Generating the CUNA Mutual 403b Report

Note: Below are the instructions for generating a report to submit to CUNA Mutual for administration and management of your 403(b) plan. Prior to generating the 403b report, define and complete the following custom fields as needed:

Status Change Date (custom field): If you have employees with a change in status, define a date custom field for Status Change Date to track the date when the change was effective, if different than the Termination Date, if applicable (if a Termination Date is entered for an employee that is after the employee's latest hire/rehire date and within the reporting range (as based on the From and To Date fields when generating the 403b report), the Termination Date will automatically be assigned as the Status Change Date if the custom field is left blank for the employee); then complete the custom field in the Employee File for the applicable employees.
Status Change Reason (custom field): If you have employees with a change in status that is different than the status change automatically assigned as based on the Employee Status entered in the Employee File (for example, if the Employee Status is Deceased, 5 for Service Separated-Deceased will automatically be assigned as the Status Change Reason; if Disabled is the Employee Status, 6 for Service Separated-Disability will be assigned; if Terminated, 1 for Service Separated will be assigned; and if Retired, 7 for Service Separated-Retirement will be assigned), define a referenced custom field for Status Change Reason, with the appropriate codes as the referenced values; then complete the custom field in the Employee File for the applicable employees.
Union or Non-Resident Alien (custom field): If you have employees that are union members or non-resident aliens, define a referenced custom field for Union or Non-Resident Alien, with Union and NRA defined as the referenced values; then complete the custom field in the Employee File for the applicable employees.
Entry Date (custom field): If the date of entry must be reported for employees, define a date custom field for Entry Date; 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 CUNA Mutual in the Administrator Name field and click the Save button.

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

Note: If the 403b Reporting screen appears for a different company other than CUNA Mutual, 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.
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.
If applicable, click the down-arrow button for the Status Change Date field to select the correct date custom field defined in the Employee File to track when a change in status for employees was effective.
If applicable, click the down-arrow button for the Status Change Reason field to select the correct referenced custom field defined in the Employee File to track a change in status for employees.
If applicable, click the down-arrow button for the Union or NRA field to select the correct referenced custom field defined in the Employee File to track if an employee is a union member or non-resident alien.
If applicable, click the down-arrow button for the Entry Date field to select the correct date custom field defined in the Employee File to track the date of entry to report for employees.

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 button 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 Salary Deferrals, Roth Deferrals, After Tax, Employer Nonelective, Employer Match, Safe Harbor Match, Safe Harbor Nonelective, 1st Loan Payment, 2nd Loan Payment, and 3rd Loan Payment, 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 appropriate compensation totals on the report.

To have the wages for a pay code included in the Period Gross Compensation total, click the box under the Gross Compensation column to the left of the pay code ID. A checkmark will appear in the box if the pay code is selected.

To have the wages for a pay code included in the Period Excluded Compensation total, click the box under the Excluded Compensation column to the left of the pay code ID. A checkmark will appear in the box if the pay code is selected.
Click the Save button.

Note: A pay code can only be selected under one category (cannot have a pay code selected for both the Gross Compensation and Excluded Compensation columns).

Tip: To select multiple pay codes in a row, press and hold the Shift key, and then click the first pay code to have selected and then click the last pay code; all the pay codes starting with the first one clicked through the last one clicked will be selected.

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.

All the active employees in the specified pay groups appear in the Payroll Contributions Report List, along with the inactive employees in the specified pay groups who have contributions or wages in the selected payroll batches or a Status Change Date within the reporting range (as based on the From and To Date fields when generating the 403b report). 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 Payroll Contributions screen is closed; if any changes were made, create the file at this time in order to include the desired changes. If applicable, for foreign addresses, the Address 3 field (column) reflects the foreign city, the City field (column) reflects the country name, and X appears in the Foreign Address field (column). The Hire Date field (column) reflects the oldest hire/rehire date as entered in the Employee Dates List on the Employment screen in the Employee File. The Rehire Date field (column) reflects the most recent hire/rehire date if multiple Hire/Rehire Dates are entered in the Employee Dates List on the Employment screen in the Employee File. If the employee has a loan deduction, 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 1st Loan No field (column) for the first loan (and in the 2nd Loan No and 3rd Loan No fields (columns) for the second and third loans, if applicable); 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. If applicable, the Status Change Date field (column) reflects the date entered in the designated custom field for an employee, or the latest Termination Date entered on the Employment screen in the Employee File if the custom field is left blank for the employee and the Termination Date is after the employee's latest hire/rehire date and within the reporting range (as based on the From and To Date fields when generating the 403b report). If applicable, the Status Change Reason field (column) reflects the code entered in the designated custom field for an employee, or the status change code automatically assigned as based on the specified Employee Status entered on the Name & Address screen in the Employee File if the custom field is left blank for the employee (for example, if the Employee Status is Deceased, 5 for Service Separated-Deceased is automatically assigned as the Status Change Reason; if Disabled is the Employee Status, 6 for Service Separated-Disability is assigned; if Terminated, 1 for Service Separated is assigned; and if Retired, 7 for Service Separated-Retirement is assigned). The Period Hours field (column) reflects the total number of hours worked for the employee in the selected payroll batches, or 0 if the employee did not have any hours worked.

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 Create Payroll Contribution File.
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 created, click the X in the upper right-hand corner to close the screen.