YOUR COMPANY 401(k) PLAN

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1 YOUR COMPANY 401(k) PLAN

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3 Paychex... Your Essential Partner We are pleased to offer this brochure as an overview to your company-sponsored 401(k) plan. The following pages outline your roles and responsibilities as plan administrator and explain how Paychex will help you with recordkeeping tasks for your plan. For detailed plan information, and convenience in maintaining your plan, register for the Paychex Retirement Services website at You will receive a registration code in your welcome from Paychex, or you can call us at for assistance. We look forward to working as your essential partner and thank you for choosing Paychex. INDEX Part 1 Part 2 Part 3 Part 4 Part 5 Plan Responsibilities Our Responsibilities as Plan Recordkeeper 2 Your Responsibilities as Plan Administrator 3 Online Resources Online Resources for You 4 Online Resources for Plan Participants 5 Enrollment Enrollment Meeting 6 Promoting Plan Participation 7 Compliance Testing Employee Classifications 8 ADP/ACP and Top Heavy Tests 9 Ongoing Communications Yearly Events and Quarterly Updates 10 Participant Statements 11

4 Part 1: Plan Responsibilities Our Responsibilities as Plan Recordkeeper As your plan s recordkeeper, we prepare and maintain detailed records that relate to the operation of the plan. Features of Paychex Recordkeeping: All required plan documents, including the Basic Plan Document, Adoption Agreement, and Summary Plan Description (also available online) Compilation of your plan data Fee Disclosure Statement to help you understand the costs of and services provided for your plan by Paychex. We will update this disclosure on the Retirement Services for Employers website any time plan fees change. Your plan s annual Form 5500 and Forms 8955-SSA, 1099-R, and 945, as required Quarterly nondiscrimination testing Management reports and participant statements Processing of employee contributions Processing of participant distributions for qualifying events such as termination, retirement, or disability Modeling and management of loans on participants retirement account assets Daily valuation of account balances Participant Fee Disclosure Statement Your Paychex Retirement Services Agreement describes the complete recordkeeping and administrative services provided by Paychex. Payroll Integration for Paychex Payroll Clients Each time Paychex processes a payroll for clients who offer a retirement services benefit, 401(k) transactions including employee salary deferrals, employer contributions, loan repayments, hours worked, and wages earned are transmitted electronically. Although you are not required to use Paychex payroll services with your 401(k) plan, Paychex payroll and retirement services integration is a more efficient and accurate method of data transfer. Corrections for any payroll that involves a 401(k) transaction are transmitted automatically. On the payroll check date, Paychex electronically withdraws employee salary deferrals, employer matching contributions, per-pay profit sharing, per-pay non-elective contributions (if applicable), and loan repayments from the authorized bank account. Funds are collected from your company s bank account on each payroll check date, and generally transferred to the investment provider within three business days of the collection date; weekends, holidays, and bank holidays may affect fund transfer timing. It is your responsibility to verify that 401(k) funds are electronically withdrawn on each check date from the authorized bank account. Bank Transaction Information In your payroll package, Paychex will provide you with transaction information for review every pay period, including: detailed cash requirements and transactions for that pay period, the total 401(k) contributions that will be collected, and employee loan repayments. 401(k) contributions are withdrawn from the bank account you have on file with Paychex Retirement Services. Monthly service fees can be paid from your bank account, from participant accounts, and/or from the plan s forfeiture account.* Promptly inform Paychex Retirement Services of any changes to your bank account. *Some restrictions may apply. Administrator Help View or Print Plan Documents Through the Documents & Reports tab. 2

