Electronic Injection Procedure... 2 Modify Electronic Injection (EI) Flag...2 Prepare files to be sent to the Employer via EI Ready...

Transcription

1 Electronic Injection Procedure... 2 Modify Electronic Injection (EI) Flag...2 Prepare files to be sent to the Employer via EI Ready...5 Special EI Pre-bill Options... 7 Sending files to the Employer... 7 Receiving files from the Employer EI Wage Updates...15 Wage Rate Update Rules...16 Wage Rate Update Errors...16 Exception Listing:...16 Offset Column...18 Unidentified SSN...19 Re-link Members in EI:...21 Corrections in EI...21

2 Electronic Injection Procedure There are several steps to initialize the transfer of electronic files between the Local Union and the Employer. Each of those steps is described below: Modify Electronic Injection (EI) Flag 1. The Union must send a request to TPI for access to Electronic Injection. TPI will then update the flag on the Employer Checkoff screen. Sample of a request to TPI below. Electronic inection VER 3.6 Page 2 of 23

3 2. The flag will be set by TPI in the Employer Checkoff screen 3. The Local Union must call or send the Employer the Instructions necessary to log into the Electronic Injection Website. When the Employer first logs into the website, the User ID will be the Local Union s nine digit Employer Number (Local Union should provide the employer with this information) and the Password will be the four digit Local Union Number (i.e. 0480, 0002, etc.). Upon gaining access to the Electronic Injection Website, the Employer will be required to complete a registration process. Electronic inection VER 3.6 Page 3 of 23

4 4. Once the Employer has completed the registration process, they should inform the Local Union that the process is complete. The Employer Web ID will now be visible on the Employer Check-Off screen and the Export option will be available for Pre-billing and Posting. When the Local Union has prepared a Pre-billing they can Export the file to the EI Website. The Employer will be informed via that an electronic Pre-bill is waiting on the website for them to pick up and process. Electronic inection VER 3.6 Page 4 of 23

5 Prepare files to be sent to the Employer via EI Ready The Local Union must prepare the Prebill files that will be sent to the Employer. When the operator has completed the Pre-bill preparation, they must go to the EI Ready screen to send those files to the EI Website (Employer). This option permits the Local Union to prepare and send several Check-off s at one time to an Employer. Listed below are the 6 steps necessary to prepare and send pre-billings to the Employer. 1. Click on the Posting Menu, Select Prebilling. 2. Select the Employer and then the Check-Off. 3. Prepare the pre-bill as usual (reference Pre-billing under the Post Menu in the TITAN Manual. 4. Once the Pre-Bill is complete, Click Ready for EI. 5. If the Pre-bill is ready to send, Click Yes to continue. Electronic inection VER 3.6 Page 5 of 23

6 6. It is recommended that the Local Union print a copy of each pre-billing prior to sending it to the employer. To print a copy of the pre-billing, select the desired option and Click Print. Otherwise click Close and no printout will be generated. However, the file is ready for transmission via the EI Ready to send option. Electronic inection VER 3.6 Page 6 of 23

7 Special EI Pre-bill Options The date set for the YRMO period will be saved and this date will be returned with the EI file from the Employer. Amounts distributed to different columns on the Pre-bill (i.e. dues, init, re-init, assessments, etc.) will be returned and distributed in the same manner with which they were billed. Please note that some exceptions may apply and will be reflected in the OFF-Set column. Sending files to the Employer Once the operator has prepared all the pre-bill files, they must select the menu option EI Ready to Send. This option appears within the Posting Menu. 1. Click on EI Ready to Send. 2. The list of Employers with files to send will be listed. 3. Click each Employer that is to be sent. If the entire list is to be sent, click on the first employer listed, hold down the shift key and click on the last file listed (all files will be highlighted). NOTE: If a Pre-bill requires adjustment prior to sending, it must be deleted from the list and recreated from the start. Electronic inection VER 3.6 Page 7 of 23

8 4. Once you have selected all the files you want to send Click on Send. 5. A warning box will appear asking if you want to continue. Click Yes to send the files to the EI Website for pickup by the Employer. NOTE: Until the files are sent the Check-offs will appear in the Suspended Check-Offs list. The files will be indicated in the Mode column as EI Ready. Electronic inection VER 3.6 Page 8 of 23

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10 Receiving files from the Employer Once the Employer has processed the Electronic file and sent it to the website the file will be transferred to the Local Union. The MainMenu will contain an option indicating that Check-Off is available for Electronic Injection and indicate the number of files that are available. 1. Click on the Checkoff s Ready for Electronic Injection Button indicating the number of Check-Offs. 2. The list of Check-Off files ready for posting will be displayed. The amount of Posting and the Date the file was received will be indicated. 3. Select a Check- Off from the list and Right- Click. Electronic inection VER 3.6 Page 10 of 23

11 4. Select Print Details. It is important to do this first to verify the information contained in the file. NOTE: If the file was received in error or there is a problem with the file Click Delete to permanently remove the file. Remember, if you delete the file you will have to ask the Employer to re-send the file. 5. You can Print the List by SSN or alphabetically. Select the sequence option prior to printing a file. 6. Click the Print button Electronic inection VER 3.6 Page 11 of 23

