The Import Employee Status is designed for the download “Employee Data” available from CalSavers & OregonSaves.
The Employee Data export from these programs will look similar to this:
As we get more feedback from customers, compatibility with other retirement program export formats will be added.
Import Employee Status
You can access the import tool from Retirement > Import Employee Status.
Plan ID
Select the Plan ID for the entries in the file.
Excel Filename
Use the Explorer button to locate and select the import file. A licensed copy of Excel is necessary to import the file.
When the import is complete, you will get a pop-up with the import results:
The program will also generate a report of the import file.
For Manually Generated Census Files
The main identifier for the import is the External Payroll ID. If you upload or add employees manually into the CalSavers/OregonSaves without the Datatech Employee Account # as the External Payroll ID, you can edit them manually through the website portal.
Review Retirement Records
You can view all retirement records from Retirement > Review Retirement Records:
Starting/Ending Date
When the Employee Data is imported, the date the import was completed becomes a “transaction” date. Selecting a Starting/Ending Date will show you the new records imported within that range.
You can leave the Starting/Ending Dates blank to view all records.
Status
Select from the following status options: Accepted, Declined, Enrolled, Offered, and Pending.
You can leave the Starting/Ending Dates blank to view all records.
Display Active Only
Select this box to filter the view to only Active records.
Select Columns (Fields to View)
To add additional columns, right click in the Header and select Field Chooser.
Drag and Drop a field to the position you want it in on the Grid. If you want to go back to the default settings, chose Restore Layout.
View/Edit
Double click on a line to open/view and/or edit the record:
Plan ID/Date/Active
If you are importing a file, the Plan ID selected on the import will be assigned, the Date will populate based on when the Census was generated, and the record will default to Active.
If you are entering a record manually, select the Plan ID and enter the Enrollment Date in the Date field.
Enrollment Status
When a retirement record is created by the census export, it has a “Pending” status. For an automatic enrollment plan, the starting date for the deduction is based on the Enrollment Waiting Period in the Retirment Plan Setup.
The employee account does not actually have the deduction set up until the retirement record status is changed to Enrolled.
It is important to remember that the deduction for the plan will not start until
1) the status has been updated from “Pending” to “Enrolled” and
2) the Start Contribution is after the Pay Period Ending or Check Date being issued. (Whether the program uses the Pay Period Ending or Check Date to see if it has passed the Start Date is defined under Tools > Program Setup > Payroll > Week of Month Calc. Basis).
For CalSavers/OregonSaves users, the Account Status for each employee will update when importing a new Employee Data (Contribution information) file.
The software will make the following updates to the Employee Retirement Record depending on this status:
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- When an employee is shown as “AUTO ENROLLED” then the status is changed from Pending to Enrolled.
- If the employee is shown as “OPTED OUT” or “FROZEN” then the status is changed to Declined.
- If the file shows the employee status is “NOT ESTABLISHED” or “PENDING” then the retirement record status remains at “Pending”
Automatic Enrollment vs. Opt In Enrollment Status Options
The types of Enrollment Status that can be used on a retirement record is subject to the type of plan.
For Automatic Enrollment plans (CalSavers/Oregon Saves) when a retirement record is created the status will change to Pending.
Once the Employee Data file is imported, the Employment Status will either become Declined or Accepted. If you are not importing the file, these are the only two options that you should select for Automatic Enrollment plans.
If you are implementing a plan that the employee opts-in, then the following statuses could apply:
When an initial offer is made to an employee, the Enrollment Status would be Offered. If employees have a waiting period or gap from acceptance to enrollment, you can change the status to Accepted.
Then change the status to Enrolled upon final enrollment. Or, you may go from a status of Offered to Enrolled. If the employee Declines, set the status to Declined.
If you are entering a record manually, select the Plan ID and enter the Enrollment Date in the Date field.
Contribution Rate
For automatic enrollment plans, the program will insert the Default Percentage Rate from the Retirement Plan as the contribution rate. As Employee Data (Contribution) files are imported, this rate will be updated if the employee has changed their contribution.
If you are entering retirement records manually and the contribution is a percentage of wages, enter the rate here.
Contribution Start Date
For automatic enrollment plans, when an Employee Census is generated, the program will calculate an initial contribution start date. When future Employee Data (Contribution) files are imported, this date will be updated if defined in column E – “Eligible for Contribution.”
For manual entries, if you are setting up a retirement record and there is a specified contribution start date, enter it here.
Contribution Amount
If you are implementing a retirement plan that allows for flat rate contributions, you can enter the amount the employee has elected to have withheld here.
Batch #/Account Status/Payroll List/Contr. Rate Last Updated
Account Status, Payroll List, and Contribution Rate Last Updated are all data items that come from the enrollment file that is imported. These items cannot be edited by the user and are provided for reference only.
Delete/Save/Cancel
If you have edited a record, click Save to save your changes.
An active record can’t be deleted. If you need to delete a record, deselect the Active checkbox, save the record, and then re-open the record and click delete.
Records should only be deleted when you need to include the employee on a new Census export. Otherwise, deselect the Active checkbox to indicate the retirement record/contribution is no longer in use.
Employee View of Retirement Record
Retirement Records can also be accessed from the Retirement Tab on the Employee View in the Human Resource Management module.
To view a record, click the Retirement tab, select the record, and then click Edit. You will see the same view of the Retirement record as shown in the Review Retirement Records window.
Employee Deductions
When a status changes to Enrolled, the system automatically sets up the Miscellaneous Deduction on the Deductions tab in the Employee file.
The Annual Maximum Contribution will update to the Total to Deduct. We will be adding a utility to clear this and re-set the Total each year.
The Vendor is not updated, as the Accounts Payable update option will be available from the Export Payroll Contributions option.
When a Retirement record is updated to Declined or Inactive, the deduction will remain on the employee account, but will no longer have a deduction withheld.
Payroll Review
Payroll Batch Report
After checks have been entered and/or checks are created from Daily Payroll, you can use the option on the Payroll Batch Report to print Checks w/ Miscellaneous Deductions. You can compare this list to your Enrolled Retirement Records. As more enhancements are added, there will be a report/print option on the Review Retirement Records window.
