I.A.M. National Pension Fund Remittance Report Software

Transcription

1 I.A.M. National Pension Fund Remittance Report Software The USER S GUIDE INTRODUCTION The I.A.M. National Pension Fund Remittance Report Software version 2.0 (IAMNPF RR Software) is a program created to assist Contributing Employers in submitting their Employee Pension Contributions to the I.A.M. National Pension Fund. It is provided to you free of charge. SYSTEM REQUIREMENTS Following are the minimum requirements for running the IAMNPF RR Software: A Pentium II PC (or higher). 128 MB RAM. 1 G of hard disk space (or more depends on the size of the data). A Printer or Network Printer. Windows 98 (Preferred 2000 and XP) Operating System. (We haven t tested with Windows Vista yet). INSTALLING IAMNPF RR SOFTWARE 1. Insert Install CD. 2. From Start Menu, choose Run. Type F:\setup.exe (F: is the most common Drive Letter for CD device. Find out what is your CD drive and use it accordingly) then click on OK button. 3. Follow the instructions on the screen. We recommend that you keep the default directory as it is for future upgrades or troubleshooting. Note: If you have trouble installing, please contact our I.T. Help Desk at (202) or IThelpdesk@iamnpf.org. ABOUT THIS USER S GUIDE We recommend you read this User s Guide before using the IAMNPF RR Software (Do pay attention to the Notes and Hints). If you must skip reading it now, please read the Menu and Control bar section first to prevent damaging the provided data 1.

2 GETTING STARTED To start IAMNPF RR Software After IAMNPF RR Software is installed on your computer, you can run the program by: Click on the Start button, and then move the cursor to Programs. When the Programs menu pop up, move the cursor to IAMNPF Remittance Report and click on Remittance Report Software 2.0. The welcome screen should appear on your computer desktop. If you want to cancel the program immediately, click on the Exit button or the Close Window button. Software overview The IAMNPF RR Software consists of five main screens as follow: 1. Header Information. 2. Employee Census / Units. 3. Contribution Units. 4. Remittance Report Generator. 5. Contribution Units Adjustment. These items are listed on the menu bar as Header, Census, Units, Report and Adjustment. You can activate the screens by clicking directly on the menu items. We will discuss how to use these screens in detail later in this User s Guide (Using IAMNPF RR Software). HEADER For each Remittance Report period, you must create the header record first 1 before you can enter the Employee contribution units. The Software automatically keeps the information on this screen up to date as much as possible. However, you may need to recalculate the contributions from time to time manually if you detect any discrepancy. CENSUS We include a complete Employee Census database, which has been extracted from our current system, with the installation package. Any changes to the Employee census data or new hires will be reported to us via the Remittance Report. The Employee Census / Units screen consists of two sections: the Census Information and the Units Information. The Units Information section provides you a shortcut to the individual contribution units while you are updating the census information or adding a new hire. UNITS This screen provides a full list of all current Contributing Employees for each Remittance Report period 1. You should use this screen to record the Employee s weekly contribution units regularly. Each time you save your new entries the Software will recalculate the results and ask your permission for updating the header record. We recommend you choose Yes so that the Header data will be updated.

3 REPORT Use this screen when you are ready to finalize the Remittance Report process or just print a report for reviewing. This screen creates a final package, which consists of a file to be copy into a CD and a transmittal form. Mail the package to us and do remember to include a check (if appropriate). The final report is for your record. Please keep in mind that we may request the final report later if we detect any problems. ADJUSTMENT When you discover the missing units or forget to report a new hire after the Remittance Report package was sent to us, use this screen to create a supplemental. Please note that this screen is used to report the additional units only. You can not report the deducted units using this Software, the written report must be sent to us. Note: * The data shown on all the screenshots are fictional. 1 The IAMNPF RR Software only keeps 6 months of data starting from the latest Period Ending Date and back. The auto data purge generates each time the Remittance Report file is generated.

