary As an employer, you have the responsibility to make and submit via the Ariel Portal, your data collection and remit the contributions deducted from your employees pay, including those paid by employees in unpaid leave of absence. The transmission of personal and financial data of your employees, as well as the payment agreement of the deducted contributions payable to the Plan, can be completed on the Ariel Portal, through the Data Collections functionality at the same pay frequency. Once the contribution payment agreement completed on the Ariel Portal, payment of contributions payable to the Plan will be required. This payment can be made by Electronic Funds Transfer (EFT) or by Pre-Authorized Debit (PAD), according to the selected method of payment in the functionality Employer Information. The data collection should include, among others, the following information for the periods, and for each of the members: status base hourly rate earned salary regular hours worked worked overtime hours on which contributions were deducted during unpaid leave of absence contributions deducted on hours worked and during an unpaid absence Important details Submission Delays The transmission of your data collections and payment agreements on the Portal Ariel allows Morneau Shepell to ensure a healthy Plan administration. Your data collections must be done, with the payment of your contributions, no later than the 20 th day of the month following the contribution deductions on your employees payroll. Tab 5 Ariel Portal website 9

10 SCHEDULE FOR SENDING IN THE MONTHLY REPORT AND PAYMENT Data collection By Pre-Authorized Payment (PAP) Contribution Payment By Electronic Funds Transfer (TEF) If the 20 th is a working The report must be day submitted** no later than the 20 th The PAP must be cashable by Morneau Shepell no later than the 20 th The transfer to Morneau Shepell must be made no later than 9:00 p.m. on the 20 th If the 20th is not a working day (weekend or holiday*) The report must be submitted** no later than the first working day preceding the 20th The PAP must be cashable by Morneau Shepell no later than the working day preceding the 20th The transfer to Morneau Shepell must be made no later than 9:00 p.m. the working day preceding the 20th * The statutory holidays are the holidays granted to public service employees in Québec. ** In Ariel Portal, you must make sure that you have confirmed the submission of your report no later than the date indicated. For this purpose, it is important that the status of your data collection has a status of Completed EXAMPLE : Financial data collections made according to the payment date Pay every 2 weeks, paid on Thursday of the second week: Case A : from Sunday, November 19, 2017 to Saturday, December 2, 2017 paid on Thursday, December 7, 2017 Case B : from Sunday, December 3, 2017 to Saturday, December 16, paid on Thursday, December 21, 2017 Case C : from Sunday, December 17, 2017 to Saturday, December 30, paid on Thursday, January 4, 2018 We strongly recommend that you perform your data collection with payment per pay period. In this case, you must pay the contributions for each of the Case A and B on or before Friday, January 19, The payment of contributions for the Case C must in turn be submitted no later than February 20, 2018, since the employees were paid in January. This period reflects the first pay period to be considered for the year Tab 5 Ariel Portal website 10

11 If you pay by Electronic Fund Transfer (EFT) You must select this option beforehand on the Ariel Portal in the Employer Information section. Simply complete the transfer by contacting your financial institution or by Internet or by phone. Make sure your license number is specified as the reference number on your electronic transaction so that the amount is credited to your account, otherwise an administrative fee of $50 will be charged. Based on the information that you will have entered, Morneau Shepell will validate the process of your transfer into the bank account of the Plan. Please make your electronic funds transfer no later than the 20th of the month. If you pay by Pre-Authorized Debit (PAD) Morneau Shepell will process the transaction based on the banking information you have entered on the Ariel Portal in the Employer Information section and the debit date provided via the payment agreement. Make sure you have sufficient fund, otherwise an administrative fee of $50 will be charged. Please ensure that your remittance is submitted in time so that the pre-authorized amount to be withdrawn from your account is known to Morneau Shepell no later than the 20th of the month. In case these delays are not met, Morneau Shepell will contact the concerned employers as administration fees will be charged according to the Plan rules. Administrative fees for late payment Each month, you must submit to Morneau Shepell your data collections and proceed to the payment of the contributions deducted from the members' pay. The normal deadline is the 20th of the month following the month for which the contributions are collected from members. The following administrative fees will be charged by the Plan should the data collections and/or the contribution payment be submitted late: Summary of administrative fees Late data collections report and/or contribution payment Third consecutive data collections report and/or payment of contributions is submitted late Eligible paper rejected or returned (insufficient funds, stop payment, etc.) or licence number missing Expenses incurred by Pension Committee to regulate the transmission of reports and contributions $250 $750 $50 To be fully assumed by employer in default Tab 5 Ariel Portal website 11

