John Hancock Simple Pay User Guide Welcome Welcome to the John Hancock Simple Pay User Guide. This guide will help walk you through each step of using the John Hancock Simple Pay site from logging in to submitting and confirming rosters. Welcome... 1 Introduction... 3 Logging in... 3 Logging in... 4 Password Requirements... 4 Introduction... 5 Forgotten Password... 5 Introduction... 7 Navigating Page... 9 Landing Page... 9 Accessing Rosters... 10 Section 1 Roster Selection... 10 HELP... 10 LOGOFF... 10 PROFILE... 10 PLAN DETAILS... 10... 10 Section 2 Roster Lists... 11 Sorting Fields... 12 Creating a Roster... 13 Confirmation Page... 14 Modeling a Roster... 15 Introduction... 16 Add Shareholders to Rosters... 16 Note... 17 Add Shareholder to Roster Verification... 17 Delete Roster Verification... 18 Note:... 18 Delete Roster Confirmation... 19 Note:... 19 Operator Profile... 20 Operator Profile Verification... 21 Operator Profile Confirmation... 22 John Hancock Simple Pay Updated 6/1/17 1
Plan Details... 23 Plan Selection... 25 Note:... 25 Reject Roster Verification and Confirmation... 26 Roster Details Terms and Functionality... 27 Roster Detail Page... 27 Roster Selection... 31 Note... 31 Shareholder Contributions... 33 Submit Roster Verification... 34 Submit Roster Confirmation... 35 John Hancock Simple Pay User Guide John Hancock Simple Pay Updated 6/1/17 2
Introduction This user guide will help assist you to log into the web site as well as process, delete and update rosters in the John Hancock Simple Pay system Logging in Use this link to access John Hancock Simple Pay or go to jhinvestments.com and follow the link found on the page John Hancock Simple Pay Updated 6/1/17 3
Logging in Once there enter the Operator ID and Password that has been emailed to you by John Hancock Note: Upon initial log in you will be prompted to change your password Password Requirements The following will cover the mandatory password requirements for logging into John Hancock Simple Pay Passwords must be 7-8 characters Passwords must contain at least one number Passwords must contain at least one letter Note: If you experience any issues when updating your password please call 1-800- 231-0376 John Hancock Simple Pay Updated 6/1/17 4
Reset Password Introduction This section will walk you through resetting your password within the John Hancock Simple Pay site Forgotten Password If you have forgotten your password but have not disabled yourself you can reset it using the Reset Password button Once selected you will be asked to provide your Operator ID (User ID) and Email Address Once you enter the required information hit enter John Hancock Simple Pay Updated 6/1/17 5
Forgotten Password, (continued) You will be directed to the Reset Password screen. On this screen you must first answer your reset password questions before you can create a new password. If you do not remember your Reset Password Answers please call 1-800-231-0376 Note: Your new password must meet the requirements listed above: Seven to eight characters in length One alphabetical character One number It is not recommended that you use any of your previous 6 passwords John Hancock Simple Pay Updated 6/1/17 6
Reset Security Questions Introduction This section will walk you through resetting your security questions within the John Hancock Simple Pay site Step Action 1 In order to update your security questions on John Hancock Simple Pay you must first be logged into your account 2 From the Plan Details screen select the Profile link 3 On the Operator Profile screen simply select new questions from the drop down lists provided and fill in the answers Note: You can also update your email address in this screen as well 4 Once you have chosen and answered your security questions you will be asked to confirm your selections John Hancock Simple Pay Updated 6/1/17 7
Reset Security Questions, Continued Introduction, (continued) Step Action 5 Once confirmed the changes will be in effect Note: Clicking on continue will bring you back to the Plan Details page John Hancock Simple Pay Updated 6/1/17 8
Navigating Page We will start with a walkthrough of the landing page by breaking each section down one by one Landing Page Upon initial log in you will land on your plans general information page. In order to view and create rosters click on the Access Rosters button at the bottom of the page Note: If the User Id is not logged into every 30 days it will be discontinued and access will have to be requested again by sending in new access request paperwork John Hancock Simple Pay Updated 6/1/17 9
Accessing Rosters This section will walk the user through how to access and work through roster screens and fields Section 1 Roster Selection Areas highlighted in blue are clickable links that will lead to different options HELP LOGOFF PROFILE PLAN DETAILS The HELP link will bring you to a table of different terms and definitions Will log you out of the John Hancock Simple Pay Web Site Will bring you to your Operator Profile. If you wish to leave this page without making changes simply hit the cancel button Will bring you to a screen showing over all details of the plan i.e. name of plan, plan id, contact information, banking details, and participant information The calendar icon will allow you to search rosters by date John Hancock Simple Pay Updated 6/1/17 10
Section 2 Roster Lists The middle of the page will show the current list of rosters that are in progress (shown as Work-In-Progress) and that have been processed (shown as Processed) To get the details of the roster simply click on the Access Roster link to the right of the page Note: You will be limited to 5 Work-In-Progress rosters at one time John Hancock Simple Pay Updated 6/1/17 11
