Generating the 403b ASP 403b Report

Note: Below are the instructions for generating a report to submit to 403b ASP (used by districts with a direct relationship with 403b ASP as well as all Nebraska school districts using Christensen, Brozek and Faltys CPA firm) for administration and management of your 403(b) plan. Prior to generating the 403b report, define and complete the following custom fields as needed:

Enrolled (custom field): If you have any employees are not enrolled in the 403(b) plan at your school district, define a referenced custom field for Enrolled, with N for No defined as the referenced value; then complete the custom field in the Employee File by entering N in the field for the applicable employees.
Part Time (custom field): If you have any employees that work part time, define a referenced custom field for Part Time, with Y for Yes defined as the referenced value; then complete the custom field in the Employee File by entering Y in the field for the applicable employees.

Union Member (custom field): If you have any employees that are union members, define a referenced custom field for Union Member, with Y for Yes defined as the referenced value; then complete the custom field in the Employee File by entering Y in the field for the applicable employees.
Division Code (custom field): If desired, to include division codes on the report, define a referenced custom field for Division Code; then complete the custom field in the Employee File for all the employees.

From the Payroll screen, select the Government Reporting menu and then 403b Reporting.

Note: When accessing the 403b Reporting option for the first time, the Select 403b Administrator screen will appear; enter 403b ASP in the Administrator Name field and click the Save button.

At the 403b Reporting - 403b ASP screen, click the Report Options tab and complete the information.

Note: If the 403b Reporting screen appears for a different company other than 403b ASP, complete the Change 403b Administrator option in order to select the correct company.

Enter the range of dates in the From Date and To Date fields for which payroll calculation batches to display (based on Check Date). Use the mm/dd/yyyy format or click the down-arrow button for the fields to select the desired dates. After entering or selecting a date, you must advance out of the field. The current month (as based on the computer date) will appear as the default, but can be changed.
The payroll batches with Check Dates in the specified date range appear in the Payroll Batches List. Select the desired payroll calculation batches (and/or date sequences if a payroll batch has multiple date sequences) from the Payroll Batches List to include when generating the report by clicking the box for the Selected column to the left of the desired record. A checkmark will appear in the box if the record is selected. To select all the payroll batches (and/or date sequences if a payroll batch has multiple date sequences), click the Select All button located above the Payroll Batches List. If desired, change the filters to modify the records displayed here.
If applicable, click the down-arrow button for the Division Code field to select the correct referenced custom field defined in the Employee File to track the division codes of the employees.
Click the down-arrow button for the Part Time field to select the correct referenced custom field defined in the Employee File to track if an employee works part time.

Note: If a custom field is specified here (and the selected custom field is completed for at least one employee), the system will default to N for the Part Time field (column) on the Employee Information report for those employees without the custom field completed; otherwise, if a custom field is not selected here (or if the selected custom field has not been completed for at least one employee), the system will default to leave the field blank.

Click the down-arrow button for the Union Member field to select the correct referenced custom field defined in the Employee File to track if an employee is a union member.

Note: If a custom field is specified here (and the selected custom field is completed for at least one employee), the system will default to N for the Union Member field (column) on the Employee Information report for those employees without the custom field completed; otherwise, if a custom field is not selected here (or if the selected custom field has not been completed for at least one employee), the system will default to leave the field blank.

Click the down-arrow button for the Enrolled field to select the correct referenced custom field defined in the Employee File to track if the employee is not enrolled in the 403(b) plan at your school district.

Note: The system will default to Y for the Enrolled field (column) on the Employee Information report for all employees (even if a custom field is not selected here), unless the custom field is completed for an employee.

In the Email Address field, enter the desired type of email address (Business, Other, or Personal) to include in the Employee Information report for the employees, or click the down-arrow button to select the correct one.
Select the Include Hours Worked field to include the hours worked by employees on the Payroll Contributions report. A checkmark will appear in the box if the field is selected.
Click the Save button.

Click the Pay Groups tab to select the pay groups to include on the report.

Note: The pay groups defined (within the Pay Group File) to be included on the 403b Report are selected by default, but can be changed if needed; if changes are made here, the changes will also be reflected in the Pay Group File.

To select a pay group, click the box under the Selected column to the left of the pay group ID. A checkmark will appear in the box if the pay group is selected.
To select all of the pay groups, click the Select All button located above the Pay Groups List.
Click the Save button.

Click the Deductions tab to select the appropriate categories for the deductions to include on the report.

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 (if applicable), the settings for the pushpins will go back to the defaults.

For each applicable 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 of Pretax 403b, Roth 403b, or Loan, or click the down-arrow button in the field under the appropriate category to select the correct one.