12 Example of application of late administrative fees If your data collection for September or payment of contributions is received after October 20 If your data collection for October or payment of contributions is received after November 20 If your data collection for November or payment of contributions is received after December 20 One month late 250 $ Two months late 250 $ Three consecutive months late 250 $ $ These rules are set out in the Plan text and you must follow them. We d like to remind you that the 20th day of the month is a deadline and that you should transmit your data collections and pay the contributions received from members as soon as possible after each pay period, thereby avoiding any administrative fees. Note also that the Ministry does not subsidize administrative fees, fees and interest charges. All such amounts must be paid from your revenues Perform a Data Collection For more details, we invite you to watch the video demo on the data collection process Personal data collection The personal data collection enables the transmission of employment data and status of the member s participation in the Plan. The personal data collection also creates new members by submitting the information related to them. It is not mandatory to submit a personal data collection for each pay period if there is no change of personal data required in the database for this period (with the exception of employers using the module offered by the payroll system Le Gestionnaire). Note: If you are a new employer making your first data collection, you absolutely must finalize a personal data collection, including all of your employees participating in the Plan, before completing the first financial data collection. Here is the list of employment data that can be submitted: Creation of new participants Hourly rate change Transmission of terminations and temporary leaves of absence Modify / correct a date of birth, last name and / or first name Tab 5 Ariel Portal website 12

13 Note: For employers using Le Gestionnaire, please transmit the files generated by your payroll system (HRIS) into a personal data collection Le Gestionnaire. Here are the steps to follow: 1- To perform a new data collection, you must go to the Data Collections screen under the Business Functions tab. 2- Create a data collection by clicking New at the Data Collections screen Tab 5 Ariel Portal website 13

14 3- Fill in the mandatory fields (*) on the New/Edit data collection screen and then click on Submit for Creation Field details: Configuration: Personal data Morneau Shepell or Personal data Le Gestionnaire Name: type in the name for your data collection Employer: Choose your license number Plan: CPE Effective Date: Today s date 4- Please wait for the system to creation your data collection. Please note that you can leave your data collection at any time by clicking the Return to list button and checking its status via the list of data collections. Tab 5 Ariel Portal website 14

15 5- Once your data collection is created, you will be directed to the Data Input Summary screen. At this 2 nd stage of the process, you must submit the personal data of your employees. In order to do this, you have the choice of three distinct methods: Add your file: Add your personal data file Enter the personal data of your employees manually Use the Grid Mode If you use the Le Gestionnaire system, you can use the personal data files provided. Once they have been generated by Le Gestionnaire, the files must be saved in a folder on your computer without modifying their format (.csv) and then retrieved using the Add File selection tool. If you are not using Le Gestionnaire, you will be able to use the Get Template feature. This function will generate a file template that you must save on your computer, without modifying its format (.csv). This file will include the data fields that you need to fill for your members. You will need to fill all fields. A data glossary is available on the Ariel Portal under the Help tab to assist you in completing the information. NOTE: To save a.csv file, you need to go in the Excel menu Save As, select either: Type: Type: CSV (Comma delimited) (*.csv) if your computer is in English, or CSV (séparateur : point-virgule) (*.csv) if your computer is in French Tab 5 Ariel Portal website 15

16 You can also use the function Get Template with Data (i.e. the data file generated will be pre-completed with the data of the previous data collection) to speed up the data entry. By clicking on Get Template with Data, you will need to select a previous data collection or indicate the effective date (i.e. date of the desired data capture) and then click on Download File. The generated file should be saved in a directory on your computer and retrieved by the selection tool Add File. Please refer to the glossary available under the Help tab for the formats to use when performing changes in the data file. NOTE: To avoid display problems when generating the data template in the Ariel Portal, please adjust your settings on your computer as follows by going in the Control Panel (System Preferences MAC) Region and Language: Format: French (Canada) Short date: AAAA-MM-JJ And in Additional Settings (bottom right button): Decimal symbol: virgule List separator: point-virgule OR Format: English (Canada) Tab 5 Ariel Portal website 16

