Employers Guide to Online-Electronic Reporting

Transcription

1 Employers Guide to Online-Electronic Reporting Southern California Construction Laborers Trust Funds Administered by Pacific Southwest Administrators Robert O. Glaza, Administrator 4399 Santa Anita Ave200 El Monte, CA 91731

2 Table of Contents Getting Started 1 Log In the Main Page 3 Changing Your User ID and Password 4 Editing a Report 6 Viewing a Pended and Finalized Report 9 Employer Administrative Reports 14 Reviewing Projects 18 Helpful Tips 22

3 GETTING STARTED Enter the WebERF URL in your web browser s address bar Using Internet Explorer or Firefox*,you can log into WebERF to report contributions online. Getting started is easy. Enter the WebERF URL in your web browser's address bar. *As of April 2015, Google has dropped support for many 3rd party plug-ins. The.pdf files created by WebERF are not supported on Google Chrome. Go Online 1

4 In the TERMS OF USE page Click I AGREE Continue to Site Login page. 2

5 A User ID and Password will be provided to you for your initial login. You may change your User ID and Password to help you remember this information. On the Site Login page Enter your User ID. Enter your Password. Click Submit Continue to WebERF Home page. 3

6 Changing Your User ID and Password When you login to the WebERF Home page for the first time, you will be prompted to change your password.* * If your browser has a pop-up blocker enabled, you will not see the initial CHANGE PASSWORD pop-up. To change your password: Click the Change User ID/Password hyper link on the left-hand side of the WebERF Home page. 4

7 The WebERF Home page has several tools and available options available. Create New Report This link lets you create a new report. View List of Pended and Completed Reports This link lets you view all past and current reports. Employer Administrative Reports This link allows you to view all contribution reports, which have been completed online. Adding/Editing Projects This link allows you to view all projects that are setup on your account. Announcements Global and personal announcements general or specifc for your account is located at the bottom of this page. 5

8 Creating a New Report To create a new report Click Create New Report hyper link Continue to Processing Options - Reporting Period page. 6

9 Various options are provided on this page Understanding to help you modify and simplify your report. Importing Data If you are interested in importing data directly from your system into WebERF, you may contact Juan Madrid at Reporting Period From Allows you to select work month you are reporting for Report Type Select Regular Report to submit a report with hours and select No Employees if don't have any hours to report for the current work month Data Source This option offers you the choice of template to create your report Prelist, Blank Form, Import File Prelist loads the data you entered on your previous report Blank Form creates a blank report that will require you to manually enter all required information Import File imports data from another reporting program, such as Excel Employer Report Form ID Allows you to name your report and save as the name you would remember. Click on the agreement link to create your report 7

10 Report Online through WebERF to Add existing projects to your WebERF account Add a new project to your WebERF account in simple steps Save time by filing a single report for (multiple) projects that fall within the same agreement (type of work). The old system required employers to file individual (paper) report for each project. Selecting a job class for the employees you are reporting hours is a very important step. Reporting employees under an incorrect J/C can cause shortages due to some fringes varying by J/C. On the CREATE/EDIT REPORT page Enter all required information in sections marked with an asterisk (*). J/C (Job Class)* This field is used to select a J/C for the reported employees (to differentiate between trades, such as a Journeyman, an Apprentice, a General Construction Worker and other trades). 8

11 Editing Your Report Three ways to edit or correct a report. Clr Form Remove Save 1. Click Clr Form. To clear all the information entered without deleting the report. 2. Click Remove. Removes a single line of information on the report form (Click the small Remove box next to the Hours field). 3. Click Save. To save the current information entered on the report form. Three ways to process the report. Delete Rpt Pend Calculate 1. Click Delete Rpt. To delete the entire form for the work period selected. 2. Click Pe n d. To pend or delay the filing of a report so it may be edited later. 3. Click C a l c u l a t e. To calculate the contribution amounts needed to submit to the Trust Fund for this report. Click this option to receive the final WebERF steps of an online report. 9

