Carpenters Pension Fund of Illinois

Transcription

1 Carpenters Pension Fund of Illinois Online Remittance Processing Page 1 Instructions

2 Carpenters Pension Fund of Illinois Online Remittance Processing Contents Logging In... 3 Agree to Terms of Use... 4 Changing Your Password... 5 Setting Up Mandatory ACH Payment Information... 6 Main Menu... 8 Creating a New Remittance Report Main Remittance Report Screen Adding a New Employee Calculating the Remittance Report Using Calculate & Save to Complete a Report Later Submitting the Report PDF Copy of Submitted Report Continue Working on an Unfiled Report Viewing Previously Submitted Reports Viewing Statement of Liquidated Damages Paying Liquidated Damages Viewing Paid Liquidated Damages Creating a Miscellaneous Payment Report Logging Out Questions and Comments Page 2

3 Logging In Prior to your first time using the Carpenters Pension Fund of Illinois online remittance processing website, you will receive information from the Fund Office containing your username and temporary password. Once you have this information, you may begin to use the website. To log-in, please type in your username and temporary password into the designated fields and click on the Login button. Please note both the user id and password are both case sensitive. Please note: Your username and password are case sensitive and must be typed in exactly as specified by the Fund Office. Page 3

4 Agree to Terms of Use Every time that you log in, you will be required to read and agree to the listed Terms of Use on the screen. After you have read the terms of use, please click on the box next to I Agree to the Terms of Use and then click on the Continue button. Page 4

5 Changing Your Password The very first time that you log in, you will automatically be directed to the Change Password screen. Fill out the designated fields to change your password. When you have completed the fields, click on the Submit button. Once you have successfully changed your password, you will see a Password changed screen and a link to return to the main menu. Click on the link to be directed to the main menu. The next time that you log in, you may use your new password. Please note: You may change your password at any time by clicking on the Change Password option on the Main Menu. You will then be directed to the Change Password screen above. Page 5

6 Setting Up Mandatory ACH Payment Information All payments must be submitted via ACH. Upon your first time logging in, you will be prompted to input your banking information to enroll in ACH payment processing. This is a one-time process that you will not need to repeat unless your banking information should change. Please note: Your banking information MUST be entered before you can navigate to the Main Menu. Also, your banking information will be stored for all future reports. If your account information changes, please use the Set Banking Information option from the main menu to update your banking information accordingly. To submit your banking information, enter the requested information, and click on the Submit button. Page 6

7 Once you have successfully submitted your banking information, you will see a Change accepted screen and a link to return to the main menu. Click on the link to be directed to the main menu. Page 7

8 Main Menu You will now be directed to the Main Menu screen. You have several options to choose from: О Create new remittance report: Choose this option if you would like to create a new remittance report to send to the Fund Office. О Continue working on unfiled report: Choose this option if you would like to finish a previously unfiled report. О View report history: Choose this option if you would like to view a listing of all previously filed and archived reports, which are viewable as PDF documents. О View Statement of Liquidated Damages: Choose this option if you would like to view your current Statement of Liquidated Damages. Page 8

9 О Pay Liquidated Damages: Choose this option if you would like to submit ACH payment for your liquidated damages assessed. О View Paid Liquidated Damages: Choose this option if you would like to view a listing of all previously paid liquidated damages. Keep in mind that these are only receipts paid via iremit. О Create Miscellaneous Payment Report: Choose this option to remit miscellaneous funds (i.e. payment plan installments, audit liability due, shortages, etc.). О Set banking information: Your ACH information is required upon your initial website activation. Choose this option if you need to change existing banking information. О Change password: Choose this option to change your login password. Page 9

10 Creating a New Remittance Report To create a new remittance report, choose the first option on the Main Menu and click on the Continue button. Page 10

11 You will then be prompted to select the contribution month using the dropdown menu provided. Once the correct month and year have been selected, click on the Continue button. Page 11