17 Short date: YYYY-MM-DD or DD/MM/YYYY And in Additional Settings (bottom right button): Decimal symbol: dot List separator: comma Once your template file is completed and/or available, you must add it using the Add File button. You must click on Select files, in order to upload your file from your computer. Once you have added your file, that it does appear in the File Input section and its status is: Ready for File Synchronization, click on Synchronize. Please wait for the system to synchronize your file. Please note that you can leave your data collection at any time, using the Return to List button, and check its status via the list of data collections, as the process requires a few minutes before moving on to the next step. The file format will be validated at this point. If there are any format errors in your file, you will have to correct them before you can continue. Please refer to the Glossary data available on the Help tab for the format that has to be used in the data files. Note: if you are a new employer and you are submitting your first data collection (without using the data file generator from your payroll system), you must use the Get Template functionality. For the first data collection, you will not be able to use the Get Template with Data functionality since no data has yet been entered into our database. Tab 5 Ariel Portal website 17

18 Enter the personal data of your employees manually: If you do not add a file, you can enter the personal data manually in the Data Input Summary section by clicking Add and then Personal Data. Then fill in all the mandatory fields (*) on the screen: Data Input Detail, and then click on Save You must complete a new Data Input Detail screen for each of your employees. This feature can be useful if you have to submit personal data to very few employees. As soon as you have more than 5 employees, you should use a file as explained above. Grid Mode: The Ariel Portal now makes it possible to enter data using an on-screen input grid, which makes it easier for users who have difficulty with CSV templates. The option is available from the Get Template with data and Data Input Summary screens. By clicking on Get Template with data, you will need to select a previous data collection or enter the effective date (i.e. the desired data capture date) and then click Open in grid mode. Tab 5 Ariel Portal website 18

19 Once you click the Open in grid mode button, the system will take you to the Grid Mode screen. The grid will be pre-filled with data from the selected data collection or from the effective date chosen on the previous screen and it will appear in the File Input table as a new file added to be synchronized once the data entry made. Make sure there is not already a file present for the same data to be synchronized. A data glossary is available on the Ariel Portal under the Help tab to assist you in making changes to the data grid. Clicking Open in grid mode on the Data Input Summary screen will display all previously synchronized data via the two previous options, either adding a file or manually entering data but will not display any information if no data entry has been made beforehand. 6- Once all your data is present on the Data Input Summary screen, click Validate & Load. Note: Validate only serves to validate the data and does not submit it to Morneau Shepell. So be sure to click Validate & Load as soon as you want to submit your data and complete your process. Tab 5 Ariel Portal website 19

20 7- Please wait for the system to validate your data. However, please note that you can leave your data collection at any time by using the Return to List button, and checking its status via the list of data collections. In this step, the business rules will be validated. Each time a validation message appears for a member, you need to: correct the data submitted for this member override the warning that appears reject the member or request a manual intervention from the Morneau Shepell administration team, but only for a message with a Complete Member Error severity. After that, you will be able to click Validate & Load. Other validations will be done to ensure that all of the required actions have been completed and that the quality threshold has been met. The data will then be loaded into our Ariel system, which is used to perform benefit calculations and pension projections for participants on the My Retirement website. 8- Once the data has been uploaded the data collection is archived, but the information reports remain available through the document viewer on the Reports and Documents - Employer tab. You can access the Process Summary of your completed data collections via the Completed Data Collections screen, either by double-clicking the data collection in question or by clicking the View button Financial data collection with payment agreement The financial data collection is used to submit payroll data of member and is always required subject to the submission deadline described above. The financial data collection must include for each member and for each pay period: eligible earnings regular hours worked overtime hours worked hours contributed during an unpaid leave member contributions made for hours worked and during unpaid leave Note: In the event that you should submit financial data to a new member, it is important to first complete the personal data collection so that the member is created in the database, before submitting the financial data collection. For employers using Le Gestionnaire, please transmit the files generated by your payroll system (PostPayroll) into a financial data collection Le Gestionnaire. Tab 5 Ariel Portal website 20