5 Part 1: Plan Responsibilities Your Responsibilities as Plan Administrator The plan administrator is the employer (or other person assigned by the employer) who performs the plan s administrative duties. The plan administrator oversees all plan features and operations and is responsible for: selecting the plan that best meets participants needs, selecting investment options for the plan, providing accurate employee census data to Paychex, maintaining plan records, collecting and processing contributions, preparing government reports, complying with non-discrimination requirements, selecting a plan recordkeeper, retaining all annual reporting requirements and plan test results for a minimum of seven years, distributing a Participant Fee Disclosure to participants on or before the date they can first direct their investments and annually thereafter, electronically filing Form 5500 annually with the U.S. Department of Labor, and filing Form 8955-SSA with the IRS when required, and advising participants of their rights and benefits under the plan. Refer to the Basic Plan Document for a complete description of the role of the plan administrator. The plan administrator must maintain and operate the plan in accordance with the appropriate laws and regulations pertaining to a qualified retirement plan. For assistance in complying with these responsibilities, and guidance on specific provisions of the law and your plan, you should retain legal and tax advisor help. Paychex cannot provide legal or tax advice, or serve as plan administrator; we provide recordkeeping and administrative support. Administrator Help View Your Missing Employee Data and Follow the Prompts to Correct It. Report Accurate Employee Data Paychex makes every effort to provide you and your plan participants with accurate, efficient retirement plan recordkeeping. The accuracy of your plan reports and tests depends on your providing correct information about your employees, including: date of birth date of hire or termination employee classification This information is critical for many reasons, including determining eligibility for new enrollment, performing compliance testing, and calculating contribution allocations. Report New Employees When you hire a new employee, you should notify Paychex of the employee s date of hire, date of birth, and social security number. If you are using Paychex payroll, simply notify your payroll specialist. Once a new employee is active on payroll and the employee s information has been transmitted to Paychex, that employee can access the Paychex website at Report Terminations When an employee terminates employment, notify Paychex of the termination when you report your payroll. Paychex Retirement Services will mail a distribution package to the terminated employee s home address, and the participant can process a distribution by completing information included in the package or by accessing the participant website at Report Your Address Paychex will communicate plan information to you through ; therefore, it is important to add Paychex addresses to your address book so that you can be sure to receive important plan messages. You will be prompted to add your address when registering for the Paychex website. 3

6 Part 2: Online Resources for Plan Administrator Paychex Retirement Services Website online.paychex.com This site is your key resource for plan management. You can: view and update plan and participant information; determine employees who are eligible to enroll; obtain forms and reports for operating your plan; access, review, and print important plan documents, including fee disclosure statements; get answers to your plan questions; and make required or discretionary employer contributions. Fast, Simple Access Creating Your Account You will receive a welcome from Paychex containing a link to the self-registration site and a registration code specific to you. To register, simply access the link: com/smlogin/selfstart.html and follow the prompts to create an account. Your registration code will expire in 30 days; be sure to log in promptly. If you do not receive your welcome or need a new code, contact Paychex Human Resource Services at Logging In Once your account is created, you can log in anytime at Simply enter your user name and password in the appropriate fields and then select a security image. You may also be prompted to answer a security question. Once logged in, select Retirement Services from the Paychex Message Center. Phone assistance is also available through Paychex Human Resource Services at

7 Part 2: Online Resources for Plan Participants Paychex Employee Services Website benefits.paychex.com This site was built with your participants in mind. With ease, they can: enroll in the plan, view account balances, get answers to questions using the Tools and Learning tab, review fund information, review the plan s Participant Fee Disclosure, change funds and allocations, and request a loan. Participant Login Instructions Creating an Account Employees must access When the login screen displays, they should choose Register for a New Account and complete the required fields on the Create My Account screen. Your employees will be prompted to answer two security questions and choose a security image. They must click Submit to save their entry. Logging In After creating an account, participants can log in by entering their user name and password in the appropriate fields and selecting their security image. Participants will then need to select Retirement Services from the left menu. Participants will be prompted to answer their security question each time they log in. Automated phone assistance for employees is available through Paychex Employee Services at

