Generating the Horace Mann 403b Report

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

Employment Sub Type: 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.
Employment Status Date: 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, only if different than the applicable date from the Employee Dates List on the Employment screen in the Employee File (oldest hire/rehire date if only one Hire/Rehire Date is entered or most recent hire/rehire date if more than one Hire/Rehire Date is entered, or the Termination Date if the employee’s status is Terminated or Deceased); then complete the custom field in the Employee File for the applicable employees.
HR Area/Location Code: To include the area or facility where the employee works, define a referenced custom field for HR Area/Location Code; then complete the referenced custom field in the Employee File for all the employees.
HR SubArea: To include a more detailed area for where the employee works within the HR Area/Location Code, define a referenced custom field for HR SubArea; then complete the referenced custom field in the Employee File for all the employees.
Plan Eligibility: To indicate which employees are not eligible in the 403(b) plan at your school district, define a referenced custom field for Plan Eligibility, with N for No defined as the referenced value; then complete the custom field in the Employee File by entering N in the field for the applicable employees.

Note: If the custom field is blank for an employee, the Plan Eligibility will default as E for Eligible.

Vesting Date: To track the date the employee was or will be 100% vested, define a custom field (date type) for Vesting Date; then complete the custom field in the Employee File for the applicable employees.
Hours Worked: To track the total hours an employee is contracted to work (for contract employees only), define a numeric custom field for Hours Worked; 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 Horace Mann in the Administrator Name field and click the Save button.

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

Note: If the 403b Reporting screen appears for a different company other than Horace Mann, 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 assigned to your school district in the DMC Number field. The 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 Payroll Contributions report for the employees, or click the down-arrow button to select the correct one.
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, only if different than the appropriate Hire/Rehire Date or Termination Date.
Click the down-arrow button for the HR Area/Location Code field to select the correct referenced custom field defined to track the area or facility where the employee works, if applicable.
Click the down-arrow button for the HR SubArea field to select the correct referenced custom field defined to track a more detailed area for where the employee works within the HR Area/Location Code, if applicable.
Click the down-arrow button for the Plan Eligibility field to select the correct referenced custom field defined in the Employee File to track the eligibility of the employees in the 403(b) plan at your school district.

Note: If the custom field is blank for an employee, the Plan Eligibility will default to E for Eligible.

Click the down-arrow button for the Vesting Date field to select the correct custom field (date type) defined in the Employee File to track the date the employee was or will be 100% vested.
Click the down-arrow button for the Hours Worked field to select the correct numeric custom field defined in the Employee File to track the total hours an employee is contracted to worked (for contract employees only).
Enter the 4-digit year of the ending fiscal year date for the desired year's contracts to include in the total for the Annual Salary on the Payroll Contributions 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, 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 Employer Plan ID field (column) with the description or ID of the vendor receiving the contribution. The description or ID can be alphanumeric and up to 20 characters long.

Note: If two or more deductions have the same vendor name, the rows for those deductions will be combined together on the 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.
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 Employee Country Code field (column) is only completed with the appropriate 2-digit country code for employees that live outside of the United States. The Date of Hire 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 applicable date from the Employee Dates List on the Employment screen in the Employee File (oldest hire/rehire date if only one Hire/Rehire Date is entered or most recent hire/rehire date if more than one Hire/Rehire Date is entered, or the Termination Date if the employee’s status is Terminated or Deceased), unless an Employment Status Date custom field was defined (and selected on the Report Options screen) and completed for the employee. The Plan Eligibility field (column) reflects E for Eligible, unless a Plan Eligibility custom field was defined (and selected on the Report Options screen) and completed for the employee with N for Not Eligible. The Annual Salary field (column) reflects the sum of the Total Contract of selected contract pay codes (on Gross Wages screen) for the Fiscal Year End specified on the Report Options and the calendar year-to-date totals for the selected unit pay codes (on Gross Wages screen) for the employee. The Year to Date Compensation field (column) reflects the sum of the calendar year-to-date totals for the selected pay codes (on Gross Wages screen) for the employee. The Hours Worked field (column) reflects the calendar year-to-date hours worked for the selected pay codes (on Gross Wages screen) for unit employees, or the total hours as entered in the Hours Worked custom field for contract employees. The Total Contributions field (column) reflects the sum of the 403b Employee, 403b Employer, and Roth contributions for the employee.

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(s) created, click the X in the upper right-hand corner to close the screen.