21 PARTICULARITIES You can refer to the glossary available under the Help tab to see the different fields to fill out for the completion of your data collection. However, here are some features: MAXIMUM NUMBER OF HOUR The number of hour for the functions listed below cannot exceed 37.5 hours per week: Assistant manager General manager All the other functions do not have a prescribed weekly limit on hours worked and thus should not be limited to 37.5 hours per week. IRREGULAR SCHEDULE MEMBERS IN LEAVE OF ABSENCE For the members in leave of absence with an irregular schedule and want to contribute during their period of absence, you have to average the hours worked during the last four months immediately preceding the absence (each work week is limited to 40 hours / 37.5 for a manager function). For the members who have chosen not to contribute, you have no financial information to transmit; only the absence status and the date must be transmitted via the personal data collection. MEMBERS WITH MULTIPLE FUNCTIONS If a member occupies more than one function during the period for which you are collecting data, you must enter the number of regular and overtime hours worked and eligible earnings along with the deducted contributions separately for each function. Here are the steps to follow: 1- To perform a new data collection, you must go to the Data Collections screen under the Business Functions tab. Tab 5 Ariel Portal website 21

22 2- Create a data collection by clicking New at the Data Collections screen 3- Fill in the mandatory fields (*) on the New/Edit data collection screen and then click on Submit for Creation Field details: Configuration: Financial data Morneau Shepell (with payment) or Financial data Le Gestionnaire (with payment) Name: type in the name for your data collection Employer: Choose your license number Plan: CPE Period Start Date: Start date of your current pay period Period End Date: End date of your current pay period Payroll Payment Date: Payment date of your current pay period (the date the pay was paid to your employees and the individual contributions were taken) Pay special attention to the recorded dates of your data collection. They have an impact on the validations carried out, the reports produced, the benefit calculations for your employees as well as on the transmission delays. Tab 5 Ariel Portal website 22

23 4- Please wait for the system to creation your data collection. Please note that you can leave your data collection at any time by clicking the Return to list button and checking its status via the list of data collections. 5- Once your data collection is created, you will be directed to the Data Input Summary screen. At this 2 nd stage of the process, you must submit the personal data of your employees. In order to do this, you have the choice of three distinct methods: Add your file: Add your financial data file Enter the personal data of your employees manually Use the Grid Mode If you use the Le Gestionnaire system, you can use the financial data files provided. Once they have been generated by Le Gestionnaire, the files must be saved in a folder on your computer without modifying their format (.csv) and then retrieved using the Add File selection tool. If you are not using Le Gestionnaire, you will be able to use the Get Template feature. This function will generate a file template that you must save on your computer, without modifying its format (.csv). This file will include the data fields that you need to fill for your members. You will need to fill all fields. A data glossary is available on the Ariel Portal under the Help tab to assist you in completing the information. NOTE: To save a.csv file, you need to go in the Excel menu Save As, select either: Type: Type: CSV (Comma delimited) (*.csv) if your computer is in English, or CSV (séparateur : point-virgule) (*.csv) if your computer is in French Tab 5 Ariel Portal website 23

24 You can also use the function Get Template with Data (i.e. the data file generated will be pre-completed with the data of the previous data collection) to speed up the data entry. By clicking on Get Template with Data, you will need to select a previous data collection or indicate the period dates for which you have already submitted financial date and then click on Download File. (If the dates entered do not match a previous data collection, your template will be empty.) The generated file should be saved in a directory on your computer and retrieved by the selection tool Add File. Please refer to the glossary available under the Help tab for the formats to use when performing changes in the data file. NOTE: To avoid display problems when generating the data template in the Ariel Portal, please adjust your settings on your computer as follows by going in the Control Panel (System Preferences MAC) Region and Language: Format: French (Canada) Short date: AAAA-MM-JJ And in Additional Settings (bottom right button): Decimal symbol: virgule List separator: point-virgule OR Tab 5 Ariel Portal website 24

