Idaho
PERSI Choice 401(k) Plan Report Setup ProceduresNote: Complete the Idaho PERSI Choice 401(k) Plan Report Setup Procedures for each employee with the optional retirement deduction before completing the steps listed below to generate the Idaho PERSI Choice 401(k) Plan report.
Idaho
PERSI Choice 401(k) Plan Report Setup Procedures
1. From the Payroll screen, select the Government Reporting menu and then Idaho PERSI Choice 401(k) Plan.
2. At the Idaho PERSI Choice 401(k) Plan screen, click the Report Options tab and complete the information.
Enter the number (up to 4 characters) assigned to your school district by the Retirement Office in the Employer Code field.
Enter the 4-digit year of the ending fiscal year date for the desired year's wages to include on the report in the Fiscal Year End field. The year last saved will appear as the default, but can be changed; if desired, leave the field blank to default to the Current Fiscal Year End as specified in the Payroll System File.
Click the down-arrow button for the PERSI Choice EEID field to select the correct text custom field defined in the Employee File to track the employee ID assigned by the state.
If applicable, click the down-arrow button for the Payroll Frequency field to select the correct referenced custom field defined in the Employee File to track the frequency in which the employee is paid.
If desired, in the Default field located to the right of the Payroll Frequency field, enter the appropriate 1-character code to use as the default for the frequency in which an employee is paid for those employees where the Payroll Frequency custom field was left blank, or click the down-arrow button to select the correct one.
Click the down-arrow button for the Participation Date field to select the correct date custom field defined in the Employee File to track the date the employee started participating in the PERSI Choice 401(k) plan.
If applicable, click the down-arrow button for the Eligibility Indicator field to select the correct referenced custom field defined in the Employee File to track whether the employee is eligible to participate in the PERSI Choice 401(k) plan.
If desired, in the Default field located to the right of the Eligibility Indicator field, enter Yes or No to use as the default for those employees where the Eligibility Indicator custom field was left blank, or click the down-arrow button to select the correct one.
In the Email Address field, enter the desired type of email address (Business, Other, or Personal) to include on the report for the employees, or click the down-arrow button to select the correct one.
In the Payroll Batches to Include List, select the batches (and date sequences for a batch, if applicable) to include when generating the report. To select a batch, click the box for the Selected column to the left of the desired batch description. A checkmark will appear in the box if the batch is selected.
Note: The unposted payroll calculation batches display in the Payroll Batches List without a checkmark in the Posted column. If the report is generated for an unposted payroll batch, be sure to carefully verify the data before submitting the file to ensure any additional changes in the unposted batch are reflected on the report; or as a precaution, wait until the batch is posted to regenerate the report and then create the file to submit.
Click the Save button.
3. Click the Deductions tab to select which deductions are set up for the optional retirement contributions.
Tip: To lock a column in place so that it does not move while scrolling the information in the grid, click the pushpin located to the right of the desired column heading. Once the pushpin has been selected for a column, the pushpin will appear vertical to indicate the column is locked, and the locked column will move to the left and appear in front of all unlocked columns. To unlock a column, click the pushpin again; the pushpin will appear horizontal to indicate a column is unlocked. If the screen is closed and re-opened, or the Save button is clicked, the settings for the pushpins will go back to the defaults.
For each optional retirement deduction, enter which share (Employee, Employer, or Both) of the deduction to include on the report in the field under the column for the appropriate category (Before Tax, Employer Match, Loans, and Roth), or click the down-arrow button in the field under the appropriate category to select the correct one.
Click the Save button.
4. Click the Pay Codes tab to select the pay codes to include for the year-to-date total earnings and salary amount on the report.
To include a pay code in the year-to-date total earnings and salary amount on the report, click the box under the Selected column to the left of the pay code ID. A checkmark will appear in the box if the pay code is selected.
Tip: To select all of the pay codes, click the Select All button located above the Pay Codes List.
Click the Save button.
5. Click the Report Options tab and then click the Execute button to generate the report.
6. To view the information and manually make changes if necessary, click the View/Edit Data tab.
Tip: To lock a column in place so that it does not move while scrolling the information in the grid, click the pushpin located to the right of the desired column heading. Once the pushpin has been selected for a column, the pushpin will appear vertical to indicate the column is locked, and the locked column will move to the left and appear in front of all unlocked columns. To unlock a column, click the pushpin again; the pushpin will appear horizontal to indicate a column is unlocked. If the screen is closed and re-opened, the settings for the pushpins will go back to the defaults.
All the employees with contributions for the specified optional retirement deductions within the selected batch(es) are displayed in the Report Data List.
Note: To delete a record for an employee from the Report Data List, click the Delete button to the left of the desired Employee ID. If needed, to add a new record for an employee, complete all the fields of information in the blank line (indicated with an asterisk) and click the Save button.
To change the information for an employee, click in the desired field and then key the correct information, or click the down-arrow button for the desired field to select the correct item (if applicable). After all the changes are made, click the Save button.
Note: Only the fields that appear in white (rather than gray) can be changed. The PERSI Choice EEID field (column) reflects the data entered in the designated custom field. The Payroll Date field (column) reflects the Check Date from the appropriate payroll batch selected on the Report Options screen (tab). The Before Tax, Employer Match, Loans, and Roth fields (columns) reflect the amounts for the employee from the selected payroll batches for the designated shares of the deductions for the corresponding categories as defined on the Deduction screen (tab). The Original Hire Date field (column) reflects the earliest hire/rehire date (as entered in the Employee Dates List on the Employment screen in the Employee File) for the employee. The Termination Date field (column) reflects the termination date (as entered in the Employee Dates List on the Employment screen in the Employee File) for the employee, only if there is not a later hire/rehire date following the termination date. The Date of Rehire field (column) reflects the latest hire/rehire date (as entered in the Employee Dates List on the Employment screen in the Employee File) if multiple hire/rehire dates are entered for the employee. The Payroll Frequency field (column) reflects the data entered in the designated custom field in the Employee File, or if the custom field is blank, then the Default as specified on the Report Options screen (tab). The Participation Date field (column) reflects the date entered in the designated custom field. The Eligibility Indicator field (column) reflects the data entered in the designated custom field in the Employee File, or if the custom field is blank, then the Default as specified on the Report Options screen (tab). The Total Earnings Year to Date field (column) reflects the year-to-date total for the wages paid to the employee (paid through the month for the selected payroll batch) for the selected pay codes as defined on the Pay Codes screen (tab). The Salary Amount field (column) reflects the total of the amounts in the Total Contract field for the pay codes (from the Wages screen in the Employee File) for the specified fiscal year for the selected pay codes as defined on the Pay Codes screen (tab). The Salary Qualifier field (column) reflects A (for Annual) as the period in which the total in the Salary Amount field is being reported. The Date of Death field (column) will be blank and must be manually completed for an employee if needed. The Plan Number field (column) reflects the appropriate number as required by the state and cannot be changed.
Tip: To export the report into a file in order to open and print the report (such as in Microsoft® Excel), if desired, complete the Export Grid option (accessed from the File menu).
Note: The file created with the Export Grid option is not the file to submit to the retirement company; refer to Step 7 below for the instructions for generating the file to submit to the retirement company.
7. The report can then be generated to a file by completing the Create Report File option.
8. After the report is printed and the file created, click the X in the upper right-hand corner to close the screen.