12 After you click on the Continue button, you will be directed to the Pick the Contract Type screen. On this screen, you will need to select the appropriate contract for your remittance report. After selecting the contract, click on the Continue button. Beside each contract the report status of (REPORTED) or (NOT REPORTED) will be listed. This report status is to help guide you as to which contracts you have already reported for this contribution month. Please note, the report status of REPORTED will not stop you from submitting another report, as you may remit more than one report per contract for a contribution month. Questions about already reported remittance reports should be directed to the Contributions Department at (800) , ext Page 12

13 Main Remittance Report Screen Once you select a contract and click on the Continue button, you will be taken to the Enter remittance report screen. If you have previously used the website, the remittance report will be pre-populated with participant data (name and SSN) from your prior report. If this is your first time using the website, the system will not pre-populate your participants. To add employees to the remittance report, you will need to navigate to the New employees section and type in the employee s social security number. If they are already in the system, their name will pre-populate and you can click on the Add button to add them to the remittance report. For more information about adding a new employee, please refer to page 15. All future reports will pre-populate employees based on the last submitted remittance report. Please note that the remittance columns will change depending on the contract type selected. In the above example, the contract features regular and overtime (OT) hours. Page 13

14 Another possible contract type would contain regular, overtime (OT), and double-time (DT) hour columns: An additional possible contract type would display total hours, total wages, and dues columns: Regardless of the contract type, manually enter in the number of hours (and wages, if applicable) in the appropriate column. If your contract includes wages, you will notice that 4% of the total wages entered will automatically be updated in the dues column: As you are filling out the designated fields, you will notice that a running total will automatically calculate for each column in the last row of the table. Please note, a remittance report is due each month, regardless of whether there are hours to report. If you do not have hours to report, you should submit a zero-hour report by inputting zero hours and submitting a $0 ACH payment. For more information on submitting a zero-hour report, please refer to page 20. Also, if your remittance report is a final report for a contract, please notify the Fund Office by using the This is my final report check box: Page 14

15 Adding a New Employee If you need to add an employee to the remittance report, you should enter the employee s SSN in the New employees section underneath the main table. If the employee is an existing member of the Fund Office, their name will be populated automatically in the name fields, at which point you can click on the Add button, and they will then be added to the remittance entry table above. You may then enter the necessary information for that employee in the remittance entry table. If the employee is not an existing member of the Fund Office, you will receive the following warning notice: If the SSN entered is correct, you should then click on the CLICK HERE link to add the employee. Page 15

16 After clicking on the CLICK HERE link, an additional tab will automatically open. On this new tab, you will be required to add the new employee s information (as seen below): Please note all the fields on this screen are mandatory. When you have entered the necessary information, use the Submit Changes button to submit the new employee s information to the Fund Office. You will then be directed to a Your changes have been submitted confirmation screen. You should then use the Click here to close this window link to close the additional tab: Page 16

17 You will then be directed back to the remittance entry screen. You will notice that the newly added employee s name will be automatically updated in the New employees table: To add this new employee to the remittance entry table, click on the Add button. The employee will then be added to the remittance report, at which point you may enter their work information. Once you have completed entering the employee information into the main remittance report, click on the Calculate and Save button. Page 17

18 Calculating the Remittance Report After clicking on the Calculate and Save button, the website will automatically generate the remittance totals in a totals box. The Contribution Rate column will display the hourly or percent rate (dues only) by fund for reference. The Remittance column will automatically calculate the remitted amount for each fund, and display a grand total in the last row of the table based on the remitted hours above. If you notice any errors after reviewing the data, simply go back to the remittance report and correct any entry errors. You can then click on the Calculate and Save button again to re-total the remittance. Once you are satisfied with the calculation, please provide your name and phone number in the appropriate fields. You may also include report comments of your choice in these fields. (Please keep in mind these fields may also be a useful way to notify the Fund Office of employee census changes, etc.) Page 18

19 Using Calculate & Save to Complete a Report Later At any point in the process above, if you have started entering a remittance report and are unable to finish it during your website session, you may click on the Calculate and Save button, and it will save your report to be completed later. You can then either return to the main menu by clicking on the Main Menu link at the top of the page, or you can log out by clicking on the Click here to log out link at the top of the page. You may select the option on the Main Menu to Continue working on unfiled report at any time, to finish your remittance report. Please see page 23 for more information about working on an unfiled report. Page 19