Note: The employee or employer share of a deduction can only be selected under one category (cannot have the same share selected for multiple categories for a deduction).

Click the Save button.

Click the Gross Wages tab to select the pay codes to include in the Amount for Earnings on the Payroll Contributions report.

To select a pay code, 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.
To select all of the pay codes, click the Select All button located above the Pay Codes List.
Click the Save button.

Click the Payroll Contributions tab to view the information on the report submitted on a per pay period basis and make any changes if desired.

To change any of 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). To delete an employee from the report, click the Delete button to the left of the desired employee.

Note: All changes will be lost once the Payroll Contributions screen is closed; if any changes were made, create the file at this time in order to include the desired changes. The Record Type field (column) reflects 1 for Contributions, 2 for Loan Payments, 3 for Earnings, and 4 for Hours Worked (if included). If the line has a Record Type of 1, the Source ID field (column) reflects 1 for Employee Pretax Contributions, 2 for Employee Roth Contributions, or 3 for Employer Matching Contributions. If the line has a Record Type of 2, the loan account number as entered in the Member Number field for the particular deduction on the Deductions screen in the Employee File appears in the Source ID field (column); however, if the Member Number field has not been completed for the loan deduction for an employee, *missing* appears instead to indicate the loan number should be entered. Also, the amounts listed for each loan include both the employee and employer share, if applicable. If the line has a Record Type of 3 or 4, the Source ID field (column) is blank.

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).

Steps to Export Grid

Note: The file created with the Export Grid option is not the file to submit to the 403(b) plan administrator as it is not using the correct required file format/layout.

Click the Employee Information tab to view the information on the report submitted initially to 403b ASP and make any changes if desired.

To change any of 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). To delete an employee from the report, click the Delete button to the left of the desired employee's record(s).

Note: All changes will be lost once the Employee Information screen is closed; if any changes were made, create the file at this time in order to include the desired changes. The Hire Date field (column) reflects the most recent hire/rehire date as entered in the Employee Dates List on the Employment screen in the Employee File. The Termination Date field (column) reflects the most recent termination date as entered in the Employee Dates List on the Employment screen in the Employee File, as long as the most recent termination date is after the latest hire/rehire date. The Status field (column) reflects the employee status as based on the Active field and Employee Status field in the Employee File: 01 for Active (if Active field is selected and Hired or Leave of Absence is specified as Employee Status), 02 for Inactive (if Active field is not selected and Hired or Leave of Absence is specified as Employee Status), 25 for Terminated (if Terminated is specified as Employee Status), 26 for Retired (if Retired is specified as Employee Status), 27 for Disabled (if Disabled is specified as Employee Status), or 28 for Deceased (if Deceased is specified as Employee Status). The Payroll Frequency field (column) reflects the appropriate frequency code as based on the number entered in the Pay Periods Per Year field on the Employment screen in the Employee File, using the following guidelines: 1 for Annual if 0 or 1 is in the Pay Periods Per Year field; 2 for Semi-Annual if 2 is in the field; 3 for Quarterly if 3 or 4 is in the field; 4 for Bi-Monthly if 5 or 6 is in the field; 5 for Monthly if 7 through 12 is in the field; 6 for Semi-Monthly if 13 through 24 is in the field; 7 for Bi-Weekly if 25 through 30 is in the field; and 8 for Weekly if 31 or higher is in the field. The Part Time and Union Member fields (columns) are blank, unless custom fields have been defined (and selected on the Report Options screen) and completed for at least one employee. The Non Resident field (column) reflects N for No, unless the Resident Status field on the Employment screen in the Employee File is set to Non-Resident Alien. The Officer, 1% Owner, 5% Owner, Hardship Basis, YOS Adjustments (ET), and YOS Adjustment (Hours) fields (columns) are blank, but can be completed if needed for an employee. The Enrolled field (column) reflects Y for Yes, unless an Enrolled custom field was defined (and selected on the Report Options screen) and completed for the employee to indicate N for No.

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).

Steps to Export Grid

Note: The file created with the Export Grid option is not the file to submit to the 403(b) plan administrator as it is not using the correct required file format/layout.

Create the file to submit by completing the following steps:

Select the Options menu and then the appropriate option: Create Employee Information File or Create Payroll Contribution File. Select Create Employee Information File to create the report submitted initially to 403b ASP; select Create Payroll Contribution File to create the report on a per pay period basis.
At the Create Report File screen, select the desired path (drive and folders) for the destination location and click the Save button.

After the report is generated and the file(s) created, click the X in the upper right-hand corner to close the screen.