Generating the Voya 403b Report

Note: Below are the instructions for generating a report to submit to Voya (formerly ING) for administration and management of your 403(b) plan. Prior to generating the 403b report, define and complete the custom fields as listed in the link below (if applicable):

https://docs.su-inc.com/training/images/VoyaSetup.pdf

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 Voya in the Administrator Name field and click the Save button.

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

Note: If the 403b Reporting screen appears for a different company other than Voya, 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 desired, click the down-arrow button for the Office Phone field to select the correct text custom field defined in the Employee File to track the employee's work phone number.
If desired, click the down-arrow button for the Office Phone Extension field to select the correct text custom field defined in the Employee File to track the employee's extension at work, if applicable.
Click the down-arrow button for the Plan Status field to select the correct referenced custom field defined in the Employee File to track the employee's status within the plan if different than the default specified below (in the Default Plan Status field).
In the Default Plan Status field, enter the correct plan status (A for Eligible Participating, I for Ineligible, and X for Eligible Not Participating) to use as the default for the majority of the employees, or click the down-arrow button to select correct one.
Click the down-arrow button for the Plan Status Sub Type field to select the correct referenced custom field defined in the Employee File to track the employee's status sub type within the plan.
If applicable, click the down-arrow button for the Plan Status Date field to select the correct custom field (date type) defined in the Employee File to track the date the plan status and status sub type were effective, only if different than the oldest Hire/Rehire Date.
Click the down-arrow button for the Employment Status 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.
If applicable, 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 applicable Hire/Rehire Date (or Termination Date, if status is Terminated or Deceased).
If applicable, click the down-arrow button for the Plan Entry Date field to select the correct custom field (date type) defined in the Employee File to track the date the employee was eligible to participate in the plan, only if different than the oldest Hire/Rehire Date.
If applicable, click the down-arrow button for the Currently Contributing field to select the correct referenced custom field defined in the Employee File to track whether or not the employee is currently contributing to the plan, only if different than the default.

Note: The default value for Currently Contributing is based on the plan status generated for the employee (for example, Y – Contributing if plan status = A; or N – Not Contributing if plan status = X or I), and will only be overridden if a custom field is specified here and the selected custom field is completed for the employee.

If desired, select the Test File field to create a test file for the Census Data report where the social security number and last name for all employees will not be included. A checkmark will appear in the box if the field is selected.
If desired, select the Exclude Ineligible Employees from Census field to exclude those employees on the Census Data report with a plan status of I for Ineligible. A checkmark will appear in the box if the field is selected.
If desired, select the Exclude Eligible not Participating Employees from Census field to exclude those employees on the Census Data report with a plan status of X for Eligible Not Participating. A checkmark will appear in the box if the field is selected.
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, 403b Roth, 457, 457 Roth, 401a, or 401a 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 Vendor field (column) and the Vendor Code field (column). The Vendor is the name of the vendor and can be up to 10 characters long. The Vendor Code is the unique ID for the vendor (deduction) and can be up to 10 characters long.

Note: If two or more deductions are in the same category and have the same vendor name and code, the rows for those deductions will be combined together on the Remitter Data report.

Click the Save button.

Click the Gross Wages tab to select the pay codes to include in the total for the Current Salary on the Census 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 Remitter Data 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's record(s).

Note: All changes will be lost once the Remitter Data screen is closed; if any changes were made, create the file at this time in order to include the desired changes. The Source field (column) reflects 403b - EE for employee 403b deduction type; 403b - RT for employee 403b Roth deduction type; 403b - ER for employer 403b or employer 403b Roth deduction type; 457 - EE for employee 457 deduction type; 457 - RT for employee 457 Roth deduction type; 457 - ER for employer 457 or employer 457 Roth deduction type; 401a - EE for employee 401a deduction type; 401a - RT for employee 401a Roth deduction type; or 401a - ER for employer 401a or employer 401a Roth deduction type.

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 Census Data tab to view the information on the report submitted monthly to Voya and make any changes if desired. When prompted to include the salary from all posted batches in the specified year (the year is based on the date entered in the To Date field on the Report Options screen), click Yes to include the calendar year-to-date totals for the specified year in the total for Current Salary on the Census Data report; otherwise, click No to only include the totals from the selected payroll batches (on the Report Options screen) in the total for the Current Salary on the Census Data report.

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 Census Data screen is closed; if any changes were made, create the file at this time in order to include the desired changes. Also, below is a link for additional information noting where all the fields (columns) on the Voya Census Data Report are generated from in the School Accounting System:

https://docs.su-inc.com/training/images/VoyaCensusData.pdf

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 Census Data File or Create Remitter File(s). Select Create Census Data File to create the report submitted monthly to Voya; select Create Remitter File(s) to create the reports on a per pay period basis.

Note: If Create Remitter File(s) is selected, up to six files will be created, if applicable--one for the 403b deductions, one for the 403b Roth deductions, one for the 457 deductions, one for the 457 Roth deductions, one for the 401a deductions, and one for the 401a Roth deductions.

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.