Generating the Forrest T Jones 403b Report

Note: Below are the instructions for generating a report to submit to Forrest T. Jones & Company for administration and management of your 403(b) plan. To include the department (building) for the employees on the 403b report, if applicable, define a referenced custom field for Department; then complete the custom field in the Employee File. If you have any employees with a number of total days worked that is different from the majority of the employees (for example, the majority of the employees work 195 total days, but one employee works 190 total days), define a numeric custom field for Total Days Worked; then complete the custom field in the Employee File with the correct number of total days the employee works 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 Forrest T Jones in the Administrator Name field and click the Save button.

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

Note: If the 403b Reporting screen appears for a different company other than Forrest T Jones, 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 Vacation field to select the correct leave defined to track vacation leave.
If applicable, click the down-arrow button for the Sick Leave field to select the correct leave defined to track sick leave.
If applicable, click the down-arrow button for the Personal Leave field to select the correct leave defined to track personal leave.
Click the down-arrow button for the Department field to select the correct referenced custom field defined to track the department (building) of the employees, if applicable.
Click the down-arrow button for the Total Days Worked field to select the correct numeric custom field defined in the Employee File to track the number of total days worked for those employees if different than the default specified below.
Enter the number of total days worked to use as the default for the majority of the employees in the Default Total Days Worked field. The number entered here can be up to 6 digits (including the decimal point), and will be rounded to 2 decimal places by the system. The maximum number of total days worked that can be entered as the default is 365.
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 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 Share field (column), or click the down-arrow button to select the correct one.
For each deduction with a share selected to be included on the report, complete the Product Provider field (column) and the Ben/Ded Name field (column). The Product Provider is the name of the vendor (for example, Horace Mann) and can be up to 24 characters long. The Ben/Ded Name is the deduction type (for example, 403b) and can be up to 8 characters long.

Note: If two or more deductions have the same Product Provider and Ben/Ded Name, the contributions for those deductions will be combined together on the Payroll Contributions report.

Click the Save button.

Click the Gross Wages tab to select the pay codes to include on the 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.
For each pay code selected to be included on the report, complete the Pay Type field (column) and the Rate Group field (column), if applicable. For the Pay Type field, enter the correct type (D for Daily, H for Hourly, or S for Salary) for the pay code, or click the down-arrow button to select correct one. For the Rate Group field, enter the correct group (up to 15 characters) for the pay code, such as Non-Certified, Certified, Career Ladder, etc.
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: All active employees in the selected pay group(s) will appear and not just those who were paid within the selected payroll calculation batches.

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 view or edit the salary and benefit/deduction information for an employee, click the plus sign (+) in the box in front of the employee to expand the record. 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 Payroll Contributions screen is closed; if any changes were made, create the file at this time in order to include the desired changes. The Employment 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 Vacation Balance, Sick Leave Balance, and Personal Leave Balance fields (columns) reflect the Posted Balance for the specified leave (as entered on the Report Options screen for each type of leave) for the appropriate fiscal year, as based on the most recent check date from the selected payroll batches. The Job Title field (column) included in the salary information for the employee reflects the Check Description for the pay code as entered in the Employee File (or the first 15 characters of the pay code description from the Pay Codes File if the pay code is not set up in the Employee File). The Product Type field (column) included in the benefit/deduction information for an employee reflects D for Deduction if the item is paid by the employee or B for Benefit if the item is paid by the employer. The Product Frequency field (column) included in the benefit/deduction information for an employee 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: M for Monthly if 0 through 12 is in the Pay Periods Per Year field; S for Semi-Monthly if 13 through 24 is in the field; B for Bi-Weekly if 25 through 30 is in the field; W for Weekly if 31 through 60 is in the field; or D for Daily if 61 or higher is in the field. The Amount Type field (column) included in the benefit/deduction information for an employee reflects N for negative or P for positive.

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.