12 Print Postings: This option prints the posting file received from the Employer. Postings with Remarks Only: Prints only Members that have information appearing in the Remarks field. Electronic inection VER 3.6 Page 12 of 23

13 Postings with wage difference: Prints only Members that have a wage rate different than the amount in the Members TITAN Job record. Posting Summary: This option Prints a summary of the file received from the Employer: Electronic inection VER 3.6 Page 13 of 23

14 Print postings with status codes: This option allows the operator to quickly find members that do not have an active status code that are in the posting. This allows the operator to do member maintenance before entering the posting. When the operator selects Print with status codes they will be give the option to select one or many status codes and the list will appear with the status. If N/A appears it is because the member has more than 1 job and we cannot identify the status. Or the member does not exist in the local. Click print to print the list. 7. When you are ready to Post select Post Members. NOTE: TITAN will load the Members into the posting screen. A Message appears: the Suspended posting as been loaded. The following screen will appear. Electronic inection VER 3.6 Page 14 of 23

15 8. Once the Check-off loads you will be prompted to do a wage update. EI Wage Updates The TITAN system provides the capability for the operator to update Member s wage rates using the EI dues remittance supplied by the Employer. When an electronic check-off file is opened for posting, TITAN will automatically compare Wage Rates contained in that posting file to the Wage Rates existing in the member s TITAN record. If there is a Wage Rate difference between those received on the electronic file and those which exist in the TITAN membership records, an EI Wage Rate Update screen will automatically containing three options for continuing. The operator MUST select one of those options displayed. 1- Ignore EI Wage Rates: No updating of wage rates will take place 2- Update using EI Wage Rates Immediately: Member wage rates are updated prior to the posting and become effective for the next month owing. The new wage rates will be displayed on the screen at the time of posting. In those instances when the check-off being posted has a Dues Structure Code of 1 or 4, the new dues/fees rate will be calculated and displayed on the screen during the posting process. 3- Update using EI Wage Rates with an effective date: (Year/Month) The members rate history record will be updated with the calculated dues/fees rate, new wage rate and effective Year/Month for which the increase will take effect. When each member gets to the month in which the increase is to take effect, the members record will be updated accordingly using the information stored in the rate history file. A new dues/fees rate will only be calculated in those instances when the check-off Dues Structure Code is a 1 or 4. However, the wage rates will be updated in the members records regardless of the Dues Structure Code. NOTE: Selecting options 2 or 3 will result in the member s records being updated. Canceling and/or deleting the electronic file WILL NOT remove the updates that have already taken place. That will require that the operator remove the updates individually, one at a time or by using the Change Dues/Fees Information routine on the MEMBER Menu. Electronic inection VER 3.6 Page 15 of 23

16 Entry of an effective date that is prior to the current posting date will require operator acknowledgement that the date is correct as entered. Click Yes, if you want to continue or No if the date is to be changed. Wage Rate Update Rules - If the wage rate on the remittance is equal to that in the Membership record (job), no wage rate update is done. - If the member has multiple job records, no wage rate update is done and the member information will appear on an exception report. This will avoid updating a Member that has been temporarily re-linked from another employer for the purpose of completing the posting. - If during the wage rate update there is a calculation error, such as the dues rate calculation results in a rate less than $5.00 or greater than $999.99, the update will not be done and the error will appear on the exception listing. Otherwise the Wage Rate is updated and a history record is created for that member. Wage Rate Update Errors If the wage rate update results in a dues rate calculation less than $5.00 or greater than $999.99, the update is not done and the error will appear on the exception listing. Exception Listing: The wage rates of the Members listed have not updated. However, those wage rates can be updated manually while posting the check-off. 1. Click OK and the Report will be displayed on the screen. Click Close and the report will print. Electronic inection VER 3.6 Page 16 of 23

17 9. Now you can begin posting NOTE: If there are amounts in the unidentified SSN or Excl. corrections fields, see the section Unidentified SSN or Corrections in EI before proceeding. 10. Review the posting screen. Make any necessary changes. Note that you must balance the total received in the electronic file. Amounts modified by adding to or deleting from the actual amount received will result in an amount appearing in the Offset column. See instruction below on how to deal with off-set amounts 11. When the Checkoff is in balance, Enter the Total Amount Received. 12. Enter the Check No. 13. Enter Remarks. These remarks will appear in the Member s ledgers. Remove the checkmark in Copy to Ledgers if you do not want them to appear. Electronic inection VER 3.6 Page 17 of 23

