Generating the ADMin Solutions 403b Report

Note: Below are the instructions for generating a report to submit to ADMin Solutions, L.L.C. for administration and management of your 403(b) plan. If you need to assign any employees an employment status sub type (for example, for those employees who are retired (employment status of R) or on a leave of absence (employment status of L)), or override the employment sub type automatically assigned by the system (for example, for those with an employment status of H for Hired and had the employment sub type of O for Original automatically assigned, but need a sub type of R for Rehired instead), define a referenced custom field for Employment Sub Type; then complete the custom field in the Employee File for the applicable employees prior to generating the 403b report. Also, define a custom field (date type) for Employment Status Date to track the date which the employment status or employment status sub type was effective; then complete the custom field in the Employee File for the applicable 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 ADMin Solutions in the Administrator Name field and click the Save button.

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

Note: If the 403b Reporting screen appears for a different company other than ADMin Solutions, 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.
Click the down-arrow button for the Employment Sub Type field to select the correct referenced custom field defined in the Employee File to track the employment status sub type for applicable employees.
Click the down-arrow button for the Employment Status Date field to select the correct custom field (date type) defined in the Employee File to track the date which the employment status or employment status sub type was effective for the applicable employees.
In the Email Address field, enter the desired type of email address (Business, Other, or Personal) to include in the Participant Data report for the employees, or click the down-arrow button to select the correct one.
If applicable with the plan offered by the school district and the service agreement with ADMin Solutions, select the Include Pretax Amounts field to add the Pretax 403b Amount column (field) in the Payroll Contributions report. A checkmark will appear in the box if the field is selected.

Note: The Pretax 403b Amount column (field) will be included in the Participant Data report, as required by ADMin Solutions, no matter if this field is selected or not.

If applicable with the plan offered by the school district and the service agreement with ADMin Solutions, select the Include Roth Amounts field to add the Roth 403b Amount column (field) in the Payroll Contributions report. A checkmark will appear in the box if the field is selected.

Note: The Roth 403b Amount column (field) will be included in the Participant Data report, as required by ADMin Solutions, no matter if this field is selected or not.

If applicable with the plan offered by the school district and the service agreement with ADMin Solutions, select the Include Employer Match field to add the Employer Match 403b Amount column (field) in the Payroll Contributions report. A checkmark will appear in the box if the field is selected.

Note: The Employer Match 403b Amount column (field) will be included in the Participant Data report, as required by ADMin Solutions, no matter if this field is selected or not.

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 or Roth 403b, 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).

For each deduction selected to be included on the report, complete the Vendor Name field (column) with the description or ID of the vendor receiving the contribution. The name can be alphanumeric and up to 50 characters long.

Note: If two or more deductions have the same vendor name, the rows for those deductions will be combined together on the Participant Data report.

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.

Note: The Pretax 403b Amount, Roth 403b Amount, and/or Employer Match 403b Amount columns (fields) will only appear if selected to be included on the Report Options screen.

To change any of the information for an employee, click in the desired field and then key the correct information. 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.

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 Participant Data tab to view the information on the report submitted initially to ADMin Solutions 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 Participant Data screen is closed; if any changes were made, create the file at this time in order to include the desired changes. The Account Number field (column) reflects the Member Number assigned to the employee for the particular deduction (as entered on the Deductions screen in the Employee File), if applicable. The amounts in the Pretax 403b Amount, Roth 403b Amount, and Employer Match 403b Amount fields (columns) include the amounts entered for Every Pay Period in the Employee File for the specified deductions (only includes those deductions that are active); if an amount is not entered for Every Pay Period for a deduction, the amounts for all the Week Numbers are added together and shown in these fields. If a deduction is setup as a percentage in the Employee File, edit the amounts as needed to reflect the dollar amount contributed rather than a percentage. 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 Employment Status field (column) reflects the status as based on the Employee Status field in the Employee File. The Employment Sub Type field (column) reflects O for Original if the employment status of an employee was automatically assigned as H for Hired and the employee has only one Hire/Rehire Date specified in the Employee File, or R for Rehired if the employment status was automatically assigned as H for Hired and the employee has more than one Hire/Rehire Date; otherwise, if an Employment Sub Type custom field was defined and completed for the employee (if applicable), the appropriate employment status sub type appears here. The Employment Status Date field (column) reflects the date entered in the defined custom field, if applicable.

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 Participant Data File or Create Payroll Contribution File. Select Create Participant Data File to create the report submitted initially to ADMin Solutions; select Create Payroll Contribution File to create the report on a per pay period basis.

Note: The Pretax 403b Amount, Roth 403b Amount, and/or Employer Match 403b Amount fields will only be part of the Payroll Contribution file if selected to be included on the Report Options screen.

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.