Using your Employer Account

Transcription

1 Effective November 1, 2013, EIT Benefit Funds ( Fund Office ) the monthly Employer Work Reports are no longer sent via mail to you and are only available to be printed directly from the EIT Benefit Funds' website ( These changes were implemented in an effort to make the billing process more efficient and cost effective for the Plan, while maintaining the privacy of your employees personal information. By using the secure EIT website, you will be able to print your Work Reports online. In the following pages, you will be instructed on how to access your Employer Account online and how to print your Work Reports. Also, if you would like to learn more about editing and submitting your completed Work Reports online instead of completing and mailing hard copies, please contact the Fund Office at (312) and discuss with an account representative or send an to askeit@fundoffice.org. Be sure to include your Employer Name and your EIT Employer ID Number. If you have already accessed your Employer Account and are currently reporting online or printing your Work Reports from the website to submit via mail, you do not need to update anything. If you experience difficulties accessing your account, please contact Peter Kim at (312) , Ext. 267 or via-mail at askeit@fundoffice.org. We understand that there may be questions that are not answered in the following guide. If you need assistance, please feel free to contact the EIT Benefit Fund s office at (312) , Ext Please keep in mind, every effort has been made to ensure an accurate depiction of screen shots and steps. However, minor changes may be made from time-to-time to improve the user experience.

2 Using your Employer Account By using the EIT website to access your Employer Account information online, your monthly Employer Report is just a click away...no delay and no lost reports! Why Should I Use My Online Employer Account? Effective November 1, 2013, the Fund Office transitioned to only providing an electronic version of your monthly employer Work Reports to you online at This change is was made in an effort to provide you with a more time-efficient, cost-effective and secure method of retrieving your monthly Work Reports. With just a few clicks of the mouse, you have the control to print your report when you are ready, instead of waiting for it to arrive in the mail. Printing your reports from the secure EIT website provides peace of mind to you and your employees, knowing that their personal information, including social security numbers, are not being sent through the mail each month with the risk of being lost or stolen. By using the EIT website to access your online Employer Account, you will have a secure and fast way to: Print your monthly Employer Work Reports Edit and submit Hours & Wages electronically (directly into website or by uploading other electronic formats, such as Excel). Please contact EIT Benefit Funds at (312) , Ext. 267 for further information about how to use this service. View your Address Information View your Billing & Payment History See a History of Letters & Documents sent to you Create and update your Account Settings In addition to the advantages mentioned above, you will have access to view your finalized reports and a permanent electronic record of your submissions to refer to in the future. Important: If you do not currently have Java installed on your computer, you will need to download this program. This is a free download and can be done directly from the "Employer Information" screen on the EIT website. Installing Mozilla Firefox Accessing your online Employer Account is quick and easy. With a few simple steps and you will be well on your way to viewing your monthly reports and more. If you are a First Time User, is recommended that you download Mozilla Firefox for optimal web performance. Mozilla Firefox is a web browser, similar to Internet Explorer, but is compatible with the EIT website. This download can be done for free at The Mozilla website will allow you to download the latest version of Mozilla Firefox. Once you access the Mozilla website, you will be given step-by-step instructions that will help you download Mozilla Firefox. Downloading will take less than 5 minutes and will make your user experience much friendlier! Employer Notice Website Print Instructions 2

3 Start the process by accessing the EIT website ( and click on the Employer Information Link. Next, click on the Mozilla Download link on the Employer Information screen. This will take you directly to the Mozilla Firefox website. Click on the Firefox Free Download link. Employer Notice Website Print Instructions 3

4 Next, click on the Run button. Your download should begin automatically. When prompted, drag the Firefox icon into the image of your Applications folder. Click Run to launch the Mozilla Firefox setup wizard. Then, just click on Next > until you have completed the steps (we've made the process as painless as possible). Now you re ready to access your Employer Account online. Double-click on the Firefox icon. Enter the EIT website address: in the address bar to open EIT website, instead of Using Internet Explorer. NOTE: You will need to use the Mozilla Firefox browser everytime you want to access the EIT website and access your Employer Account. You will no longer use Internet Explorer to access your Employer Account. OPTIONAL: You can set the EIT website as your home page when you open Firefox. This way, you do not have to enter the website address every time you open Mozilla Firefox. This will not change your default home page for the internet using Internet Explorer. If you like to keep things simple, here s how to set your home page in three easy steps. 1. Open the EIT website ( to set it as your home page. 2. Left-click on the icon to the left of the web address, while still holding the mouse button down, drag your cursor to the word Home to the left of the web address and release the mouse button. 3. Click on the Yes button on the pop-up box to set this as your home page. Try it out: Click on the Home button and your new home page will load in the current tab. It doesn t get much easier than that! Employer Notice Website Print Instructions 4

