Online Payroll Remittance Manual for Employers

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1 Online Payroll Remittance Manual for Employers Before you start using the online payroll website Fraud Filter and Bank Changes Depending on your bank s ACH fraud filtering mechanisms you may need to identify Ameriprise and National Benefit Services, LLC (NBS) as trusted banking partners. Company Name for transactions: Company ID for transactions: AMERIPRISE/NBS D If you ever change your bank account, submit an ACH Change Form to NBS before submitting your contributions. A new test debit will need to be done on your new bank account. This form can be printed from the login page. Important note If you are using Microsoft Internet Explorer it is recommended to use version 9 or a newer version. Internet Explorer 8 or below is not supported. Google Chrome and Firefox are also supported. Using the website Login Screen - Enter your username and password that were ed to you and click Login. Instructions for changing your password were ed to you with the password. It is recommended you make this page a favorite in your browser for easy access. Training Materials This manual as well as the Online Payroll Remittance (OPR) ACH Agreement and the OPR ACH Change Form are available for downloading. The Change Form would be used to change your bank account on file with NBS. You can watch training videos to understand how to use the website. The video entitled Using the Process Payroll Module will give information similar to what is in this manual. This manual will give you the basics to start using the website to process retirement contributions. There are also instructional videos on each webpage in the Process Payroll module if you have questions while using the website. National Benefit Services, LLC (Dec 2015) 1

2 Employer Home Page This is the main page you will see after logging in. (If you have access to multiple plans you will first need to select one of the plans to get to this page.) From this page there are several options including: 1. Process Payroll Click on this to process your payroll contributions online. 2. Largest Anticipated Transaction Amount If you process any amount over this limit then the contributions will not be processed until you notify NBS by to either raise the amount or make an exception. 3. Employee Search Click here for more information on employees, to terminate employees, or to view allocation amounts and account numbers. See video 3 for more information. 4. Payroll Contributions View previous payroll contributions and a breakdown by participants by clicking on the appropriate date. (See below) National Benefit Services, LLC (Dec 2015) 2

3 5. Reports (PRD & Payroll Confirm) Reports are available to show the current allocations for employees, contribution reports, or to view PRDs (Payroll Reduction Details). To view or print past or current PRDs click View Reports. See video 2 for more information about reports. Process Payroll When you click Process Payroll under the Quick Links section it will open the applet for submitting contributions. For each step of the process there are instructions and a video you can watch for help as well as another video (has multiple boxes behind the play button) that shows the whole process payroll process. There are 3 ways to enter your payroll data: 1. Upload a file (pages 7-9) 2. Manually enter contributions (pages 4-6) 3. Copy information from a previous payroll period (page 10) The option of Uncompleted and previous submissions is where you will find any completed or previously started, but not completed payroll contribution submissions. National Benefit Services, LLC (Dec 2015) 3

4 Manually enter contributions If you want to submit your payroll data using this option, select it and click Next to go to Step 1 to select a payroll period. Once the payroll period is selected or highlighted click Next to go to Step 2. If you do not see the correct payroll periods please contact NBS to fix it. Step 2 Edit Data In this step you will enter employee information and contribution amounts. The image below explains some of the essential buttons on this page: Payroll Totals After entering amounts and then clicking the save button, you can click this button to see a total of what has been entered. Delete This will delete the employee from this payroll period only. If you later choose to select to copy a previous payroll period in which an employee was deleted then that employee will not show up. Add Employees Buttons Use the Add All button if you want to add all employees in the system for your company at once. The Add Existing button allows you to search for and add each employee individually. If you have a new employee you can click Add New. Please contact your Ameriprise advisor to ensure the new employee has a valid Ameriprise account setup and ready to accept funds. National Benefit Services, LLC (Dec 2015) 4

