salary changes Mercer using shown here: below. Page

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1 Your Guide to Providing Ongoing Eligibility Files Provide any changes ( i.e., eligible new hires, terminated employees, job class changes, salary changes etc.) to your ongoing eligibility file to Mercer using the Administrator Portal. Any new census file you provide should contain all data elements for only those records where theree is a change. How to access the Administrator Portal: Login to your personalized Adoption Agreement website at Need help logging in? Please contact your Account Coordinator att Mercer by calling the Operator Support Line at (866) Here s how to get started with uploading: 1. Once you are logged l into the Adoption Agreement website, click on the link Access My Employee Enrollment Information. 2. A new windoww will open and you will automatically bee signed-in to the Administrator Portal. 3. To upload your census file, select Application and click the Select Application button as shown here: 4. Once in the Administrator Portal, select Census Upload from the top navigation, as shown below. Page 1 of 5

2 5. On the Census Upload screen, you must enter an address. Take note: If your file contains any errors, the file will not process and you receive an with detailed information on the errors and the affected employee records. You should fix your file based on the received and reload the file as soon as possible. If your file is successful, you will receive an that it has processed. 6. After entering an address, you can upload your file by clicking Browse and selecting your file. 7. If you are loading a password-protected Zip file, enable the PGP encrypted checkbox. You can then enter the password and confirm the password. If you are not loading a password-protected Zip file, there is no need to enter any information in these fields. A screenshot of the Census Upload appears below. 8. Once you have entered all information, select the Run button and your census file will be submitted for processing. Important: File processing time will vary based on the size of the file submitted. Please be sure you have received an indicating your file has processed successfully. Refer to the When your file processes section on the next page for more information. Page 2 of 5

3 To help avoid some common errors, here are some tips for a successful upload: The file must include all 28 fields in the expected order. All required fields must be completed for employees who are experiencing a change. For Example: If you are sending an address change, the file must still reflect the Name, Date of Birth, Gender and all other fields including the new address for the employee. The file must be a.csv file. In Excel, you can choose.csv when you select Save As. When saving in Excel, check for any blank columns or rows by selecting Ctrl + End. If you are sending a termination, the file must include a termination date and a termination reason. The termination reason codes are listed in the Eligibility File Template available on the Online Enrollment page on the Plan s website at When your file processes: An is sent from AutoBeneStatus@autobene.com to indicate if your file has successfully processed or if it has cancelled due to errors. If it is cancelled, no records were processed, even if some records had no errors. These s are very similar. An arrow has been added to the examples below to direct you to the line that indicates success or cancellation. The for a successful file is: The for a file that is canceled due to errors is: Page 3 of 5

4 The will have an attachment that indicates what error(s) were in the file. The errors should be fixed and the file uploaded again as soon as possible. An example of the error attachment is: The employee listed at the end of each line indicates the value that is in field 1 (column A) of your file. For each employee listed, check the value in the field indicated. Invalid Elig Date Field 20 (column T) is blank Zero Salary Field 17 (column Q) is 0. This field should be an annualized salary, so 0 is not accepted. Invalid Salary Field 17 (column q) is blank. This field is required and should be an annualized salary amount. Invalid Zip Code Field 12 (column L) is a value that is not valid with the U.S Postal Service. Expected 28 fields, found 24 fields There are 28 fields expected in the file. If the error indicates a number that is less than 28 or greater than 28, review the file has all the fields in the correct position with no extra fields. DOB>=HireDate The date of birth in Field 7 (column G) is more recent than or equal to the hire date in Field 19 (Column S). Blank Lines Exist The file is detecting blank rows. Copy the cells from A1 to ABxx where xx is the last record and paste to a new file. Save as.csv and upload again. Header Exists There should only be employee records in the file. Copy and paste the cells from A to AB for the employee records and paste to a new file. Save as.csv and upload again. Missing Job Class Field 16 (Column P) is blank. Term, Company Change The record that you are trying to terminate is in the enrollment system under a different Company Number. You will not be able to terminate. Remove the record so any other records in the file will process. Two or more records exist in the An employee record can only be in the file one time. cen file for employee Remove duplicate rows. Invalid Gender Field 15 (Column O) is blank or not M or F. Page 4 of 5

5 EID already in Use The system already has a record with the EID in Field 1 (column A) but the record in the system does not have the same first name and Social Security number as the record in the file. If your file is correct, contact your Account Coordinator for assistance. Page 5 of 5