Idaho PERSI Choice 401(k) Plan Report Setup Procedures

1. If not already defined, add the following custom fields to the Employee File.

• PERSI Choice EEID (text custom field)

• Payroll Frequency (referenced custom field, with W for Weekly, BW for Bi-Weekly, SM for Semi Monthly, and M for Monthly as the referenced values)

• Participation Date (date custom field)

• Eligibility Indicator (referenced custom field, with Yes (Yes as both the ID and description) and No (No as both the ID and description) as the referenced values)

Steps to Add a Custom Field

Note:  If this step has already been completed, skip to Step 2.

2. Complete the applicable custom fields added in Step 1 for each employee to be included on the report.

Note:  If desired, use the Adjust Custom Fields option to complete the custom fields, or import a file containing this custom field information for the employees.

Steps to Adjust Custom Fields

Steps to Import Custom Fields

• In the Employee File, bring up an employee and then click the Custom Fields tab.

Tip:  To bring up the first employee for which to edit the custom fields, click the First Record button and then utilize the Next Record button to scroll through all the employees.

• Enter the employee ID assigned by the state (up to 50 digits) in the PERSI Choice EEID custom field.

• Enter the ID for the appropriate 1-character code for the frequency in which the employee is paid in the Payroll Frequency custom field if different than the default entered when generating the report, or click the down-arrow button to select the correct one.  If the response for the employee is the same as the default, leave the Payroll Frequency custom field blank.

• Enter the date the employee started participating in the PERSI Choice 401(k) plan in the Participation Date custom field.  Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.

• Enter Yes or No for whether the employee is eligible to participate in the PERSI Choice 401(k) plan in the Eligibility Indicator custom field if different than the default entered when generating the report, or click the down-arrow button to select the correct one.  If the response for the employee is the same as the default, leave the Eligibility Indicator custom field blank.

• Click the Save button.

3. Verify that the following fields of information on the other various screens of the Employee File are also completed for each employee to be included on the report:

Name & Address screen:

• First Name, Middle Name, Last Name, and Suffix, if applicable

• Address including City, State, and Zip Code

• Primary Phone Number

• Email Address

Employment screen:

• Social Security Number (Federal ID)

• Gender

• Birth Date

• Marital Status

• Hire/Rehire Date (in Employee Dates List)

• Termination Date, if applicable (in Employee Dates List)

Wages screen:

• Total Contract (Note:  For unit employees only, complete the Total Contract field for the appropriate unit pay codes selected to be included in the Salary Amount total on the Idaho PERSI Choice 401(k) Plan report.  If the unit pay code has an amount designated in the Pay Rate field on the Wages screen, enter the number of units the employee will be paid with that particular pay code in the Total Hours field and then the system will automatically calculate the total dollar amount and display it automatically in the Total Contract field.)

If needed, complete the fields at this time for the employee; then click the Save button.

4. Repeat Steps 2-3 for each applicable employee.