18 14. RELINK: if members were relinked into the current Checkoff when the posting was loaded Members will be relinked back to their original Checkoff. If you want the member to remain in the current Checkoff remove the Checkmark next to Relink back automatically. 15. Once complete Click Post, the dues will be posted to each Member s record. 16. If you want to Suspend the posting and continue it at a different time Click Suspend. 17. To Cancel the posting Click Cancel. Changes will not be saved but the posting file will remain among the list of EI files available for processing. Offset Column The offset column indicates that entire amount of money remitted by the employer for that member has not been applied to a specific payment category for that member. The operator MUST distribute that difference to a specific category for that particular member. The TITAN system memorizes amounts billed for each member, by category, so that money remitted by the employer can be distributed to those specific categories during the posting process. However, the TITAN operator has the flexibility to redistribute money received for a member to payment categories not originally designated on the billing (i.e. operator billed $30.00 dues but, the operator could distribute $20.00 to dues and $10.00 to miscellaneous during the posting process). If the employer remitted $30.00 dues and during the redistribution process the operator were to apply $19.00 to dues and $10.00 to miscellaneous, $1.00 would appear in the Offset column because the redistribution amount totaling $29.00 is not equal to the $30.00 amount actually remitted by the employer. Any amount not distributed correctly will result in a differential appearing in the Offset column. The TITAN system will not permit the TITAN operator to indicate that the check-off posting is in balance unless the Offset column is zero! NOTE: The Local Union can pre-bill for a miscellaneous amount however, TITAN does not know the actual payment type to which this amount should be applied. As a result, miscellaneous amounts billed will always appear in the Offset column and requires that the operator distribute that amount to the appropriate payment category for that member. Electronic inection VER 3.6 Page 18 of 23

19 Unidentified SSN At this time, a Local Union that receives an electronic files containing several unidentified SSN s (new Members); the operator must load the check-off to obtain the list of unidentified members. The operator must click on the View button and a screen will be displayed containing information about the Unidentified SSN s (reference screen below). Print that screen! The Operator now has 2 options with which they can proceed. Electronic inection VER 3.6 Page 19 of 23

20 1. Continue with the posting for the EI file. That money remitted for members having the Unidentified SSN s will be applied to Other Receipt Account Code 2105 and will appear on the Other Receipts Card. The operator must print the OR Card to obtain the information specific to those members that were not on file. Other Receipts Card (Menu option: Balance and Control) Local#: 0623 LU Other Receipts Control Card Posting Day: Page: User: KBATSON Account# Remark Date SSN Last First Posting Correction Refund 2105 Received from E-I CKO unidentified JAMES UPS-METRO Sub Total By Account: > TOTAL: > Using the information appearing on the Other Receipts Card, add the members to TITAN using the Quick Add routine. Prepare an Other Receipts correcting entry (credit) to account code 2105 for the amount involved and repost that money to each member s individual record. 2. The second and preferred choice would be for the operator to cancel the EI posting (by clicking cancel at the bottom of the posting screen); Quick Add all the new Members and then restart the EI posting. This method would then include those members that did not appear on the original posting. It would also eliminate the necessity to have money posted to the Other Receipts Card account code 2105 and remove the requirement of having to prepare a Correcting Entry (credit) for the reversal of that posting. Electronic inection VER 3.6 Page 20 of 23

21 Re-link Members in EI: A member appearing in an electronic remittance file for an employer for which they are not currently employed will be automatically re-linked into the check-off for the purpose of posting. That member s wage rate and/or dues rate will be updated to reflect that data included in the electronic file. When the posting has been completed, the member will be re-linked back to the original employer. If the operator wants to permanently Relink the member to the current Checkoff they must remove the checkmark next to Relink back automatically WARNING: Any wage rate/dues rate update that occurred during the temporary re-link will remain in that member s record. As a result, it is important for the operator to review the Exception listing generated at the conclusion of the posting so that the member s original wage rate/dues rate fields can be updated to what they contained prior to the temporary re-link. CAUTION: FUTURE history entries removed are no longer available. Corrections in EI Credit (negative) amounts can be received on an electronic file remitted by an Employer. The negative amount will be posted as a Correcting entry to the member s ledger. If the operator does not want to apply the negative amount to the Members record, that amount can be applied as an Other Receipt correction and properly handled after the posting is complete. If corrections have been remitted by the Employer but the amount or the correction is not accepted by Titan, the amount will appear in Excl. Correction. Note: An example of an Excluded correction would be a correction for initiation when the Member had not paid the initiation or the amount remitted was more than the amount withheld from the member. 1. To Accept and apply the correction as remitted by the Employer, post the file as usual. 2. However, if the correction is to be applied to Other Receipts, Right- Click and an options Menu will appear. 3. To select all corrections Click Select All Dues/Fees Corrections. Electronic inection VER 3.6 Page 21 of 23

22 4. Then Right-Click and select Transfer Selected Corrections to OR. 5. The excluded corrections will appear in this area. You can Click View and the following screen will appear. 6. You can print the information appearing on this screen by clicking PRINT in the bottom right corner. Electronic inection VER 3.6 Page 22 of 23

23 The money excluded must be put into the difference field. This will balance the posting. If you do not balance and you try to post the following message will appear. 7. Click OK. 8. Enter the amount into the Difference field. The Check- Off will now be in balance. 9. Click Post, the Check-off will be posted in a normal fashion. Electronic inection VER 3.6 Page 23 of 23