25 Format: English (Canada) Short date: YYYY-MM-DD or DD/MM/YYYY And in Additional Settings (bottom right button): Decimal symbol: dot List separator: comma Once your template file is completed and/or available, you must add it using the Add File button. You must click on Select files, in order to upload your file from your computer. Once you have added your file, that it does appear in the File Input section and its status is: Ready for File Synchronization, click on Synchronize. Please wait for the system to synchronize your file. Please note that you can leave your data collection at any time, using the Return to List button, and check its status via the list of data collections, as the process requires a few minutes before moving on to the next step. The file format will be validated at this point. If there are any format errors in your file, you will have to correct them before you can continue. Please refer to the Glossary data available on the Help tab for the format that has to be used in the data files. Note: if you are a new employer and you are submitting your first data collection (without using the data file generator from your payroll system), you must use the Get Template functionality. For the first data collection, you will not be able to use the Get Template with Data functionality since no data has yet been entered into our database. Tab 5 Ariel Portal website 25

26 Enter the financial data of your employees manually: If you do not add a file, you can enter the financial data manually in the Data Input Summary section by clicking Add and then Financial Data. Then fill in all the mandatory fields (*) on the screen: Data Input Detail, and then click on Save You must complete a new Data Input Detail screen for each of your employees. This feature can be useful if you have to submit personal data to very few employees. As soon as you have more than 5 employees, you should use a file as explained above. Grid Mode: The Ariel Portal now makes it possible to enter data using an on-screen input grid, which makes it easier for users who have difficulty with CSV templates. The option is available from the Get Template with data and Data Input Summary screens. By clicking on Get Template with data, you will need to select a previous data collection or enter the effective date (i.e. the desired data capture date) and then click Open in grid mode. Tab 5 Ariel Portal website 26

27 Once you click the Open in grid mode button, the system will take you to the Grid Mode screen. The grid will be pre-filled with data from the selected data collection or from the period dates chosen on the previous screen and it will appear in the File Input table as a new file added to be synchronized once the data entry made. Make sure there is not already a file present for the same data to be synchronized. A data glossary is available on the Ariel Portal under the Help tab to assist you in making changes to the data grid. Clicking Open in grid mode on the Data Input Summary screen will display all previously synchronized data via the two previous options, either adding a file or manually entering data but will not display any information if no data entry has been made beforehand. 6- Once all your data is present on the Data Input Summary screen, click Validate & Load. Note: Validate only serves to validate the data and does not submit it to Morneau Shepell. So be sure to click Validate & Load as soon as you want to submit your data and complete your process. Tab 5 Ariel Portal website 27

28 7- Please wait for the system to validate your data. However, please note that you can leave your data collection at any time by using the Return to List button, and checking its status via the list of data collections. In this step, the business rules will be validated. Each time a validation message appears for a member, you need to: correct the data submitted for this member override the warning that appears reject the member or request a manual intervention from the Morneau Shepell administration team, but only for a message with a Complete Member Error severity. After that, you will be able to click Validate & Load. Other validations will be done to ensure that all of the required actions have been completed and that the quality threshold has been met. The data will then be loaded into our Ariel system, which is used to perform benefit calculations and pension projections for participants on the My Retirement website. 8- Once the validation process is completed, the system will direct you to the Payment Agreement screen and you will have the opportunity to either: Skip Payment Agreement or Submit Payment Agreement. A screen will be displayed for each of your unpaid invoices, as well as for each payment that has not yet been applied, if any. By default, all outstanding invoices and unapplied credits will be selected and included in the current payment agreement. It will be possible to uncheck elements (subject to applicable penalties) before continuing. When partial payment of an amount owed to the Committee is received and processed, it must be allocated in the following order: 1- first to reduce administrative expenses and interest charged; 2- then to reduce Employee Contributions received from members. Tab 5 Ariel Portal website 28