Section 2 Roster Lists, (continued) Once you select the roster to review you will be able to edit the details up until you submit the roster for processing To return to the list of rosters click on the Return to Roster Selection button Sorting Fields You can sort rosters by Status Confirm Number- Trade Date Total Amount or Participant Count but clicking on the blue link above the list. You will see the list auto sort and an up or down arrow appear next to the link/ John Hancock Simple Pay Updated 6/1/17 12
Creating a Roster Use the following steps to create a new roster within John Hancock Simple Pay Step Action 1 Click on the New Roster button located on the upper right side of the screen 2 Choose whether the contribution will be a current or prior year Note: You can select prior or current contribution years for different employees within the same rosters 3 Enter contribution amount next to participants name, making sure to break it down by employer and employee amounts 4 If you wish to remove a participant from a roster simply check the box next to the participants name and click on the Remove Participant button Note: This will only remove the participant from this roster and not from the entire plan 5 Once you have completed the roster click on the Submit Roster button for processing John Hancock Simple Pay Updated 6/1/17 13
Creating a Roster, (continued) Once submitted you will be brought to the roster confirmation screen, to confirm the roster select the Confirm button located at the bottom of the screen Note: The trades will not be processed until the roster is confirmed once confirmed the Plan Administrator will not be able to make any changes to the roster. If any changes need to be made they should call John Hancock at 1-800-231-0376 Confirmation Page Once the roster is confirmed you will be provided with a confirmation number Note: John Hancock suggest that you print this page for your records John Hancock Simple Pay Updated 6/1/17 14
Modeling a Roster If the Plan Administrator wishes to recreate the same roster with no changes they can us the Model Roster button found on the Roster Details page. Note: Make sure to check the With Zero Purchase Amounts box if you would like to zero out the participant dollar amounts John Hancock Simple Pay Updated 6/1/17 15
Appendix Introduction This section will provide the user with all of the different terms and definitions used throughout the John Hancock Simple Pay website Add Shareholders to Rosters Note: The Roster Selection page will dynamically display the ability to search by roster status and status date as well as select from a predetermined date range when the total number of rosters available exceeds the minimum set by the fund company. When the total rosters available do not exceed the minimum, the Roster Search section will not be displayed. If no rosters match the defined search criteria, a message will display indicating no rosters match the defined search criteria. Additionally, if the number of rosters returned equals the maximum number allowed for display, a message will display requesting the operator to refine the search criteria. If no rosters exist for the plan, the Roster Selection page will include only the ability to establish a new roster or import rosters. If the maximum number of Work-In-Progress rosters have been established the New button will not display. In this situation a message will display informing the operator the maximum has been met and to establish a new roster an existing Work-In-Progress roster must be deleted Page Element Plan Name Plan Id Status Search Shareholder by Search Button Available Shareholders List All Check Box Next Button Description The name of the plan The unique identifier assigned to the plan The processing position of the roster Indicates the method (Last Name or SSN) used to search for a shareholder Click Search to search for shareholders that meet the criteria specified. Clearing the search field and clicking the Search button will reset the Available Shareholders list The names and Social Security Numbers (last 4) of available shareholders meeting the specified search criteria Select this check box to add all available shareholders to the roster Click Next to go to the Add Shareholder to Roster Verification page John Hancock Simple Pay Updated 6/1/17 16
Add Shareholders to Rosters, (continued) Page Element Cancel Button Description Click Cancel to end processing and return the Roster Details page Note Add Shareholder to Roster Verification The Add Shareholder to Roster page will dynamically display the Shareholder Search section if the total number of shareholders included in the plan exceeds the minimum to display search option set by the fund company. If no shareholders match the defined search criteria, a message will display indicating no shareholders match the search criteria. Additionally, if the number of shareholders returned equals the maximum number allowed for display, a message will display requesting the operator to refine the search criteria. The Add Shareholder to Roster page will dynamically display only those shareholders included in the plan, but not included in the roster Use the Add Shareholder to Roster Verification page to verify shareholders selected to be added to the roster on the Add Shareholder to Roster page. The Add Shareholder to Roster Verification page contains the following elements Page Elements Plan Name Plan ID Status Shareholder list Confirm Button Cancel Button Description The name of the plan The unique identifier of the plan The processing position of the roster Displays the name and Social Security Number (last 4) of each shareholder to be added to the roster Click Confirm to accept the shareholders to be added to the roster and Shareholder to Roster Confirmation page Click Cancel to cancel processing and return to the Roster Details page John Hancock Simple Pay Updated 6/1/17 17