8 Part 3: Enrollment Enrolling Employees in Your Plan An employee is eligible to enter your company-sponsored plan on the first entry date after fulfilling your plan s eligibility requirements as outlined in your plan s Adoption Agreement. Your eligible employees may enroll by: visiting the Paychex Retirement Services website at calling the 24-hour Paychex Employee Services line at , or filling out the Participant Enrollment Form and faxing it to Paychex Retirement Services. Host an Enrollment Meeting One of the best ways to build participation in your plan is to foster open communication about plan benefits with your employees. Hosting an enrollment meeting can provide you with that opportunity. A sample meeting invitation is available for download at 401k_enroll_meet_invite.doc. Be a Teacher, Not an Advisor Plan administrators can provide investment information to their employees to help them understand the investment options offered in their company-sponsored plan. However, to avoid potential liability with regard to investment decisions made by participants, employers should not provide investment advice. Employers can direct employees to their financial advisors. The line between teaching and advising is a fine one. You can discuss the following general topics with participants: the importance of financial planning for retirement the difference between savings accounts and retirement accounts the difference between saving and investing the benefits of investing early for retirement risk and risk tolerance balancing high-risk and conservative investments the effects of long-term investing and saving Roth vs. pretax deductions Enrollment Meeting Steps Your company enrollment meeting is your best opportunity to promote participation in your 401(k) plan. At this meeting, you will provide an overview of the plan to your employees, explain the benefits of retirement savings, and give attendees a forum to ask questions. Follow these steps for a successful meeting: 1. Distribute an employee enrollment booklet and Participant Fee Disclosure to each newly eligible employee. We will provide these documents in enrollment kits mailed to you each month in which you have newly eligible employees. 2. Explain to employees the importance of saving for retirement and the specifics of your companysponsored plan, including deferrals, match (if offered), and any other employer contributions (profit sharing, non-elective). 3. Inform eligible employees of ways they can enroll with Paychex Employee Services: Website at Telephone at Paticipant Enrollment Form on 4. Provide ample time for questions and answers. Participant Assistance Paychex has partnered with GuidedChoice, an investment advisory firm, to provide investment advice to your plan participants through GuidedSavings. Participants can access the service through the Web, or they can have a telephone consultation directly with GuidedSavings. Your participants will be asked a few questions, and based on their responses, will be provided with a personalized retirement planning recommendation built on objective advice. For an additional fee, GuidedSavings will implement their recommendation and actively manage the account on an ongoing basis. 6

9 Part 3: Enrollment Opportunity to Promote Plan Participation Monthly Paychex Retirement Services Employee Eligibility Status Report You will have opportunities to tell participants about your company-sponsored plan even during times of the year you are unable to hold an enrollment meeting. Paychex will notify you each month in which you have newly eligible employees who can participate in your companysponsored retirement plan. We will provide a Paychex Retirement Services Employee Eligibility Status Report and enrollment materials for you to distribute to newly eligible employees. When you receive your package, review the Employee Eligibility Status Report: Determine those employees who are Newly Eligible to enroll and provide each with a 401(k) Planning Invest in Your Future enrollment booklet and Participant Fee Disclosure. We will provide both documents to you each month in which you have newly eligible employees. Remind employees who are listed as Eligible but Not Participating that they can enroll. The Paychex Retirement Services website at is the fastest, most efficient way to enroll. Review any employees who are pending enrollment under the Employees Future Enrollment heading. These employees will not be actively participating in the plan until they have met their enrollment eligibility date. Use the report to see employees who currently participate in your plan. If you have employees listed on the report with missing information, visit online.paychex.com or call Paychex Human Resource Services at to correct or report missing employee data. Explain to employees who are actively enrolled that they can make changes to their 401(k) contributions anytime by accessing For newly eligible employees who enroll, salary deferrals begin on the check date immediately following the next entry date. For all other employees who enroll, salary deferrals begin on the next check date. Employee Eligibility Status Report Administrator Help Print this report anytime using the Documents & Reports tab. Beneficiary Forms A beneficiary is the person or persons to whom a participant s vested 401(k) account balance will be paid in the event of the participant s death. All newly enrolled participants must complete a Beneficiary Designation Form. Beneficiary forms are available at and Retain the forms with your plan records and recommend that your employees also keep a copy. Additional Enrollment Materials If you would like to print additional enrollment materials, visit and select Enrollment under the Administration tab, or send an to Paychex Human Resource Services at 401kcustomerservice@paychex.com to order more documents. Auto Enrollment If you have elected to have your employees automatically enrolled in the plan, you will receive a monthly identifying employees who will be automatically enrolled in the plan and links to important enrollment information. Administrator Help Select Enrollment under the Administration tab for Enrollment Materials and Assistance. 7