4 USING IAMNPF RR SOFTWARE Menu and Control Bar The IAMNPF RR Software consists of two main controls: The Menu bar and Control bar. Using the Menu Bar The Software menu is located at the top of the main screen and will be visible at all time. A single click on the menu item will activate the selected screen. The Edit and Help items will give you a drop down menu. The Edit menu functions just like other Windows application, it gives you the ability to cut, copy and paste... the data. Edit menu Importance of the Exit button As you see, there is no Exit item on the menu. To exit the Software, you can click the Exit button is located at the bottom right of the main screen or click on the Close Window button. Although you can terminate the Software any time by clicking on the Close Window button, we recommend using the Exit button instead so that all the open files during the working session will be closed normally. This will prevent the databases from corruption. Please note that although you can jump from one screen to another by clicking on the menu items, doing so will cancel any update that you have made. Using the Exit button will trigger the Input Checking mechanism that will detect the changes and let you know it s time to save your entries. By the way, it is ok to use the menu bar to go from screen to screen if it s just for your viewing. Close Window button Menu Bar Exit button

5 The Control Bar Each screen throughout the Software has a control bar at the bottom. The control bar consists of nine buttons: Top, Previous, Next, Bottom, Edit, New, Save, Delete and Exit. The functionality of these buttons is very much alike for all screens. However, certain buttons will be disabled (grayed out) on some screen. Moreover, don t be alarmed when you click on a button and see the other disable. The Software does it intentionally to prevent you from doing unnecessary steps. Scrollable Disable button Scrollable The four buttons (navigation buttons) that help you go through the records are: Top Button retrieves the very first record or the first group of records. Previous Button retrieves the previous record or a previous group of records. You can scroll through the records by holding down the mouse button. Next Button retrieves the next record or the next group of records. It s also scrollable. Bottom Button retrieves the last record or the last group of records. Hint: If you want to retrieve the most current Remittance Report period, just click on the Bottom button. The next four buttons switch the screen in and out of update mode. Edit Button switches the screen to update mode. You must click on this button before updating the data. New Button clears all the input fields and switches the screen to update mode 2. Use this button when you want to add a new record. Save Button saves your entries. The Software may prompt you for further actions. Delete Button deletes the current record. Please be cautious because there is no Undo when the record is deleted (The Undo from the edit menu will not help). You will notice that this button changes to Cancel when you click on Edit or New button. The last of the Control Bar is the Exit Button. Make it a custom to use this button to exit the screens, its may save your work if you forget to save it. Note: 2 Preset data will not be cleared. Setup a Remittance Report Follow the steps below to create the Remittance Report. 1. Create the Remittance Report Header record. 2. Update the Employee census information. 3. Enter the Contribution Units for each Employee. 4. Print the report. 5. Generate the Remittance Report CD and Transmittal Sheet. 6. Mail both CD and Transmittal Sheet to us.

6 Header Information Screen To start the Header Information screen, click on Header from the menu bar. Remittance Report Period Ending Date Workweek Ending Dates should match your payroll periods Click here to set the default units Click here to recalculate the Contribution To create a new Header record 1. When the Header Information screen appears, click the New Button on the control bar. The data on screen should be cleared, except for the preset data that is not updateable. 2. Enter the Period Ending date. This date should be the last day of the month. For example, enter 08/31/1998 for August period. 3. Fill in the Workweek ending dates field (your payroll period end dates 1 ). 4. Enter the Default Units for each week or click on Set Default Units button Click on the Save button. Answer Yes to the question. You can answer No or click on the Cancel button if you re not sure. Hint: to save some typing, use the Set Default Units button and then change the units to the appropriate values. Note: 1 If your payroll period is biweekly, enter biweekly ending dates and biweekly default units. 2 The default units are: 40 Hours a week and 5 days a week. Update the Header record 1. The Header records are sorted by the Period Ending date. You can use the Navigation Buttons to move to the desired period. 2. Click on the Edit button. 3. Click on the Set Default Units button if you choose to reset them, or you may want to click the Recalculate Contribution button after several updates to the Employee census or contribution units. 4. Click on the Save button and then answer Yes to the question. Deleting a Header record will delete other records Deleting a Header record will remove all Unit records associated with it. To delete, navigate to the desired Header record and then click on the Delete button. Answer Yes to the warning message (be very sure before committing)

