Generating the AFPlanServ403b Report

Note: Below are the instructions for generating a report to submit to American Fidelity Assurance Company for administration and management of your 403(b) plan. For any employees with unit pay codes to be included in the total for the Annual Salary field (column) on the Census Data report, complete the Total Contract field for the unit pay codes on the Wages screen in the Employee File for the applicable employees prior to generating the 403b report.

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 AFPlanServ in the Administrator Name field and click the Save button.

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

Note: If the 403b Reporting screen appears for a different company other than AFPlanServ, 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.
Enter the number of the plan assigned to your school district by AFPlanServ in the Plan Number field. The plan number can be alphanumeric and up to 50 characters long.
In the Email Address field, enter the desired type of email address (Business, Other, or Personal) to include in the Census Data report for the employees, or click the down-arrow button to select the correct one.
Enter the 4-digit year of the ending fiscal year date for the desired year's wages to include in the total for the Annual Salary on the Census Data report in the Fiscal Year End field, or click the down-arrow button to select the correct one.
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 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 Investment Provider 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 provider name, the rows for those deductions will be combined together on the Contribution Data report and the Policy Data report.

Click the Save button.

Click the Gross Wages tab to select the pay codes to include in the total for the Annual Salary on the Census Data 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 Contribution Data 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's record(s).

Note: All changes will be lost once the Contribution Data screen is closed; if any changes were made, create the file at this time in order to include the desired changes. The Source field (column) reflects EE for Employee Salary Deferral for the employee share of 403b deduction type deductions, AT for After Tax Roth for the employee share of Roth 403b deduction type deductions, or ER for Employer Paid for the employer share of 403b and Roth 403b deduction type deductions.

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 Census Data tab to view the information on the report submitted initially and when major changes need to be reported 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.

Note: All changes will be lost once the Census Data screen is closed; if any changes were made, create the file at this time in order to include the desired changes. Only employees who have one or more of the selected deductions set up in the Employee File as Active with an amount greater than 0 will be included on the Census Data report. The Annual Salary field (column) reflects the amount in the Total Contract field on the Wages screen in the Employee File for all selected pay codes (on the Gross Wages screen) for the Fiscal Year End specified on the Report Options. 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 Home Phone Number field (column) reflects the phone number (without hyphens) entered in the Primary Phone Number field on the Name and Address screen in the Employee File. The Plan Year field (column) reflects December 31 of the current year (as based on the computer date). The Employer Tax ID Number field (column) reflects the Federal ID number as entered in the System File.

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 Policy Data 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. 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 Policy Data screen is closed; if any changes were made, create the file at this time in order to include the desired changes. The Number of Deductions Per Year field (column) reflects the number entered in the Pay Periods Per Year field on the Employment screen in the Employee File. The amounts in the Premium Salary Deferral, Premium Post Tax (Roth), and Premium Employer Paid 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.

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 Census Data File, Create Contribution Data File, or Create Policy Data File. Select Create Census Data File to create the report submitted initially and as needed for major changes; and select Create Contribution Data File and Create Policy Data File to create the reports 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.