10 Part 4: Compliance Testing Compliance Testing Internal Revenue Service regulations require that, to maintain a qualified plan status and the tax advantages associated with that status, the benefits under a retirement plan may not discriminate in favor of your highly compensated employees (HCEs). As the plan administrator, you must ensure that your plan satisfies these requirements. Paychex will provide you with plan compliance test results for your review and correction if needed. Failure to correct a plan that is out of compliance may result in IRS or DOL penalties and/or plan disqualification. To assist you in maintaining the qualified status of your plan, Paychex Retirement Services will provide applicable test results including the following: ADP Test Actual Deferral Percentage Test (quarterly) ACP Test Actual Contribution Percentage Test (quarterly) Top Heavy Test (annually) 410(b) Coverage Test (annually) Understanding Employee Classifications Properly classifying employees is critical to receiving accurate results on your plan s compliance tests. Paychex will provide you with updated Employee Census Reports each quarter. You can also process a census report online at through the Documents & Reports tab, or by clicking Census Report in the Employee Data tab. It is imperative that you review the report to ensure your employees classifications are accurate. Administrator Help View and Update Employee Information. Select the Employee Data tab, click an employee s name, and choose Edit. *Some clients, including those using Preview software, will be prompted to or fax updates. Employee Classifications Definitions The following chart outlines the differences between employee classifications: Highly Compensated Employee (HCE) An employee who satisfies at least one of the following: Greater than 5% stockholder/owner Employee who owns, directly or indirectly, more than 5% of the stock, capital, or profits of the company during the current or prior year Family member Employee who is a spouse, parent, child, or grandparent of a greater than 5% stockholder/owner during the current or prior year Employee earning greater than the compensation limit for the prior year (Limits are reported by the IRS.) The employer may limit the number of employees who are treated as HCEs due to compensation by making the top paid group election. This election limits HCEs due to compensation to only those who were in the top 20% of employees, ranked by compensation in the prior plan year. Key Employee An employee who satisfies at least one of the following definitions for the prior plan year (first plan year in the case of a new plan): Greater than 5% stockholder/owner Employee who owns, directly or indirectly, more than 5% of the stock, capital, or profits of the company Greater than 1% stockholder/owner Employee who owns, directly or indirectly, more than 1% of the stock, capital, or profits of the company and earns more than $150,000 annually Family member Employee who is a spouse, parent, child, or grandparent of a greater than 5% or more than 1% stockholder/owner Officer Employee who has the authority of an administrative executive and earns more than the annual compensation limit. (Limits are reported by the IRS. The number of officers classified as Key is limited to the greater of 10% of all employees or three employees, but not to exceed 50 employees.) 8

11 Part 4: Compliance Testing ADP/ACP Tests These tests compare actual employee elective deferral percentages and actual contribution percentages (employer match) of highly compensated employees (HCEs) with the deferral and contribution percentages of the non-highly compensated employees (NHCEs) to be sure the plan does not overly favor the HCEs. Reminder We provide test results each quarter. Reviewing the tests is your responsibility as plan administrator. Top Heavy Test A plan is considered to be top heavy if the account balances of the key employees exceed 60% of the total plan account balances as of the determination date. The determination date is the last day of the prior plan year (last day of the first plan year in the case of a new plan). When a plan becomes top heavy, each eligible non-key participant employed on the last day of the plan year generally must receive an employer contribution no greater than 3% of his full year wages. Safe Harbor Provision and Compliance Testing Generally, 401(k) plans with a Safe Harbor provision are exempt from ADP/ACP and top heavy testing; however, a Safe Harbor plan may be subject to top heavy compliance testing if any employer contributions are made in addition to the required Safe Harbor contribution during the plan year. 410(b) Coverage Testing Internal Revenue Code (IRC) 410(b) requires a qualified plan to benefit a minimum percentage of NHCEs. The minimum number is determined by comparing the percentage of HCEs benefiting under the plan to the NHCEs who are benefiting, for example those who are eligible to receive a contribution. If your plan uses a last day rule (LDR) or a minimum hours worked requirement for profit-sharing or matching contributions, you will receive annual 410(b) testing results and instructions from Paychex if the 410(b) test fails. Administrator Help View and Correct Your Compliance Test Online with Step-by-Step Guidance. Select Compliance Information under the Administration tab. Automatic Enrollment Plans If you have employees whose first check date with automatically enrolled contributions is in October, November, or December of the plan year, you will receive an estimated ADP/ACP test at year-end. Because participants have 90 days to decline or opt out of the plan, the deferral and match contributions are not included when calculating the estimated test. Final compliance tests will be mailed to you in April of the following plan year to ensure the 90-day opt-out period has elapsed for all employees. 9