7 Employee Census/Units screen To activate this screen, just click on Census from the menu bar. The Employee Census / Units screen consists of two sections that appear like a file folder. You can toggle between them by clicking on the Folder Tabs. Census Information tab Units Information tab Retrieve a record by typing the SSN in this field The Employee Census data is sorted by SSN. You can retrieve a record by using the Navigation buttons or typing directly to the SSN field. About the Period Ending date When you enter a new hire; the Software wants to know the first Remittance Report that person should appear on. It s very importance to select the correct date because the Software needs it for calculation. Furthermore, the Software creates a series of Contribution Unit records starting from the given date up to the most current Remittance Report period (*). From the Units Information section, use the Period Ending Date VCR buttons to choose the beginning contribution period. Units Information section Period Ending Date VCR buttons

8 Entering a New Hire to the Software 1. Click on the New button. The data on the Census Information section should be cleared. 2. Fill in all blanks except for the Termination data. Please enter the correct SSN number because you can not alter it after you save the record (you must delete the entire record and re-enter it if you discover the wrong SSN later). 3. Switch to the Units Information section to select the Period Ending Date and enter the Contribution Units or if you wish, you can delay until later Click on the Save button and answer Yes to the confirmation. The Software then asks you to update the Header record. If you did not enter the Period Ending Date, the Software will prompt you with the Effective Date dialog box. Please select the date now. Click here for a drop down list of all available dates and then move to the appropriate one. Click the OK button when done. Note: 1 See Contribution Units screen. (*) If the Remittance Reports were sent to us, do not send them again. To report the additional units you must use the Contribution Units Adjustment screen (we discuss about how to set up the Adjustment Report later in this User s Guide). To update the Census information or terminate an Employee 1. Retrieve the desire record. 2. Click on Edit button. You can now enter the updated data. If the update is to terminate an Employee, see the picture below. 3. Click on the Save button and answer Yes to the question. Click here to display a drop down list of the Termination Reasons and then click on the desire reason. The Effective Date should automatically default to the system date. You should modify it to the appropriate date. Delete the Census record Deleting an Employee Census record also deletes the associated Contribution Unit records. To delete, select the record and then click on Delete button. Answer Yes if you are sure. Can I Update the Contribution Units here

9 Yes, you can update the Employee Contribution Units using the Units Information section. However, using the Contribution Units screen (detail in the next section) will save you times. Contribution Units screen Click on Units from the menu bar to activate the Contribution Units screen. Use the navigation buttons to select a Period Ending Date. You can scroll through the Periods by holding down the Next or Previous button (notice that the Period Ending Date scrolls). The list will not show as scrolling; however, when you release the mouse button the list will be redisplayed. Click here for SSN order The Period Ending Date is scrollable Click here for Name order Another helpful feature is that you can set the sorting order of the records to your liking by clicking on the column title bar (only SSN and Name can be clicked). You must use the mouse to click. The tab and arrow keys will not work. You can not create a new list nor delete it. The creation and deletion must be done via the Header Information screen. Update the Contribution Units here The Contribution Units Screen is more practical to use if you have to update a long list of Employees. To update the Contribution Units, follow the steps below: 1. Select the desired Period Ending Date by using the navigation buttons. 2. Click on Edit button. The Units cells will be enabled for typing. 3. You can change the sorting order if necessary. 4. Alter the Units values to match your Payroll. 5. Click on the Save button and answer Yes to the confirmation. 6. Take the appropriate action when the Software asks your permission to update the Remittance Report Header. Hint: It will save you keystrokes if you set the default units for all Employees.

10 Remittance Report Generator This is it; this screen should be the last stop for completion. To activate the Remittance Report Generator screen, click on Report from the menu. Click here to print the Remittance Report Click here to generate the file and Transmittal Form There is no data entry here. You are ready to finalize your Remittance Report. By the way, don t forget to select the right Remittance Report Header (scroll through the Report Period using the navigation buttons). As we mentioned earlier, you may print the report any time for reviewing. Your last stop Note: Most PC is equipped with a Recordable CD. You will need a blank CD as a transport media to send the report file to us. is another method if you preferred. 1. After you complete printing the report and thoroughly review it, click on the Generate button. 2. The Software will prompt you the location of the Remittance Report File after it is completely generated. The printer then print out a Transmittal Form. 3. Complete the Transmittal Form and don t forget to attach the check with it. 4. Include both the form and the CD in a package, and then mail it to: I.A.M. National Pension Fund Attn: Accounting Department 1300 Connecticut Avenue, N. W. Suite 300 Washington DC If you want to the file instead, please call our Accounting Department to obtain the Address of the person in charge. To safeguard your data, you can Zip the file with a protected password. Send the password in a separate or call us for the password.