29 If you opt to Skip Payment Agreement and make the payment later from the Account Summary feature, the Portal will display a new window for confirmation. If you opt to Submit Payment Agreement and that your payment method is pre-authorized debit (PAD), you will then have the option of including the date on which you authorize Morneau Shepell to deduct the amount of contributions declared based on the selected invoices. Submit payment agreement (EFT): Tab 5 Ariel Portal website 29

30 Submit payment agreement (PAD): 9- Once you have clicked Submit on the confirmation screen, a summary of the information provided will be displayed. By accessing the Process Summary screen, you will have access to the Data Collection Information and the Payment Agreement Information. You also have the option to print your payment agreement directly from your data collection or directly from your completed data collection. Data Collection Information : Tab 5 Ariel Portal website 30

31 Payment Agreement Information: Please note that the information in this section varies depending on which option you choose. If you opted to Submit Payment Agreement: Tab 5 Ariel Portal website 31

32 If you opted to Skip Payment Agreement: 10- Once the data has been uploaded the data collection is archived, but the information reports remain available through the document viewer on the Reports and Documents - Employer tab. You can access the Process Summary of your completed data collections via the Completed Data Collections screen, either by double-clicking the data collection in question or by clicking the View button. Tab 5 Ariel Portal website 32

33 5.6. Process a remittance Following the integration of the remittance process directly into the financial data collection process, please note that the Remittances feature will no longer be used. Therefore, no remittance can be created on the Ariel Portal. However, you can at any time have read-only access to old remittances made prior to the transition date (fall 2017). In order to access you old remittances, you must go to Remittances screen under the Business Functions tab. You must access the Completed Remittances screen and wither double click on the remittance or click on the View button. Tab 5 Ariel Portal website 33

34 By accessing the Remittance Summary, you have the option to print your payment agreement directly from your completed remittances. Tab 5 Ariel Portal website 34

35 5.7. Account Summary The Ariel Portal now allows you to quickly view your Outstanding Invoices and Unapplied Credits and also allows you to quickly create your payment agreements, if they have not been confirmed during the data collection process. The Ariel Portal also allows you to quickly view all employer-specific transactions and download your reports in Excel format. This option is available under the Business Functions tab. Once you have selected the Account Summary, the system will direct you to the Account Summary and Payment screen. The screen will show each of your unpaid invoices as well as any credits that have not yet been applied, if any. Tab 5 Ariel Portal website 35

36 By default, all outstanding invoices and unapplied credits will be selected and included in the current payment agreement. It will be possible to uncheck elements (subject to applicable penalties) before continuing. When partial payment of an amount owed to the Committee is received and processed, it must be allocated in the following order: 1- first to reduce administrative expenses and interest charged; 2- then to reduce Employee Contributions received from members New Payment Agreement Please ensure that you follow the prioritization when selecting your outstanding invoices to be included in your new payment agreement. When the invoices and the amounts to be included have been confirmed, you must click on New Payment Agreement. You will be redirected to the New Payment Agreement screen, which allows you to: 1- view a summary of the information you are about to submit, 2- check your payment information, 3- enter the debit date in the case of a pre-authorized debit payment This step will formalize the information provided in your new payment agreement and you can then click Submit. Note: A payment method, either electronic fund transfer (EFT) or pre-authorized debit (PAD), must have been selected and saved under Employer Information in the Administration menu before completing any payment agreement. If this is not the case, a warning will appear on the Ariel Portal asking you to save this information. You will not be able to click Submit until this has been done Statement of Account The following two reports are available to you: - Outstanding Invoices and Unapplied Credits - All Transactions created during a specific period These reports allow you to view your invoices related to your contribution declarations, administrative fees as well as your payments and credits associated with your account. You can use these reports to reconcile your financial statements. Note: This option is available in the Financial Data Collection feature when you are at the Payment Agreement stage and in the Account Summary feature by clicking Statement Of Account. Tab 5 Ariel Portal website 36

37 The report Outstanding Invoices and Unapplied Credits displays the list of transactions with a balance due as of the execution date of the report: Tab 5 Ariel Portal website 37

38 The All Transactions created during a specific period report displays all transactions entered in the employer record and created between the Creation Date, Minimum and Creation Date, Maximum. It also displays the start and end balances compared to the period requested as well as the current balance as of the execution date of the report: Quick Tip: To save the report on your computer, click on the floppy disk icon and then on Excel. Tab 5 Ariel Portal website 38