12 Part 5: Ongoing Communications Yearly Events Paychex will communicate with you throughout the year, notifying you of critical deadlines, events, and actions that are required to maintain the qualified status of your plan. Enrollment Quarterly Packages Each quarter, Paychex will provide you with the following documents: Retirement Plan Administration Quarter-End or Year-End Instructional Guide Employee Census Report You will receive enrollment materials each month you have newly eligible employees. Quarterly Package You will receive your quarterly compliance package. Review test results and distribute participant statements. Compliance You will receive your year-end compliance results. Review year-to-date results and take corrective action if tests are out of compliance. Deadline to take corrective action for out-ofcompliance ADP/ACP tests Deadline to take corrective action for out-ofcompliance Top Heavy tests Deadline for plans with automatic enrollment to take corrective action for out-of-compliance tests Monthly April, July, October, and January/ February (year-end package) IRS Deadlines* January February March 15 Tax Filing Due Date June 30 ADP/ACP Compliance Test Results Quarterly Plan and Participant Summaries Participant Statements As the plan administrator, you must: Distribute the statements to your plan participants. Review all materials for accuracy and missing information, and report all corrections to Paychex. Report changes to Employee Census Report to Paychex. If your test results are out of compliance, visit for options to correct the tests. Administrator Help View the Tools & Learning tab for an In-Depth Explanation of Yearly Events. You will receive notification that electronic Form 5500 is available on our website. May June IRS deadline for filing Form 5500 (You must file electronically with the U.S. Department of Labor.) July 31 You will receive a sample notice to use to notify participants of your specific type of contribution to the plan if Safe Harbor, etc. August September *Paychex deadlines are typically 2 3 weeks prior to the IRS deadlines. Participant Mailings Forms 1099-R reporting distributions made during the prior plan year will be mailed to participants. January Participants receive notice about reporting excess contributions. February March 10