20 Submitting the Report When you are satisfied with the remittance report and calculation, use the Submit Report button to send the report to the Fund Office. You will then receive a Are you sure you want to submit the report and payment? prompt. To submit, click on the Ok button. If you wish to cancel your remittance report submission, click on the Cancel button: When your report has been submitted to the Fund Office, you will be directed to the Report Accepted confirmation screen (please refer to the page 21 for reference). Submitting a Zero Hours Report If you are submitting a zero-hours report, you will receive a Are you sure you want to submit a no work report? prompt. To submit, click on the Ok button. If you wish to cancel your remittance report submission, click on the Cancel button. Page 20

21 When your report has been submitted to the Fund Office (whether it is a $0 remittance report or a normal remittance report) you will be directed to the Report Accepted screen: This confirmation page will display your voucher number for the remittance report, located below your address. You may click on the link to view/print the report in PDF format. Page 21

22 PDF Copy of Submitted Report After clicking on the Click here to view receipt in PDF format for printing link, you may notice a pop up asking you whether you would like to Open, Save or Save as the PDF. (Please note this prompt depends on the browser you are using.) If you are prompted with this question, you should click on the Open option. Otherwise, if you are not prompted, the PDF will automatically open. You will now be able to view the PDF file. The PDF will have fund contribution totals broken out, as well as a listing of the participants and any comments that may have been included in the remittance report. You can print a copy of this PDF report by clicking on the File button located on the upper left side of the screen. You will then see a list of options, which will include the Print option. Page 22

23 Continue Working on an Unfiled Report If you decided to calculate and save a previous report and you now need to go back and complete the report, you may do so from the Main Menu. Select the option Continue working on unfiled report and click on the Continue button. Page 23

24 On the next screen, you will see a list of reports that have been saved but have not yet been submitted. On this page, you have the option of either deleting an unfiled report or completing and submitting an unfiled report. If you select a saved report and click on the Delete button, you will be directed to a screen confirming that your report has been deleted. If you select a saved report and click on the Continue button, you will be directed to the main remittance screen to continue your report. Page 24

25 Viewing Previously Submitted Reports From the Main Menu, you can view the report history of your previously submitted reports. Select View report history and click on the Continue button. Page 25

26 On the next screen, you will see a list of all the reports that you have filed. The information included will show: Date Filed, Contribution Month, Report Type, Receipt Number, Amount, and Void information. Click on any row to view the PDF of the report that you would like to see. Clicking on any row will open a new window containing the PDF of that report. Please Note: If the Next link appears underneath the table of reports, this signifies that there are additional reports that you can view by clicking on the link. Page 26

27 You can also use an advanced search by clicking on the click here to use advanced search link. This will direct you to a screen where you can input specific dates for your search. When you click on the From and To field, you will notice a calendar box appear where you can select the appropriate dates. You can use the single arrows on the top left and top right of the calendar box to scroll through the months. Click on the Submit button once you have selected the appropriate dates for your search. You will then be directed to a Reports Found page. You may now click on a row to select the desired report. At any time, you may also use the click here to return to the main menu link at the bottom of the screen. Click on the link to be directed to the main menu. Page 27

28 Viewing Statement of Liquidated Damages From the Main Menu, you can view your current Statement of Liquidated Damages. To do this, select View Statement of Liquidated Damages and click on the Continue button. Page 28

29 On the View Statement of Liquidated Damages screen, you will see a list of all open liquidated damages, if applicable. The information included will show: Receipt number, Receipt type, Contribution month, Receipt date, and Balance due: If needed, please use the Receipt type key on the bottom of the screen as a reference for the receipt types: LD = Liquidated Damages, IC = Accrued Interest. If you have any questions about the open liquidated damage receipts displayed, please contact the Fund Office. If you wish to pay one or more of these receipts, use the Main Menu link to return to the main menu. You can then select the Pay Liquidated Damages menu option. Please refer to page 30 for more information on paying liquidated damages. Page 29