12 Always finalize the Employer Report to move the report into a permanent file. What is needed to finalize a Report? Computation of Payments. To finalize a report, the total contributions or details provided at this stage are needed. The detailed contributions are determined by categories, such as contributions by job class and trust fund. Caution Finalizing a report moves the report into a permanent file. No changes or alterations may be made once a report is moved into a permanent file. Call the Trust Fund Office if you need to make an adjustment on a finalized report. Finalizing a Report 1. Click the Finalize tab. 2. Then click the Payment Coupon tab. 10

13 Print the payment coupon that shows the contractor s breakdown of contributions. To send your payment 1. Print Payment Coupon. 2. Include Payment Coupon with your payment. 3. Submit Payment Coupon and Payment to the Trust Fund Office. 11

14 Viewing Pended and Finalized Reports WebERF offers simple online ways to keep track of all reports created. Steps to View List of Pended and Finalized Reports On the WebERF Home page Click the View List of Pended and Finalized Reports hyper link Continue to Available Reports 12

15 Note: The system will not delete Finalized Reports reports. The Available Reports screen has two lists. List on Left Unfinished Reports (or Pended Reports) To Delete any pended reports Displays all incomplete (unfinished) reports List on Right Finalized Reports Displays all finalized reports Below the Unfinished Report list, Click [Del] link. To Edit or Finalize an Incomplete Report Click the work period s report form (example) To access a work period s report form Go to the Computation of Payment screen Click the link under of any finalized report 13

16 Employer Administrative Reports WebERF has the tools for you to accurately keep track of all contributions you have made online. Clicking the Employer Administrative Reports link on the WebERF home page sends you to the Employer Administrative Reports page. 14

17 There are two types of Employer Administrative reports Employee Contributions Ledger and Employer Contributions Ledger To view the Employer Administrative Report Criteria screen Click either link for the administrative reports. Employee Contribution Ledger Provides contributions made per reported employee. Contributions may be modified by selecting various combinations of criteria available. Employer Contribution Ledger Provides monthly contributions. Contributions may be modified by selecting various combinations of criteria available. 15

18 The Employee Contributions Ledger generates Employer Administrative reports that show contributions made per employee for the entire year. Select this screen to display a specific data for an employee. Boxes under drop-down (Work Period) menu Sub-totals by calendar quarter Breaks down contributions by the calendar quarters Show totals only Provides totals only for contributions made Show hours Provides hours reported per employee for the whole year Show contributions Provides the contributions made for the employee for the entire year (Show wages option wages do not apply to the Agreement) 16

19 The Employer Contributions Ledger generates reports that can be modified. Each report shows data based on (1) the work period selected from the drop-down menu and (2) the box checked under the drop-down (work period) menu. Boxes under drop-down (Ending Work Period) menu Show applicable hours Provides total hours worked for each Agreement Show contributions Provides total contributions made per Agreement Show agreement Provides all agreements reported Show job class Provides different job classes (J/C) for contributions received (Show wages and Show contribution rate options wages and contribution rate options do not apply to the Agreement) 17

20 To view all projects linked to your account Click Add/Edit Projects link. 18

21 Your Projects Provide Your WebERF is administered by Associated Third Party Administrators (Trust Fund Office). While the Trust administrator strives to improve services for the Construction Laborers and its contractors, you may have valuable suggestions to offer that may help improve our services. We welcome you to fax your suggestions to Juan Madrid at Prior to starting your report, Review your projects to verify the following: There is no missing projects All completed projects have been closed. Call the Trust Fund Office for assistance with setting up WebERF if you recently signed up for a new project do not see your new project on the list of projects 19

22 Web Browser Settings for Internet Explorer Users Some WebERF users may experience an issue with their web browser not refreshing when using Internet Explorer. The common symptom of this problem is a previously generated.pdf report continues to appear when calculating/finalizing a new report. If this occurs, please take the following steps to update your Internet Explorer web browser settings: 1) Click on the Tools dropdown menu on your Internet Explorer menu bar then select Internet Options : 2) Click on the Settings button under Browsing History: 20

23 3) Select the Every time I visit the webpage button under Temporary Internet Files, then click OK : 4) Click OK again: You should now be able to view the correct copies of your report(s). If you continue to experience any problems or need further assistance, please feel free to contact the Heath Valdez at (626) or Stephanie Dapello at (626)