Generating the Great American 403b Report

Note: Below are the instructions for generating a report to submit to Great American Plan Administrators, Inc. for administration and management of your 403(b) plan. If you have any employees with a payroll frequency that is different from that of the majority of the employees, define a referenced custom field for Mode Type, with the applicable referenced values for the payroll frequency code and description as defined by Great American (for example, MONTHLY for Monthly or BW for Bi-Weekly); then complete the custom field 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 Great American in the Administrator Name field and click the Save button.

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

Note: If the 403b Reporting screen appears for a different company other than Great American, 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 name of the group assigned to your school district by Great American in the Group Number field. The group number can be alphanumeric and up to 6 characters long.
Enter the name of the plan that your school district has with Great American (for example, "403(B)") in the Plan Type field. The plan type can be alphanumeric and up to 10 characters long.
Enter the date the file is being created in the File Creation Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. The current date appears as the default (as based on the computer date), but can be changed.
Enter the date the transactions should be applied in the Effective Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. The current date appears as the default (as based on the computer date), but can be changed.
Click the down-arrow button for the Default Mode Type field to select the correct payroll frequency to use as the default for the employees included on the Payroll Contributions report.
Click the down-arrow button for the Mode Type field to select the correct referenced custom field defined in the Employee File to track the payroll frequency for those employees with a mode type (payroll frequency) that is different than the default specified above.
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 Regular Contribution, IRA Contribution, Mandatory Contribution, or 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 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 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 Comments field (column) does not pull the information from the Comments field in the Employee, but can be used to enter any additional information needed for the specific employee (up to 200 characters).

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 periodically to Great American 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 Comments field (column) does not pull the information from the Comments field in the Employee, but can be used to enter any additional information needed for the specific employee (up to 200 characters).

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 periodically to Great American; 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.