5 How Do I Access My Employer Account? Now that you have installed Mozilla Firefox, you are ready to access your Employer Account online! I n order to set up your Employer Account, you will need to visit the EIT Benefits Fund website at NOTE: Your Username is your seven (7) digit EIT Employer Account Number this usually starts with 000 or 00. This number can be found on a previous monthly Employer Report or you can contact the Fund Office at askeit@fundoffice.org or (312) , Ext Access the EIT website at Once you have accessed the Employer Information from the Home Page, click on the GO>> button next to the Employer Login link on the right side of the screen. This will take you to the login screen where you will enter your Username and Password. Enter your Username: 000XXXX (this will be your EIT Employer Account Number). Note: You must enter the leading zeros. Enter your Password: For initial sign-up, your password will be your Federal Employer Identification Number (FEIN). An FEIN is usually written in the form of , however, when entering this number as your password, DO NOT include the dash (-). Click on the Log In button or hit the Enter key. Once you have logged in, you will be prompted to change your Password. Employer Notice Website Print Instructions 5

6 Creating a Strong Password Since the information you will be accessing is sensitive and personal information, it is important to create a strong password. Here are some suggestions: Length: Make them long! Your password should be at least eight or more characters. Use Symbols, Punctuation & Capitals: Using capital letters in the middle of a password and substituting symbols for letters ensure a strong password. Don t forget to use punctuation too! Be Creative: Use the first letter of each word in a favorite phrase, line from as song or movie, being sure to use capitals and punctuation and symbols. Phrases will be easier for you to remember, but will make it difficult for others to hack. The longer the phrase, the safer your information! For Example: The sentence I started 7th grade at Lincoln Middle School in 2004 may look like this: I$7g@LMSi2004. Avoid creating passwords that use: Dictionary words, in any language. Words spelled backwards, common misspellings, and abbreviations. Sequences or repeated characters. Examples: , , abcdefg, or adjacent letters on your keyboard (QWERTY). Personal information. Your name, birthday, driver's license, passport number, or similar information. Trouble Shooting Once you have accessed your Employer Account for the first time and updated your password, you will only have three (3) attempts to enter the correct Username and Password. Your Employer Account will be disabled after the 3rd incorrect attempt, regardless of whether you leave the website and return at a later time! If you are unsure of your Username or Password, here are some tips to avoid disabling your account. Forgot your Username or Password: Once you have registered for the first time, you will be able to click on the Forgot Username and/or Forgot Password link to have the Fund Office send your Username and Password information to you. DO NOT USE these links if you are logging in for the first time. The system will not have your address to send Username and Password information to until you have registered for the first time. Once you have clicked on the appropriate link, you will then be prompted to enter your e- mail address (this will be the address registered with Fund Office). Click on Submit. In less than 5 minutes, you will be sent an from askeit@fundoffice.org that will contain your Username or Password. Account is disabled: To have your account reset after it has been disabled due to 3 consecutive incorrect log in attempts, you can contact the Fund Office at (312) , Ext. 267 during business hours, or you can send an to askeit@fundoffice.org after business hours. Be sure to include your seven (7) digit EIT Employer Account Number. Once your account has been reset, you will be required to change your password. Employer Notice Website Print Instructions 6

7 Home Page The Home Page is the first stop when you log in. From here, you can access the Employer Management screens, Import Files and view your User Information and Account Settings! Navigating the Home Page Now you are ready to get started! You have registered and logged in to your account and want to start utilizing the tools that are available to you on the EIT website. The following pages will highlight the features found on the Home Page and describe the functions of each link. T he Header Bar, located at the top of the page, will provide you the current date, your account number, the ability to maneuver through your account screens, change your Account Settings and Logout. The I Want To: drop-down menu will allow you to move easily from screen to screen without having to go back to the home page. It is just another method to go directly to the screen you want based on your personal preferences. The Account Settings link will take you to another screen where you can update your password, security question and address. You can also access this same screen by clicking on View/Update Your Password and Other Account Settings link under I Want To: drop-down menu or the link on the Home Page under Administration Functions. At the end of your session, be sure to click on the Logout link located in the header bar before exiting the website. This will ensure that your session has ended and preserve the security of your account. Employer Notice Website Print Instructions 7

8 The Home Page also features what is called a breadcrumb bar. This feature provides you with the ability to see the path that you have taken to get to your current screen. Each time you click on a link to go to another screen, this will information will show up on the breadcrumb bar. You can also use the breadcrumb to return to a previous screen at any time by clicking on the appropriate word. For example, if you would like to return to the Home screen, simply click on the word Home. The News and Alerts section of the screen will be used from time-to-time to notify you when the Fund Office wants to provide you with important information relevant to you, as the employer. Keep an eye on this section of the home page for upcoming enhancements to the website and changes to billing procedures. Also available is the ability to increase or decrease the font size of the information on the screen. By clicking on the A will decrease the font size, whereas +A will allow you to increase the font up to 3 times the original size. The A resets the font to the original size in one click. Employer Notice Website Print Instructions 8