30 Paying Liquidated Damages From the Main Menu, you can pay liquidated damages. To do this, select Pay Liquidated Damages and click on the Continue button. Page 30

31 On the Pay Liquidated Damages screen, you can see a list of all open liquidated damages. The receipts will be displayed in the same format as the View Statement of Liquidated Damages screen, with two additional columns. The two additional columns displayed are the Click to Pay and Amount Paid columns: Use the Click to Pay column to select the receipt (or receipts) you wish to pay. Please note that you can select more than one receipt to pay at a time. Page 31

32 After you select a receipt (or receipts) to pay in the Click to Pay column, you will notice that the total amount paid for each receipt will automatically populate in the Amount Paid column. A running total of the Amount Paid" column will also automatically calculate in the last row of the table: Once you have selected the receipt (or receipts) you wish to pay and you are ready to submit the payment listed in the Total of all Receipts row, use the Submit Payment button to submit the payment to the Fund Office. You will then receive a Are you sure you want to submit the payment? prompt. To submit, click on the Ok button. If you wish to cancel your liquidated damage payment submission, click on the Cancel button: Page 32

33 When the payment for the liquidated damage receipts has successfully been created, you will be directed to the Receipts Paid confirmation screen: This Receipts Paid confirmation screen signifies that the displayed receipts have been paid, and will now be listed in the View Paid Liquidated Damages option within the main menu. If you wish to view the paid receipts, use the Main Menu link to return to the main menu. You may then select the View Paid Liquidated Damages menu option. Please refer to the next section of this documentation for more information on reviewing the paid liquidated damages. Page 33

34 Viewing Paid Liquidated Damages From the Main Menu, you can view paid liquidated damages. Select View Paid Liquidated Damages and click on the Continue button. Page 34

35 On the View Paid Liquidated Damages screen, you will again see a list of all paid liquidated damages. The liquidated damages will then be displayed in the same format as the View Statement of Liquidated Damages screen, with three additional columns. The three additional columns displayed will be the Amount Paid, Voucher Number, and Paid Date columns: The Amount Paid and Voucher Number will list the amount paid and voucher (paid receipt) number for that specific row. The Paid Date column will display as Pending until the ACH wire has been created and sent. Please keep in mind that this occurs nightly at 11:45 pm CST, Monday Friday (excluding bank holidays). At that time, the Paid Date column will update with the receipt paid date, which is generally 2 business days after the payment was submitted. Please note that only liquidated damage and accrued interest receipts paid via the online remittance processing site will be displayed on this screen. Page 35

36 Creating a Miscellaneous Payment Report To create a miscellaneous payment report, choose the Create Miscellaneous Payment Report from the Main Menu and click on the Continue button. Page 36

37 The Create miscellaneous payment screen will allow you to remit miscellaneous funds to the Fund Office. Examples of common miscellaneous payments would be payment plan installments, audit liability due, shortages, etc. To submit miscellaneous funds, simply enter in the amount you wish to submit in the amount field. Please note the comment field is mandatory and should be used to describe how you wish the Fund Office to apply this miscellaneous payment. Page 37

38 Once you have entered in the amount you wish to pay and the miscellaneous receipt comments and you are ready to submit the payment listed, use the Submit Payment button to submit the payment to the Fund Office. You will then receive a Are you sure you want to submit the payment? prompt. To submit, click on the Ok button. If you wish to cancel your miscellaneous payment report submission, click on the Cancel button: Page 38

39 When the miscellaneous report has successfully been created, you will be directed to the Report Accepted screen: This confirmation page will display your voucher number for the miscellaneous report, located below your address. You may click on the link to view/print the report in PDF format. For instructions on opening, saving, or printing the PDF report, please refer to page 22 of this documentation. Page 39

40 Logging Out When you have completed all processing on the website, it is important to remember to log out. You can do this by clicking on the Click here to logout link on the horizontal bar above the Main Menu screen. Page 40

41 Questions and Comments Should you have any questions or comments about processing online remittances using the website, please contact the Fund Office Contributions Department at (800) , ext Page 41