Payroll Submission Instructions

Transcription

1 Payroll Submission Instructions When you are ready to submit a payroll on the website, please go to menu on the left side of the Employer site and click Payroll, then Report Contributions. You have the option to either enter the contributions manually or upload a batch file. Manual Entry 1. Select Payroll Period from the dropdown. You can select the New Off-Cycle if none of the preset pay periods match your needs. With the New Off-cycle, you will need to enter the payroll period start and ending date along with the pay date and select create. 2. Clicking on the $0.00 or 0.00 on an employee line in the Gross Earnings, Hours, or Employee Pretax Contribution column will open the field for entry. 3. After all data is entered and the total columns are correct, click Save and Continue. 4. Click on Process Payroll. Upload Batch File 1. Select the correct preset Payroll Period. Click on Download in the upper right side above the black banner. 2. Enter the Gross Earnings, Hours and Contributions on the spreadsheet you downloaded and save as a CSV file. 3. Select the correct preset Pay Period or New Off-Cycle. 4. Click on the Upload Batch File above the black banner. 5. Browse to find your saved CSV file and Open. You may need to click on Process Payroll, if applicable. 6. You may need to add the company EIN, Custodian ID, Payroll Period Beginning Date, Ending Date and Check Date when uploading the batch file. 7. If your file upload rejects for any reason please review the formatting comments for required fields on the Payroll Batch File Specification (Payroll Provider Batch Instructions). Ubiquity Retirement + Savings Payroll Submission Instructions

2 Some helpful tips for a successful payroll upload: Headers should be row 1 Please enter the company EIN All eligible employees require compensation and hours. Compensation cannot be less than the employees deferral. Cross reference employees Loan payment to their amortization schedule. The last payment might be less than the normal payment amount. Enter Full SSN. You may want to highlight the column, right click on your mouse and select Format Cells. Select Special and then select Social Security Number. Please enter dates as MM/DD/YYYY. Highlight the column, right click and select Format cells. Select Custom and type YYYYMMDD. Please do not enter negative numbers No commas Remove column totals and excess data on the bottom of the spreadsheet. Save your file as a csv. Important Note: Our new system is designed to help keep your plan compliant with IRS regulations on a per payroll basis. It is imperative that employees census data is current and accurate. This includes date of terminations and date of rehires as our new system uses this data to determine an employee s eligibility on a per payroll basis. You may review and update employees census data online by selecting Census from the left tool bar and then selecting Manage Employees. Feel free to contact us at , Option 1 for further assistance. Ubiquity Retirement + Savings Payroll Submission Instructions

3 Did you receive a payroll submission error? Most payroll incidents are fixable online without having to pick up the phone. Below are the most common payroll messages and some helpful tips on how to correct your file. Please note if your employee census data is incorrect or your payroll is submitted outside your plan provisions your file will be rejected. To review your employees census data please select Census and then Manage Employees. Your plan s Adoption Agreement can be found under 401k and then under Overview. Plan Provision Incident Message Contribution Type MATCH-Not Available Your plan does not allow for Discretionary Employer Matching Contributions. To find the correct contribution source please refer to your plan documents located under 401k and then overview. Contribution Type Safe-Not Available Your plan does not allow for Safe Harbor contributions. To find the correct contribution source, please refer to your plan documents located under 401k and then overview. Contribution Type DEFERRAL-ROTH Your plan does not allow for Roth contributions. To find the correct contribution source, please refer to your plan documents located under 401k and then overview. Cannot find company for EIN Your company EIN on the submitted payroll file does not match our system. Please review your company EIN by selecting 401k > overview > About Your Company. If your EIN is correct in our system, please verify your payroll file matches and resubmit. If your EIN is incorrect in our system please update it by selecting Edit in the About Your Company section. If you are experiencing payroll errors regarding eligibility or money source type not available, please contact your client success team at , Option 1. Formatting Incident Message Number of columns does not match header at line 1 Unable to parse pay period data for "M/DD/YY" PARTICIPANT NAME cannot contribute more than compensation. To ensure submission success use our template and double check the headers before resubmitting your payroll file. The underscore (_) should remain in the headers. Make sure the payroll period and check dates follow the format YYYYMMDD. Adding characters such as, / or - will cause an upload incident. Please confirm the file format and resubmit the payroll file. Employees may not contribute more than their salary. The IRS determines employees may contribute the lesser of $18,000 ($24,000, if over the

4 Payroll end date must be after start date Start: YYYYMMDD - End: YYYYMMDD age of 50) or 100% of compensation. Please confirm the lesser in your file and resubmit. The payroll start date cannot be after the payroll end date. Please correct the pay dates and re-submit the file. Have additional questions? We are here to help. Schedule a payroll call with our dedicated team. Census Incident Message Unable to read SSN number The following employee(s) are unknown: The SSN column needs to be corrected so the format is XXX-XX-XXXX. Depending on your program, a leading zero might be dropped. For example, Microsoft Excel allows you to format the cell as Special>Social Security Number to keep the leading zero from dropping. Once corrected please resubmit your payroll file. Search for the employee(s) on our website by logging in and select Census and then Manage Employees. If the employee is not listed, you will need to select Add Employee button. Complete all required fields (SSN, First Name, Last Name, address, Date of Birth, Date of Hire, etc.) and click Add Employee. Once completed, please resubmit your payroll file. If the employee is listed, we may have a different SSN on file. Please download the census file by selecting the download icon and review the last 4 digits of the SSN. If you find an error please contact us at , option 1 to help. You will not be able to submit a payroll file until all social security numbers match. PARTICIPANT s NAME is terminated and can no longer contribute to the plan. Our system has a termination date for the employee from before the payroll period. Please check your records for the employee listed as terminated and verify the information in our system by selecting Census and then Manage Employees. If you rehired the employee, please select the green Rehire button and call us at , option 1. Your client success team will update the employee information and submit your payroll. If the employee was not rehired and should not have contributions, please remove the employee s contribution on the payroll file, save, and resubmit it. Loans Incident Message

5 PARTICIPANT NAME doesn't have an active loan. No loan payment expected for PARTICIPANT S NAME Contribution Limits Incident Message The contribution amount of $$ for PARTICIPANT NAME would result in a individual contribution amount of $$, which is greater than the yearly contribution limit $$ The contribution amount of $$ for PARTICIPANT NAME would result in a combined contribution amount of $$, which is greater than the yearly limit. Please contact us at , option 1 and have a copy of the employee s amortization schedule accessible. Please contact us at , option 1 and have a copy of the employee s amortization schedule accessible. Please contact us at , option 1 and have a copy of your internal contribution report for the participant. Please contact us at , option 1 and have a copy of your internal contribution report for the participant. If you receive either of the following errors please contact us at , option 1 and our dedicated payroll team can help. [ERROR] ("org.hibernate.exception.sqlgrammarexception: could not extract ResultSet at org.hibernate.exception.internal.sqlstateconversiondelegate.convert(sqls","") [ERROR] ("No Response from RKS","") We are here to help you. If you have additional questions or need assistance contact us at , option 1 or schedule a payroll call.