Delete Roster Verification Use the Delete Roster Verification page to verify details for the roster selected for deletion The Delete Roster Verification page contains the following elements Page Element Plan Name Plan ID Status Status Date Contribution Year Total Amount SSN Count Operator ID Confirm Button Cancel Button Description The name of the plan The unique identifier assigned to the plan The processing position (status) of the roster The date the roster progressed to the current status The tax year in which all fiduciary purchases for the roster are processed The total dollar amount of all purchases included in the roster The total count of all Social Security Numbers (Last 4) in the roster The identification of the individual who established the roster Click Confirm to open the Delete Roster Confirmation page Click Cancel to end processing and return to the Roster Details page Note: The Delete Roster Verification page will dynamically display the Contribution Year column when at least one fiduciary account is included in the roster. Additionally, the page will dynamically display a message indicating shareholder level overrides exist for the Contribution Year designation, accordingly John Hancock Simple Pay Updated 6/1/17 18
Delete Roster Confirmation Use the Delete Roster Confirmation page to view details of the deleted roster The Delete Roster Confirmation page contains the following elements Page Element Plan Name Plan ID Status Status Date Contribution Year Total Amount SSN Count Operator ID Return to Roster Selection Button Description The name of the plan The unique identifier assigned to the plan The processing position (status) of the roster The date the roster progressed to the current status The tax year in which all fiduciary purchases for the roster are processed The total dollar amount of all purchases included in the roster The total count of all Social Security Numbers (Last 4) in the roster The identification of the individual who established the roster Click Return to Roster Selection to open the Roster Selection page Note: The Delete Roster Confirmation page will dynamically display the Contribution Year column when at least one fiduciary account is included in the roster. Additionally, the page will dynamically display a message indicating shareholder level overrides exist for the Contribution Year designation accordingly John Hancock Simple Pay Updated 6/1/17 19
Operator Profile Use the Operator Profile page to setup security questions/answers and email address which will allow you to reset your password The Operator Profile page contains the following elements Page Element Reset Password Question Reset Password Answer E-mail Address Next Button Cancel Button Description The operator s security question The operator s security answer The operator s email address Click Next to continue to the Operator Profile Verification page Click Cancel to close the page without setting the security information and return to the page you came from John Hancock Simple Pay Updated 6/1/17 20
Operator Profile Verification Use the Operator Profile Verification page to verify the security information for this account The Operator Profile Verification page contains the following elements Page Element Reset Password Question Reset Password Answer E-mail Address Confirm Button Cancel Button Description A security question prompting for an answer The operator s security answer The operator s email address Click Confirm to establish the security information entered and go to the Operator Profile Confirmation page Click Cancel to close the page without setting the security information and return to the page you came from John Hancock Simple Pay Updated 6/1/17 21
Operator Profile Confirmation The Operator Profile Confirmation page contains the following elements Page Element Reset Password Question Reset Password Answer Email Address Continue Button Description A security question prompting the answer The operator s security answer The operator s address Click Continue to close the page and return to the page you came from John Hancock Simple Pay Updated 6/1/17 22
Plan Details Use the Plan Details page to view plan detail information, including all shareholders Please note that any updates to plan information must be received in writing and signed by the Plan Administrator. if the plan needs to update bank information, please use the Adding Bank Information form, which can be found by visiting jhinvestments.com > Resources > Forms > Adding Bank Information The Plan Details page contains the following elements Term Plan Information Company Information Bank Information Import Shareholder Search Search button Shareholders list Access Rosters Button Definition Information about the plan including the Plan Name, Plan ID, Plan Administrator Contact, Plan Administrator Phone Number, Plan Administrator E-mail, and Number of Shareholders for the plan Information about the company including the company name, address, and phone number Information about the bank account including the bank name, address, account number, names on the account, routing number and bank account type Click Import to present the Import - Select File and Template page. Clicking the Import button from the Plan Details page will supply the Plan Name and ID Indicates the method (Last Name or SSN) used to search for a shareholder Click Search to search for shareholders that meet the criteria specified. Clearing the search field and clicking the Search button will reset the Shareholders list section The names of shareholders meeting the specified search criteria. Clicking the specific shareholder name link will present the shareholder allocation page Click Back to return to the Plan Selection page when more than one plan is available for selection John Hancock Simple Pay Updated 6/1/17 23
