Guide to Providing Ongoing RTI Files (for your census files due to Mercer) Provide any changes (i.e., eligible new hires, terminated employees, job class changes, salary changes etc.) to your ongoing census file to Mercer using the Mercer Administrator/Reporting Site. Any new census file you provide should contain all data elements for only those records where there is a change. Before you upload a census file to Mercer: We strongly recommend that you review each file before you upload it to Mercer s online enrollment system. Mercer will process updates based on the census file you upload. If necessary, you may need to manually update any incorrect data fields BEFORE uploading to the online enrollment site. Some items that have been uploaded to Mercer in error include such items as: Termination dates when the employee is still active and eligible If a termination date is uploaded, elected benefits will be cancelled for that employee. If you have multiple accounts in RTI s system and transfer an employee from one account to another or you change someone from hourly to salary, the RTI file may have a termination date. Future termination dates Terminations are processed at time of upload, not based on the termination date. For this reason, do not upload a termination date months in advance for any eligible employees. Missing eligible employee records If the file does not include all the expected employee records, you may need to verify that the employee record in question is correctly setup to reflect his/her eligibility for benefits. Reminder: You (or someone in your organization who manages this process) are responsible for managing the eligibility data for your eligible employees in a timely manner. Any issues found by Mercer at the time they are processing your information will be directed to you for resolution. You will need to work with RTI to correct such issues in their system. Mercer cannot correct issues within RTI s system. How to access the Administrator/Reporting Site: 1. Login to the Adoption Agreement website. 2. Need help logging in? Please contact the Operator Support Line at (866) 881 6646. Help is available Monday to Friday, 8 a.m. to 4:30 p.m. CST. Revised 9/1/2017 Page 1 of 6
Follow these steps to get started with uploading: 1. Once you are logged into the Adoption Agreement website, click on the link Enroll Employees / Run Reports. 2. A new window will open and you will automatically be signed in to the Mercer Administrator/Reporting Site. 3. Select the application that corresponds to the plan year you would like to upload a file for: Helpful Hints To upload a file for the 2018 Plan Year, select Application 94759 as shown above in the textbox. To upload a file for the 2017 Plan Year, select Application 91572 as shown above in the textbox. During Annual Enrollment, files should be uploaded to both applications. 4. Once in the Mercer Administrator/Reporting Site, select Census Upload from the top navigation, as shown below. Page 2 of 6
5. On the Census Upload screen you must enter an email address. Take note: If your file contains any errors, the file will not process and you will receive an email with detailed information on the errors and the affected employee records. You should fix yourr file based on the email received and reload the file as soon as possible. If your file is successful you will receive an email that it has processed. 6. After entering an email address, you can upload yourr file by clicking Browse and selecting your file. Files must be in a.csv format. Do not attempt to upload files that are.xlsx,.pdf, etc. 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 nott loading a password protected Zip file, do not enter any information in these fields. A screenshott 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 processingg time will vary based on the size of the file submitted. Please be sure you have received an email indicating your file has processed successfully. Refer to the When your census file processes section for more information. Page 3 of 6
To help avoid common errors, here are some tips for a successful upload: The file must include all 30 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. When your census file processes: An email 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. Note: These emails are very similar. An arrow has been added to the examples below to direct you to the line that indicates success or cancellation. Here is a sample of the email you will receive only if your file is successfully uploaded (no errors) to Mercer: Page 4 of 6
Here is a sample of the email you will receive only if your census file is cancelled by Mercer due to errors: The email will have an attachment that indicates what error(s) were in the file. The errors must be fixed and the file uploaded again as soon as possible. Reminder: You (or someone in your organization who manages this process) are responsible for managing the eligibility data for your eligible employees in timely manner. Any issues found by Mercer at the time they are processing your information will be directed to you for resolution. You will need to work with RTI to correct such issues in their system. Mercer cannot correct issues within RTI s system. 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 Zero Salary Invalid Salary Zero Hourly Rate Invalid Hourly Rate Invalid Zip Code Field 20 (column T) is blank Field 17 (column Q) is 0. This field should be an annualized salary, so 0 is not accepted. Field 17 (column Q) is blank or not a number. This field is required and should be an annualized salary amount. Field 28 (column AB) is 0. This field should be an hourly rate, so 0 is not accepted. Field 28 (column AB) is blank, not a number, or is lower than the Federal minimum wage. This field is required and should be the hourly rate of pay. Field 12 (column L) is a value that is not valid with the U.S Postal Service. Page 5 of 6
Expected 30 fields, found 29 fields There are 30 fields expected in the file. If the error indicates a number that is less than 30 or greater than 30, 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 ADxx 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 AD 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. 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 the Operator Support Line for assistance. Invalid Term Date There is a value in Field 23 (Column W) but it is not a date. Dates should be in a MM/DD/YYYY or YYYY/MM/DD format. Invalid EIN Field 29 (Column AC) is blank or is not a 9 digit numeric value. Page 6 of 6