Generating the VALIC 403b Report

Note: Below are the instructions for generating a report to submit to Variable Annuity Life Insurance Company (VALIC) for administration and management of your 403(b) plan. If needed, define a custom field (date type) for Status Change Date to track the date which the participant status was effective, only if required for the particular status and only if different than the date automatically assigned as based on the status (for example, the most recent Hire/Rehire Date is automatically assigned as the Status Change Date if the employee has a Participant Status of A for Active and has more than one Hire/Rehire Date entered in the Employee Dates List on the Employment screen in the Employee File, or the Termination Date will be the Status Change Date if the employee has a Participant Status of T or X for Terminated or Deceased); 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 VALIC in the Administrator Name field and click the Save button.

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

Note: If the 403b Reporting screen appears for a different company other than VALIC, 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 ID of the 403(b) plan for your school district as assigned by VALIC in the 403b Paygroup ID field. The ID can be alphanumeric and up to 12 characters long.
Enter the ID of the 457 plan for your school district as assigned by VALIC in the 457 Paygroup ID field. The ID can be alphanumeric and up to 12 characters long.
Enter the code of the location or area assigned to your school district by VALIC in the Location Code/HR Area field. The code can be alphanumeric and up to 4 characters long.
Click the down-arrow button for the Status Change Date field to select the correct custom field (date type) defined in the Employee File to track the date which the participant status was effective, only if required for the particular status and only if different than the default assigned by the system as based on the Participant Status, if applicable.
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 the appropriate location for where to report the employee and/or employer contribution amount (Contribution Source 1, Contribution Source 2, Contribution Source 3, Contribution Source 4, or Contribution Source 5) in the field under the Employee Contribution Reporting column and/or the Employer Contribution Reporting column, or click the down-arrow button to select the correct one.

Note: If the Employee Contribution Reporting column or the Employer Contribution Reporting column is completed for a deduction, then the Type column must also be completed.

For each applicable deduction, enter the appropriate category for the deduction (403b Regular, 403b Roth, or 457) in the field under the Type column, or click the down-arrow button to select the correct one.

Note: If the Type column is completed for a deduction, then either the Employee Contribution Reporting column or the Employer Contribution Reporting column must also be completed.

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. All active employees, employees with contributions in the selected payroll batches, or employees who have a Status Change Date within the range specified in the From Date and To Date fields on the Report Options screen, will be included on the Payroll Contributions Report. There will be two lines listed for each employee per Check Date--one for the Type of 403b Regular/Roth and one for the Type of 457. The Marital Status field (column) reflects the status automatically assigned as based on the Marital Status selected in the Employee File. The Participant Status field (column) reflects the status as based on the Active field and Employee Status field in the Employee File. The Status Change Date field (column) will be blank, or reflect the most recent Hire/Rehire Date if the employee has a Participant Status of A for Active and has more than one Hire/Rehire Date entered in the Employee Dates List on the Employment screen in the Employee File, or the Termination Date if the employee has a Participant Status of T or X for Terminated or Deceased, unless the Status Change Date custom field was defined (and selected on the Report Options screen) and completed for the employee. The Hire Date field (column) reflects the oldest Hire/Rehire Date entered in the Employee Dates List on the Employment screen in the Employee File.

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 initially to VALIC 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 Employee Information screen is closed; if any changes were made, create the file at this time in order to include the desired changes. Only active employees will be included on the Employee Information Report. The Hire Date field (column) reflects the oldest Hire/Rehire Date entered in the Employee Dates List on the Employment screen in the Employee File.

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 initially to VALIC; select Create Payroll Contribution File to create the report submitted 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.

Note: If creating the payroll contribution file, two files will be created, one file for 403b deduction amounts and another file for 457 deduction amounts (for example, SchoolDistrict403b.txt and SchoolDistrict457.txt).

After the report is generated and the file(s) created, click the X in the upper right-hand corner to close the screen.