39 Part III Reports & Documents 5.8. Report Generator: Transactions Data Collections A report generator labeled Transactions Data Collection is available on the Ariel Portal. This will allow you to view the data loaded into our system related to hours, earnings and contributions for your employees. This report can be generated in three different formats for a given period: 1. The Summary report: shows the total transactions loaded for all your employees. 2. The Detailed report: shows the total transactions loaded for each employee by function. 3. The Detailed per participant report: shows the transactions by pay period, by function, for one specific employee. You can use this report to reconcile the data loaded into our system with the data on your payroll register. Please note that this report can only be generated for transactions as of January 1 st, Note that this report is based on the payment dates you entered during your financial data collection. To generate the report, simply go to the Report & Documents section and click on Report Generator. Tab 5 Ariel Portal website 39

40 Once on the Report Generator screen, click on Transactions Data Collection and then Execute. Here is an overview of the Transactions - Data Collection report generator. The example below shows how to extract the data for the year To obtain your transactions report, you must complete the above fields and click on View Report. Here is a description of each field to complete before viewing the report: Report Choice : Plan : Employer : Group : Period Start Date, Minimum : Period End Date, Maximum : NAS : Make your selection from the three available types of report( refer to the next section, Description of Reports, for more information) CPE Employer permit number CPE - Initial Start date of the requested period (according to the payment date you provided during the financial data collection) End date of the requested period (according to the payment date you provided during the financial data collection) Employee s social insurance number (no hyphens). To be completed only when using the Detailed per participant report. Tab 5 Ariel Portal website 40

41 Note: The transaction report generates any submitted transaction with a Payment Date between the Period Start Date, Minimum and End Date, Maximum. Please note that the Payment Date of a transaction is the one provided in your financial data collection. Description of Reports (Summary, Detailed, Detailed per participant) Summary Report This report allows you to view the salary, hour and contribution totals, with a Payment Date between the Period Start Date, Minimum and End Date, Maximum, that have been loaded for all your employees for the given period. Tab 5 Ariel Portal website 41

42 Detailed Report This report allows you to view the salary, hour and contribution totals, with a Payment Date between the Period Start Date, Minimum and End Date, Maximum, that have been loaded by function for each employee. A line will appear for each function of each employee and the totals will reflect the given period. Quick Tip: We recommend you save this report in order to have your employees social insurance numbers handy when generating the Detailed per participant report. To save the report on your computer, click on the floppy disk icon and then on Excel. Tab 5 Ariel Portal website 42

43 Detailed per Participant Report This report allows you to view the salary, hour and contribution totals, with a Payment Date between the Period Start Date, Minimum and End Date, Maximum, that were loaded by function for each pay period for a specific employee. You must enter the employee s social insurance number in the SIN field prior to clicking on View Report. A line will appear for each function in each pay period included in the given period. Tab 5 Ariel Portal website 43

44 5.9. Document Viewer You can view all the documents generated by the Ariel Portal after submitting your data collections, payment agreements and old remittances from the Document Viewer - Employer function. The Document Viewer screen is located under the Reports and Documents tab, Document Viewer, and then Employer. Data Collection You can access the various documents related to your completed data collections, including the Invoice and the Payment Agreement report for a financial data collection, by double clicking on the data collection in question or by clicking on the Open button: Tab 5 Ariel Portal website 44

45 Event Detail: Financial Data Collection with payment Please note that the information in this section varies depending on which option you choose. The Payment Agreement report will be available only if you have opted to Submit Payment Agreement during the process of your financial data collection. Ad Hoc Payment You can access the Payment Agreement report related to a payment made using the new Account Summary feature, either by double clicking on the payment in question or by clicking the Open button: Tab 5 Ariel Portal website 45

46 Remittance You can access the Invoice and the Payment Agreement report by either double-clicking on the remittance or clicking the Open button: Event Detail: Remittance Document Category: Invoice Document Category: Payment Agreement Tab 5 Ariel Portal website 46