Generating the TSA 403b Report

Note: Below are the instructions for generating a report to submit to TSA Consulting Group, Inc. for administration and management of your 403(b) plan. If you need to override the employment status which will automatically be assigned for an employee as based on the Active field and the Employee Status field on the Name & Address screen in the Employee File, define a referenced custom field for Employment Status (for example, if the employee should have a status of S for Subs, PT for Part Time, etc.); then complete the custom field in the Employee File for the applicable employees. If you have any employees who received a lump sum payment for unused sick and annual leave before severing their employment, define a numeric custom field for Deferred Sick Leave Severance Pay; then complete the custom field with the amount of the payment. Also, to include building codes (worksite numbers) on the report, define a referenced custom field for Worksite; then complete the custom field in the Employee File for all the 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 TSA in the Administrator Name field and click the Save button.

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

Note: If the 403b Reporting screen appears for a different company other than TSA, 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.
Click the down-arrow button for the Worksite field to select the correct referenced custom field defined to track the building codes (worksite numbers) of the employees, if applicable.
Click the down-arrow button for the Employment Status field to select the correct referenced custom field defined in the Employee File to track the employment status for applicable employees (if different than the employment status automatically assigned based on the Active field and the Employee Status field).
Click the down-arrow button for the Deferred Sick Leave Severance Pay field to select the correct numeric custom field defined in the Employee File to track the amount of a lump sum payment to an employee for unused sick and annual leave before severing employment, if applicable.
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 Projected Salary on the Initial/Monthly Transmission 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, Roth, 457, 401k, 401a, Retirement - Pension Plan, or Retirement - Investment, 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 Vendor Name field (column) with the description or ID of the vendor receiving the contribution. The description or ID can be alphanumeric and up to 50 characters long.

Note: If two or more deductions have the same vendor name (and in the same category), the totals for those deductions will be combined together on the Initial/Monthly Transmission Data report.

Click the Save button.

Click the Gross Wages tab to select the pay codes to include in the total for the various salary fields (columns) on the Initial/Monthly Transmission Data report and the Historical 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 Initial/Monthly Transmission Data tab to view the information on the report submitted initially and on a monthly 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 Initial/Monthly Transmission screen is closed; if any changes were made, create the file at this time in order to include the desired changes. The Employment Status field (column) reflects the employment status as assigned based on the Active field and the Employee Status field on the Name & Address screen in the Employee File, unless the Employment Status custom field was defined (and selected on the Report Options screen) and completed for the employee. The Worksite Name field (column) will be blank, but can be completed if needed for an employee. The Projected 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 Pay Periods Per Year field (column) reflects the number entered in the Pay Periods Per Year field on the Employment screen in the Employee File. The Years Employed by County field (column) reflects the number entered in the Years of Service (Internal) field on the Employment screen in the Employee File. The Original 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 Continuous 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 Per Pay Period fields (columns) for the various deductions (or categories) reflect the total of the employee's share of the particular deduction (or category) from the selected payroll batches, while the Per Pay Period ER fields (columns) reflect the total of the employer's share. If an employee has more than five 403(b) deductions with different vendor names, additional fields (columns) will be added to the end of the file. The Salary YTD field (column) reflects the total salary from the selected pay codes (on the Gross Wages screen) from the beginning of the calendar year (based on the greatest check date if multiple batches are selected) up through the last check date of the selected payroll batch. The YTD fields (columns) for the various deduction categories reflect the total of the employee's share of the particular category from the beginning of the calendar year (based on the greatest check date if multiple batches are selected) up through the last check date of the selected payroll batch), while the YTD ER fields (columns) reflect the total of the employer's share. The Sick and Annual Leave Pay field (column) will be 0, unless the Deferred Sick Leave Severance Pay custom field was defined (and selected on the Report Options screen) and completed for the employee. The Pension Plan or Investment Plan field (column) will be blank, unless the employee has a deduction which is selected under the Retirement - Pension Plan column on the Deductions screen (in which case P will appear), or the employee has a deduction which is selected under the Retirement - Investment column on the Deductions screen (in which case I will appear).

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 Historical Data tab to view the information on the report submitted initially to TSA 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 Historical Data screen is closed; if any changes were made, create the file at this time in order to include the desired changes. The Gross YE Salary field (column) appears for each different calendar year of the check dates from the selected payroll batches and reflects the total of all wages from the selected pay codes (on the Gross Wages screen) for the applicable batches in the designated year for the employee. The Gross YE Salary, 403(b) YE Contribution, 403(b) YE Contribution ER, 457 YE Contribution, 457 YE Contribution ER, 401(k) YE Contribution, 401(k) YE Contribution ER, 401(a) YE Contribution, 401(a) YE Contribution ER, Roth YE Contribution, and Roth YE Contribution ER fields (columns) also appear for each different calendar year of the check dates from the selected payroll batches and reflect the totals of the shares paid by the employee and employer for the various deduction categories for the applicable batches in the designated year.

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 Initial/Monthly Transmission File or Create Historical Data File. Select Create Historical Data File to create the historical report submitted initially to TSA; select Create Initial/Monthly Transmission File to create the report submitted initially and on a monthly 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.