11 THE OTHER TASKS Contribution Units Adjustment The Adjustment Report The Adjustment Report will be done occasionally when you need to report additional units and/or new hire that you may not have reported in earlier Remittance Reports. We only accept additional Contribution Units via the IAMNPF RR Software. The Software will not accept negative Units. If you need to deduct units, please send us written report that includes all the Deducted Units. The Contribution Units Adjustment screen To activate this screen, click on Adjustment from the menu bar. Since the adjustment process is not being done regularly, we combine both the Adjustment Header and the Adjustment Units into the same screen. Like the Employee Census screen, you can switch between two sections by clicking on the Folder Tabs. The Adjustment Header is just a link to the Remittance Report Header record. It exists as long as the Remittance Report header remains. The link helps the Adjustment Header section inherit some of the Remittance Report Header data. You don t have to enter anything except for the Preparer Name (if you wish to change it). The rest will default to zeros and will be calculated automatically if the Software detects any adjustment units entries. Adjustment Header tab Adjustment Units tab Click here to print the Adjustment Report Click here to generate the Adjustment File To edit the Preparer Name, just click on the Edit button and then enter your change. The Prepare Date should default to the Software date. Click on the Save button when done. Wait! Don t click the Print button or the Generate button yet. Let s discuss how to setup the Adjustment Report first.

12 How to setup the Adjustment Report Before we begin, do remember that this screen is designed to accept Additional Units only (no negative signs please). To start setting up the Adjustment Report, find the Remittance Report period that you want to adjust. Use the navigation buttons to retrieve the right Adjustment Header. Switch to the Adjustment Units Section by clicking on the Folder Tab. Click here for SSN order Click here for Name order Do not enter negative numbers in these cells This section function like the Contribution Units screen (see the Contribution Units screen). The differences are the Delete button is functional, and the Adjustment Unit default to zero when there isn t any adjustment done. To enter the Adjustment Units 1. Click on the Edit button to enable the Units cells. 2. Change the sorting order to your preference. 3. Enter the Adjustment Units values. 4. Click on the Save button and answer Yes to the question. Delete the Adjustment Units To delete the Adjustment Units, click on the Delete button and then answer Yes to the confirmation. As we mentioned earlier, you can t remove the Adjustment Header and its Adjustment Units as long as the Remittance Report Header still exists. So, what does the Delete button really do? It just resets the adjustments. When the Delete button is clicked, you will notice that the records remain except for the units cells are reset to zeros. You must delete the Remittance Report Header record to physically remove the Adjustments.

13 Split Month processing When your Contribution Rate changes within the month (the Rate Effective Date is other than the first of the month), we consider it as a Split Month. You must split the monthly Remittance Report into two separate reports; therefore, two header records must be created. The comparison The first Remittance Report Header record must carry the value Y in the Split Month indicator. The second header record should carry the default, which is the value N. The first header record should have the Period Ending Date set to the last day the previous Rate is in effect. The second header record should have the last day of the month as usual. Split Month indicator The first header record should contain the workweeks that the previous Rate is effective. The second header record should contain the remainder. The first header will carry the old Rate and the second header record will carry the new Rate. Establish the Split Month Reports Create the first header record. 1. Start up the Header Information screen. 2. Click on New button. 3. Enter the last day that the previous Rate is in effect into the Period Ending Date field. 4. Fill in the workweek ending dates. The last workweek should be the last day the previous Rate is in effect. 5. Click on Set Default Units button and change the Default Units to the appropriate values. 6. Click on the Save button and answer Yes to the confirmation. Create the second header record. 1. Click on New button. 2. Enter the Period Ending Date using the last day of the month.

14 3. Fill in the remaining workweek ending dates. 4. Enter the New Rate in the Rate field. 5. Click on Set Default Units button and change the Default Units to the appropriate values. 6. Click on the Save button and answer Yes to the confirmation. Create the reports. After you have created the two headers, you can now follow the regular process to establish the Remittance Report for each header. GETTING HELP If you have any problems setting up the Remittance Report, please contact the IT Help Desk at If you have any comments or suggestions please write to: I.A.M. National Pension Fund 1300 Connecticut Avenue, N. W. Suite 300 Washington DC Attn: Information Systems Department Alternatively, send us an to: