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Vendors for MainePERS Employers

Welcome!. Vendors for MainePERS Employers. Vendor Informational Meeting August 2009. MainePERS New Pension Software. Beginning in early 2010 Replacing legacy business applications Integrated line-of-business system. Agenda. Employer Self-Service (ESS) Overview

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Vendors for MainePERS Employers

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  1. Welcome! Vendors for MainePERS Employers Vendor Informational Meeting August 2009

  2. MainePERS New Pension Software • Beginning in early 2010 • Replacing legacy business applications • Integrated line-of-business system

  3. Agenda • Employer Self-Service (ESS) Overview • Payroll Reporting- New requirements • Group Life Insurance- New requirements • Testing & Roll-out Schedule • Questions & Answers

  4. ESS Overview

  5. ESS Features • Employer Management • Member Information • Importing Files • Administration Functions

  6. Employer Self Service- Home Page

  7. Import/Export Files- Import Where employer can changer data on a member in a file not yet released 1 2 3

  8. Import/Export Files- Detail

  9. EPF Employers- Edits • Errors are severe and fatal conditions • Errors at Import • Errors at Validation • Exceptions are informational but worth looking at • Exceptions at Validation

  10. Screen Shot- Manual Filers

  11. Screen Shot- Manual Filers

  12. Changes for Paper Reporters • September 2009 • Plan Participation Status • Rate Schedule Number • Plan Code (Plan Class)

  13. Changes for Paper Reporters • Plan Participation Status • A=Actively participating • Retired Returned to Work (RRTW) • Y=Employer Paid Employee Contributions.

  14. Changes for Paper Reporters • Rate Schedule Number (RSN) • If Personnel Status Code (PSC) is 53 RRTW, RSN= 000053 • For all other PSC Codes and when Plan Participation Status is “A”, RSN = 000001 for most plans • For all other PSC Codes and when Plan Participation Status is “Y”, RSN is assigned by MainePERS

  15. Changes for Paper Reporters • Plan Code (Plan Class) • Currently reported as two (2) digit alpha code • Changing to five (5) digit alpha-numeric code Ex. AC = 110AC

  16. New Paper Format

  17. Changes for EPF Filers • Import files via ESS Module • Field Value Changes • Plan Class Codes • Rate Schedule Numbers

  18. EPF Employers- Submitting Files • Before “go-live” • Employers to submit a test file prior to live data • With “go-live” and on-going • One original file per reporting period • Employers correct data directly in the system

  19. EPF Employers- File Data Format • Data recorded in ASCII format • Unblocked • Fixed length • 256 character records • CR/LF termination for each record for a total length of 258 characters per record

  20. EPF Employers- File Layout • Three distinct types of records (rows) • One Header • One or more Detail rows • One Summary • Single Employer Files vs. Multiple Employer Files

  21. EPF Employers- Naming the File The ASCII file name format will be- EEEEEEMMYYX. Example: TCPOR0109O. The original file submitted by the Portland School Department in January of 2009

  22. EPF Employers- Edit Messages Header Record • H1.1- Transmitter Code missing or does not match • H7.1 – Header Filing Type contains invalid code • H7.3- Second original submission submitted, only one is valid

  23. EPF Employers- Edit Messages Detail Record • D4.3 – SSN is not a participant • D9.2 – PSC is invalid • D28.4 – Time Unit Code inconsistent with Expected Weeks per Year

  24. EPF Employers- Edit Messages Summary Record • S13.1 – Total Earnable Compensation format is invalid • S13.2 – Summary Total Earnable Compensation does not match total detail • S19.1 – Total Life Insurance – active Basic submitted

  25. Employer Testing & Roll-out • Regionalized Training w/ employers • Mid October – Mid December • Hands on training • Using employer’s own data for testing

  26. Employer Testing & Roll-out • Employer Test Files • “Sandbox” time directly following training • Test file required prior to go-live • Using a file from a specific month • Reflecting changes needed for ESS processing

  27. What can be done now? • Partner with clients and MainePERS • Continue to encourage your clients to go EPF • Assist current Paper Filers with changes to the paper file for September

  28. What can be done now? • Review current reporting data for inconsistencies • Encourage your clients to take advantage of training and testing opportunities as available • Ask questions and give feedback

  29. Timeline for Implementation Mid-September: Sandbox Testing- ESS “early testers” October-December: Training for all MainePERS employers- Begin submitting test files December: All MainePERS employers have submitted one test file successfully ESS Goes Live Early 2010

  30. Group Life Insurance

  31. Requirements for GLI– Starting 2010 with New System • Group Life Insurance premiums removed from payroll reports • Annual level adjustment- New Import File

  32. GLI– Removed from Payrolls • MainePERS will direct bill employers • Monthly bill

  33. GLI– Payroll Field Changes • Detail Record- “D” • Fields: 15, 17, 19, 20 Now Blank • Summary Record- “S” • Fields: 11, 17, 19-22 Now Blank Formerly Group Life Insurance fields

  34. Requirements for GLI– Annual Level Adjustment • Annual level adjustment made through electronic file submission • Information uploaded via ESS module • Format complies with the W-2 file format submitted to the IRS.

  35. Requirements for GLI– Annual Level Adjustment • MainePERS will determine the basic level of coverage by adding the following boxes: • Box 1 • Box 10 • Box 12 (Except box 12C) • Box 14

  36. Questions

  37. Thank you.

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