Plan Details Plan Details Note: The Plan Details page will dynamically display the ability to search by shareholder last name or SSN if the number of shareholders included in the plan exceeds the minimum to display search option set by the fund company. If the total number of shareholders included in the plan does not exceed the minimum, the Shareholder Search section will not display. If no shareholders match the defined search criteria, a message will display indicating no shareholders match the search criteria. Additionally, if the number of shareholders returned equals the maximum number allowed for display, a message will display requesting the operator to refine the search criteria. If no shareholders are linked to the plan, the Plan Details page will display a message indicating no shareholders are linked to the plan and no buttons will display. If only one plan is available to the operator, the Plan Details page will display when the operator clicks the Logon button on the Logon page. Additionally, the Back button and the Plan Selection link will no longer display on the Plan Details page if only one plan is available John Hancock Simple Pay Updated 6/1/17 24
Plan Selection Use the Plan Selection page to search and select a plan for processing, or to import across plans The Plan Selection page contains the following elements Term Search Plans by Search Button Plans List Definition Indicates the method (Name of ID) Click Search to search for plans that meet the criteria specified. Clearing the search field and clicking the Search button will reset the Shareholders list section The names and plan IDs of plans that meet the specified criteria. Clicking the specific plan name will present the Plan Details Page Note: The Plan Selection page will dynamically display the ability to search when the total number of plans available to the operator exceeds the minimum to display search option set by the fund company. If the total plans available do not exceed the minimum to display the search option, the Plan Search section will not display The Plan Selection page will display all plans linked to the operator ID alphabetically. If the number of plans returned equals the maximum number allowed for display a message will display requesting the operator to refine the search criteria. If no plans match the defined search criteria, a message will display indicating no plans match the search criteria. If only one plan is available at logon, the Plan selection page will not be presented; instead the Plan Details page will be presented. If no plans are linked to the operator ID the Import button will not display John Hancock Simple Pay Updated 6/1/17 25
Reject Roster Verification and Confirmation This section will cover the terms and definitions found under the Reject Roster section of the site Term Plan Name Plan ID Reject Reason Status Date Contribution Year Total Amount SSN Count Operator ID Confirm Button Cancel Button Definition The name of the plan The unique identifier assigned to the plan The reason the roster was rejected, if provided The date the roster progressed to the current status The tax year in which all Fiduciary purchases for the roster are produced The total dollar amount of all purchases included in the roster The total count of all Social Security numbers included in the roster The identification of the individual who established the roster Click Confirm to open the Reject Roster Confirmation Page Click Cancel to end processing and open the Roster Details page John Hancock Simple Pay Updated 6/1/17 26
Roster Details Terms and Functionality This section will cover the different Roster Status and functions within the site and what they mean Expired Roster Status Processed Rejected Released Work-In-Progress Functionality View details of an expired roster Model a new roster for processing View details of a processed roster Model a new roster for processing View a roster Model a new roster for processing View a roster Model a new roster Reject a roster from processing View and add shareholders included in a roster Make one-time amount changes or override the rosterlevel contribution year for each shareholder Model a new roster Save a roster Delete a roster Submit a roster for processing Roster Detail Page Depending on the roster status, the Roster Details page may contain the following elements Page Element Description Roster Status Plan Name The name of the Plan All Plan ID The unique identifier All assigned to the plan Status The processing position All (status) of the roster Established Date The date (MM/DD/YY) and the time (HH:MM:SS CST) the roster was established All John Hancock Simple Pay Updated 6/1/17 27
Roster Detail Page, (continued) Release Date Page Element Description Roster Status Submitted Date Trade Date Contribution Year The roster s future release date (MM/DD/CCYY) if the roster was submitted with a future date The date (MM/DD/CCYY) and time (HH:MM:SS CST) the roster was submitted The trade date (MM/DD/CCYY) applied to the purchases in the roster The tax year in which all fiduciary purchases for the roster are processed Note: This field appears only if a fiduciary account exists for any shareholder in the roster Processed, Rejected, Released, Work-In- Progress Processed Processed All John Hancock Simple Pay Updated 6/1/17 28