13 Part 5: Ongoing Communications Participant Statement Snapshot Every quarter, Paychex will provide you with updated statements that you must distribute to your plan participants. The following information will help you answer employee questions about the information detailed on the participant statement Personal Information shows the participant s name, address, and birth and hire dates. Important Account Information gives general plan information. Personal Fund Balance and Investment Information shows current fund selections for existing balances and future contributions. A pie chart graphically shows existing account balances as of the last day of the quarter. Activity Highlights details the account s beginning, ending, and vested balance for the reporting period. Investment Activity includes quarterly funds transfers, as well as share balances and pricing. Loan Activity shows quarterly activity of any loan payments if a participant has borrowed against his or her account. Investment Performance Summary provides the performance data for every fund in the company s retirement plan. Reminder You must distribute a statement to your participants each quarter. Investment Activity BEGINNING DISTRIBUTIONS, LOAN SHARE PRICE NUMBER OF ENDING GAINS/ BALANCE AS FEES & OTHER PAYMENT/ AS OF SHARES AS BALANCE AS FUND NAME OF 10/01/05 CONTRIBUTIONS (LOSSES) WITHDRAWALS TRANSFERS 12/31/05 OF 12/31/05 OF 12/31/05 FUND A 52, , , , , , FUND D 65, , , , , , LOAN FUND 36, ( 2,800.00) , TOTAL DOLLARS 154, , , , Loan Activity 6 BEGINNING BALANCE LOAN ISSUED INTEREST PRINCIPAL PAYMENTS ENDING BALANCE 36, , , Investment Performance Summary QUARTERLY LIFE OF INCEPTION FUND NAME RETURN YEAR TO DATE 1 YEAR 3 YEAR 5 YEAR 10 YEAR FUND DATE FUND A 4.98 % 4.97 % 4.97 % 3.91 % 0.74 % 6.60 % 8.78 % 01/06/1987 FUND B 8.36 % 5.18 % 5.18 % 0.61 % 1.91 % N/A 2.96 % 12/28/1998 FUND C 8.27 % 2.67 % 2.67 % ( 2.08) % ( 7.43) % 9.92 % % 11/22/1983 FUND D 8.66 % % % 6.62 % 5.28 % % % 04/25/1983 FUND E 0.73 % 3.46 % 3.46 % 5.32 % 6.87 % 6.77 % 6.58 % 01/07/1987 FUND F 9.32 % 6.95 % 6.95 % 2.35 % ( 5.75) % 6.79 % % 11/18/1987 FUND G 0.83 % 3.33 % 3.33 % 5.91 % 6.97 % 6.44 % 8.04 % 02/02/1984 FUND H % % % % 9.06 % N/A % 02/20/1996 FUND I % % % 9.08 % ( 3.36) % 6.11 % 6.49 % 04/23/1990 FUND J % % % % 1.63 % N/A % 09/09/1998 FUND K 5.07 % 9.23 % 9.23 % % 9.32 % 9.82 % 9.67 % 10/31/1994 FUND L 0.33 % 0.76% 0.76 % 0.86 % 2.42 % 3.74 % 5.26 % 04/15/1983 The 7-day yield on Fund L is 1.57%. The performance data featured represents past performance. Past performance is no guarantee of future results and current performance may be higher or lower than the performance shown. Investment return and principal value will fluctuate, so that an investor s shares, when redeemed, may be worth more or 1ess than their original cost. Cumulative returns are reported as of the periods shown. Life of funds is from commencement date to the period shown. Average annual total returns are reported as of the most recent calendar quarter for the periods shown and are calculated using a standard formula. Total returns are historical and include change in share price and assume the reinvestment of all dividend and capital gain distributions. The performance data does not reflect the deduction of any sales charge not applicable to eligible 401(k) plans. If sales charges were included, returns would have been lower. An investment in a money market fund is not insured or guaranteed by the Federal Deposit Insurance Corporation or any other governmental agency. Although a money market fund seeks to preserve the value of your investment at $1.00 per share, it is possible to lose money by investing in a money market fund. For the most recent performance figures available, please consult the following: NOT FDIC INSURED - MAY LOSE VALUE - NO BANK GUARANTEE An investment in a fund involves certain risks, particularly with respect to a fund's portfolio holdings. Investors should consider a fund s investment objectives, risks, charges and expenses carefully before investing. For more complete information about any of the mutual funds available through your plan, including fees and expenses, contact Paychex, Inc. for a free prospectus. Read the prospectus carefully before investing. The data shown in this sample statement does not reflect an actual participant s information. Fund names and amounts are for illustrative purposes and do not represent past or future returns of any particular investment. Administrator Help Request Participant Statements Online. Select Reports in the Documents & Reports tab. 11

14 Conclusion: Integrated Services Paychex Integrated Services As an employer, you have shown that you understand the strategic importance of providing valuable benefits to your employees by offering them the opportunity to participate in a 401(k) plan. You can offer yourself and your employees even more. Through a comprehensive package of human resources administrative services integrated with payroll processing, Paychex can help you minimize risk, improve regulatory compliance, and encourage employee retention. The following chart shows the many products and services offered by Paychex. If you need more information, contact Paychex Human Resource Services today at PAYROLL Payroll Administration Taxpay Direct Deposit SUI Service Time-Off Accruals Garnishments New-Hire Reporting Employee Pay Options Online Services Online Payroll Online Reports General Ledger Interface Employee and Employer Benefits Flexible Spending Accounts Premium Only Plans Health Insurance Services Retirement Solutions 401(k) Administration Profit Sharing Safe Harbor HR Administration HR Policy Audit and Assessment Management Manuals/Seminars On-Site HR Representative Handbook Development/Compliance Compliance Solutions Workers Compensation Payment Service COBRA Administration Tax Credit Services Time and Labor Management Management Reports PC Entry Electronic and Biometric Time Clocks Paychex Human Resource Services (employer assistance)

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16 Paychex Online Retirement Services (Employer assistance) Paychex Employee Services (Participant assistance) Paychex Human Resource Services (Employer assistance) Paychex Employee Services (Participant assistance) This guide is not intended to provide legal or accounting advice. The legally binding operation of the plan is controlled by the Adoption Agreement and the Basic Plan Document. #152950/ ER Rev. 2/14