9 To sign up to report online, please contact the Fund Office. You may also refer to the "Online Reporting (Self -Serve) User Guide" to learn more. The User Guide can be found under Downloads/Other Useful Downloads on the EIT website. Printing Your Reports B eginning with your November 2013 report, you will no longer receive your monthly Work Reports in the mail. You will need to print your Work Reports directly from the EIT website. You can view and print your monthly Work Report from the website and then mail your completed report to the Fund Office. However, many employers find it easier and more cost effective to edit and submit their Work Reports directly online, then print a copy of their Released Work Report for their own records. To print your Work Reports each month, you will need to access the Reports, Billing History & Payments screen and select the report you wish to print. Generally, the monthly reports are available to be printed by the first business day of each month. For example, if you are reporting hours and contributions for the July work month, your Work Report will be available August 1st. If you have not yet signed up to report directly online, you will want to select the Work Report with the Prebill Report Status to print. Double-check the Report Start and Report Stop Dates for the correct report. Next, click on the View Work Report button. Employer Notice Website Print Instructions 9

10 This will open a new window that will allow you to view your Work Report. To see all pages, use the inside scroll bar to scroll up and down the document. In order to print a hard copy of your report, you will need to right-click your mouse while hovering over the Work Report and select Print from the menu. A new pop-up screen will open, allowing you to select the printer of choice. You can also use the keyboard controls to print by holding down the CTL key and pressing the P key. Employer Notice Website Print Instructions 10

11 If you have not signed up to edit and submit your Work Reports online and would like to learn how, please contact the Fund Office. You may refer to the "Online Reporting (Self - Serve) User Guide" to learn more. The User Guide can be found under Downloads/Other Useful Downloads on the EIT website. Understanding Your Report Status Y our Report Status helps guide you through the billing process each month. Below is a brief explanation of how your Report Status changes as your Work Report is generated by the Fund Office, is submitted by you and then released by the Fund Office. If you have not signed up to report directly online: Each month, your new Work Report will be generated with a Report Status of Prebill. You must contact EIT if you wish to sign up for online reporting. This Report Status is an indication that your Work Report is available for you print. Your account will remain in the Prebill Report Status until the Fund Office has received and approved your payment and Work Report. Once approved, your Report Status will be changed to Released. No further action is needed on released reports. Please note that by sending your Work Reports via mail instead of using the EIT website to report directly online, the release of your Work Report can be delayed as a result of slow mail delivery and the need for manual entry and reconciliation of your Work Report. If you are already reporting directly online: Each month, your new Work Report will be generated with a Report Status of Initial. This Report Status is an indication that your Work Report is ready for you to edit and submit directly online to the Fund Office for processing. Upon submitting your report to the Fund Office, your Report Status will change to Prebill. Online editing can only be done while in the Initial Report Status. Once payment has been received and approved, the Fund Office will review your Work Report. Once approved, your Report Status will be updated to Released. Employer Notice Website Print Instructions 11

12 To begin making your contribution payments via ACH, please contact EIT for further information at (312) , Ext Making Electronic Payments EIT Benefit Funds is now able to accept your fringe benefit contributions payments electronically, by Automated Clearing House (ACH) or Wire Transfer payment. By making your payments electronically, you will benefit in the following ways: quick and easy transaction with recorded tranaction dates eliminates the use of paper checks provides a more secure payment method than checks in the mail no mailing fees, including overnight or priority mail Once you have completed your payroll reports and submitted them either online or by mailing them to the lock box, you can make your contribution payments electronically via ACH or Wire Transfer payment. You will still need to submit the last page of your Employer Payroll Report (the Payment Summary Work Sheet page). Please note on the Payment Summary Work Sheet that payment was made via ACH or Wire Transfer and include the date the payment was made. For example: ACH - 10/15/2013 would represent that an ACH payment was made on October 15, ACH - 10/15/2013 To set up your account to allow for electronic payments, you will need to contact your financial institution. This is a one-time set up and will save you money and time in the future! Important ACH and Wire Information In order to set up your account for electronic payments, you will need to provide the following information to your bank. Please note the information differs depending on whether you will be using ACH or Wire Transfer to make payments. ACH Information Wire Transfer Information The Northern Trust Company, The Northern Trust Company, Financial Institution Chicago IL Chicago IL ABA (Routing) # Account # TR Account Name EIT 134 Concentration Account - Cash Master Trust Incoming Wire Beneficiary Electrical Insurance Trustees F/F/C Account # F/F/C Name Electrical Insurance Trustees Reference Your Employer/Contractor Name Employer Notice Website Print Instructions 12