Roster Detail Page, (continued) Name SSN Page Element Description Roster Status Contribution Year (column) Employer Employee Total Model Roster Button Save Roster Button Save Roster Button The name of each shareholder included in the roster The Social Security Number (last 4 of the SSN) of the shareholder included in the roster The tax year in which all fiduciary purchases for the shareholder included in the roster The total amount allocated for the employer contribution money type The total amount allocated for the employee contribution money type The total amount of all money type allocations for a shareholder Click Model Roster to copy and save the new roster from the existing roster and open a new Roster Details page Click Model Roster to copy an save the new roster from the existing roster and open a new Roster Details page Click Save Roster to open the Roster Details page with saved changes All All All All All All All All Work-In-Progress John Hancock Simple Pay Updated 6/1/17 29
Roster Detail Page, (continued) Page Element Description Roster Status Submit Roster Button Delete Roster Button Return to Roster Selection Button Click Submit Roster to open the Submit Roster Verification page Click Delete Roster to open the Delete Roster Verification page Click Back to return to the page from which you accessed the Roster Details page Work-In-Progress Work-In-Progress All John Hancock Simple Pay Updated 6/1/17 30
Roster Selection Use the Roster Selection page to import roster transactions, establish a new roster, or search for existing rosters Page Plan Name Plan ID New Roster Button Import Button (Roster Search) by Status (Roster Search) by Status Date Search Button Status Date Total Amount SSN Count Operator ID Access Roster Link Back Button Element The name of the plan The unique identifier assigned to the plan Click New Roster to build and save a new roster appearing on the Roster Details (Work-In-Progress ) page Click Import to open the Import Select File and Template page Indicates the roster statuses for which to search The status dates to use to search for rosters Click Search to search for rosters that meet the criteria specified. Clearing the search field and clicking the Search button will reset the roster list The date the status was obtained The total dollar amount of all purchase transactions included in the roster The total count of all Social Security (last 4) numbers included in the roster The identification of the individual who established the roster Click the Access Roster link to open the Roster Details page for the Roster Details page for the roster selected Click Back to open the Plan Details page Note The Roster Selection page will dynamically display the ability to search by roster status and status date as well as select from a predetermined date range when the total number of rosters available exceeds the minimum set by the fund company. When the total rosters available do not exceed the minimum, the Roster Search section will not be displayed John Hancock Simple Pay Updated 6/1/17 31
Note, (continued) If no rosters match the defined search criteria, a message will display indicating no rosters match the defined search criteria. Additionally, if the number of rosters returned equals the maximum number allowed for display, a message will display requesting the operator to refine the search criteria If no rosters exist for the plan, the Roster Selection page will include only the ability to establish a new roster or import rosters If the maximum number of Work-In-Progress rosters have been established the New button will not display. In this situation a message will display informing the operator the maximum has been met and to establish a new roster an existing Work-In-Progress roster must be deleted John Hancock Simple Pay Updated 6/1/17 32
Shareholder Contributions The Shareholder Contributions page contains the following elements Page Element Description Plan Name Then name of the plan Plan ID The unique identifier assigned to the plan SSN The Shareholder s Social Security Number (last 4) Fund/Account Number The Shareholder s existing fund and account number linked to the plan Prior YTD Prior Year to Date Current YTD Current Year to Date Employee Employee Employer Employer Total The total percentage or dollar amount allocated for the fund or account John Hancock Simple Pay Updated 6/1/17 33
Submit Roster Verification Use the Submit Roster Verification page to view details for a roster being submitted The Submit Roster Verification page contains the following elements Page Plan Name Plan ID Status column Status Date Release Date Contribution Year Total Amount SBack BuSN Count Confirm Button Back Button Cancel Button Element The name of the plan The unique identifier of the plan The processing position (status) of the roster The date the roster moved to its current status The expected release date for future dated roster The tax year in which all fiduciary purchases for the roster will be processed The total dollar amount of all purchases included in the roster The total count of all Social Security numbers (last 4) included in the roster Click Confirm to open the Submit Roster Confirmation page Click Back to return to the Roster Details page Click Cancel to end processing and open the Roster Details page John Hancock Simple Pay Updated 6/1/17 34
Submit Roster Confirmation Use the Submit Roster Confirmation page to view details about a submitted roster Page Element Plan Name Plan ID Status Status Date Release Date Contribution Year Total Amount SSN Count Operator ID Return to Roster Selection Button Description The name of the plan He unique identifier assigned to the plan The processing (status) of the roster The date the roster moved to its current status The expected release date for a future dated roster The tax year in which all fiduciary purchases for the roster will be processed The total dollar amount of all purchases included in the roster The total count of all Social Security numbers (last 4) included in the roster The identification of the individual who established the roster Click Return to Roster Selection to open the Roster Selection page John Hancock Simple Pay Updated 6/1/17 35