5 Instructions for entering amounts for employees a) Click the Add All button to show all employees. b) Enter the amounts for each employee in the correct column for the source or type of money you are sending by clicking on the cell by the employee s name. If you are missing a source, please call or us, so we can add it for you. You may have employees listed that you will not be submitting funds for on this pay period. If so, you can leave the amount blank or enter 0. You can also remove the employee by clicking anywhere on the employee s row and then clicking Delete. If you delete employee(s), the next time you process contributions you can choose the option to copy information from a previous payroll period and the deleted employee(s) will not appear. 1. If you have a SIMPLE IRA plan please combine the SIMPLE IRA employee and employer match portions together. 2. If you have a 403(b) plan please enter the employee and employer contributed funds into the separate source columns. If you need a 403(b) Employer source column added please call or us. c) You can click Save then Payroll Totals to see your total. d) Click Next once everything is in good order and the amounts will be validated. Step 3 Totals / Funding On this page you will confirm totals and select your method of funding. The funding method shown is based on the agreement you sent to NBS (most likely ACH Pull). Make sure the totals are correct and click Previous if you need to go back and make any changes. After clicking Submit for Final Processing at the bottom of the screen you will not be able to make any additional changes. National Benefit Services, LLC (Dec 2015) 5

6 Step 4 Confirm/Import This is your confirmation that the payroll contributions have been submitted. You can now click on Exit Data Validation Center or Log Out if you are finished, or click Start Over if you have contributions to submit for another payroll period. If you are paying by check you MUST print the confirmation page and mail it with the check. If you are sending an ACH or Wire to Ameriprise instructions on how to send the funds will be displayed here. You have the option to print the page for your records by clicking Print This Page. You will not be sent an confirmation. National Benefit Services, LLC (Dec 2015) 6

7 Upload a file This option is helpful if you have many employees and manually entering amounts would be inefficient. Step 1 Select pay period If you select to upload a file or manually enter employee information you will need to select a pay period. Choose your payroll period and click Next. If you do not see the correct payroll periods please contact NBS to fix it. You must organize your data according to a specific format (Click on View Data Format for details). The sequence # would be a column on your spreadsheet (example: Seq. 1 is Social Security Number (SSN), so on your spreadsheet column 1 would be the SSN). Save the upload file as an Excel file and then in step 2 click Select File to find it on your computer. If you have a header and/or trailer (an extra row on the top or bottom of the employee data in the spreadsheet), check Skip first record (Header Record) or Skip last record (Trailer Record) boxes that apply. Check the Preview File box to verify that the data is in the right format. Click Next and the file will upload and be validated and you will be taken to step 4. You would only go to Step 3 if there was a problem or error to fix. Sequence #4 or column 4 in your file will be the type of money or source you remit such as 403(b) employee, 403(b) National Benefit Services, LLC (Dec 2015) 7

8 employer, SIMPLE IRA, SEP, or Post Tax and Other. If you remit contributions under multiple source types, such as 403(b) employee and 403(b) employer then each source will have a separate column. When you click View Data Format on Step 2, you will see the specific layout you will need to use. Step 4 Totals / Funding On this page you will confirm totals and select your method of funding. The funding method shown is based on the agreement you sent to NBS (most likely ACH Pull). Make sure the totals are correct and click Previous if you need to go back and make any changes. After clicking Submit for Final Processing at the bottom of the screen you will not be able to make any additional changes. Step 5 - Confirm/Import This is your confirmation that the payroll contributions have been submitted. You can now click on Exit Data Validation Center or Log Out if you are finished, or click Start Over if you have contributions to submit for another payroll period. If you are paying by check you MUST print the confirmation page and mail it with the check. If you are sending an ACH or Wire to Ameriprise instructions on how to send the funds will be displayed here. You have the option to print the page for your records by clicking Print This Page. You will not be sent an confirmation. National Benefit Services, LLC (Dec 2015) 8

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10 Copy information from a previous payroll period If you choose to copy information from a previous payroll period, the first step will require you to select a pay period to use for your current contributions and also select which previous pay period you want to copy. To select the pay period you want to copy, use the drop-down menu at the bottom of the page. There is also another drop-down menu for the pay schedule that needs to be selected. After selecting from both drop-down menus, click Next. You will be given the option to copy payroll information from a previous pay period if you have already submitted contributions on the website previously. If your payroll schedule is ever changed by NBS at your request you will not have this option until after you have processed at least one pay period. A current payroll period and both drop down options have to be selected before clicking Next. Questions or problems? Please contact NBS if you need to make any changes after submitting your contributions. If an error was made, contact NBS immediately to delete the transaction and re-open the payroll period again, so you can re-process your payroll contributions. If you have any problems or questions during any part of the process please call or us. Phone: PayrollSupport@nbsbenefits.com Hours of operation are 7am to 5pm Mountain Time, Monday through Friday. National Benefit Services, LLC (Dec 2015) 10