international painters and allied trades industry pension fundsep 06, 2016 · 3.4.1 accounts tab...

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International Painters and Allied Trades Industry Pension Fund Employer Self Service User Guide Revision Date: September 6, 2016

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Table of Contents 1 Overview .......................................................................................................................................... 1

1.1 Login – User and Password Video - 'Login Page’ .................................................................... 1 1.2 Login – Forgot Your User Id or Password? ............................................................................. 2 1.3 Site Policy - Terms and Conditions ......................................................................................... 2

2 Home Page - Video - 'Exploring the Home Page’ ............................................................................. 4 3 Employer Management ................................................................................................................... 5

3.1 View Employer Information - Video - 'Employer Information’ .............................................. 5 3.2 View Billing Location Information - Video - 'Billing Location Information’ ............................ 8 3.3 Process/View Employer Reports & Billing History - Video - 'Process/View Employer &

Viewing Billing History’ ........................................................................................................ 10 3.3.1 Process/Edit Your Work Report - Video - 'Editing a Work Report’............................. 11 3.3.2 Process a No Employee’s covered report - Video - 'Processing a None Report’ ........ 13

3.4 Process Your Online EFT Payments ...................................................................................... 14 3.4.1 Accounts Tab – Adding a Bank Account - Video - 'How to Add a Bank Account’ ....... 16 3.4.2 EFT Pay Now Tab – Making a payment - Video - 'Processing Payments and Viewing

Billing History’ ............................................................................................................. 21 3.4.3 EFT History Tab – Viewing Your Payment History - Video - 'Processing Payments and

Viewing Billing History’ ............................................................................................... 24 3.5 Employer Forms - Video - 'Employer Forms’ ........................................................................ 25

3.5.1 Tabs Overview ............................................................................................................ 26 3.5.2 Employer Information/Work Location Update Form - Video - 'Employer

Information/Work Location Update Form’ ................................................................ 27 3.5.3 Payment Adjustment Credit/Refund Form - Video - 'Process/View Employer Reports

& Billing History’ ......................................................................................................... 29 3.5.4 Support Request Form - Video - 'Support Request Form’ .......................................... 30 3.5.5 Other IUPAT Forms and Applications - Video - 'Other IUPAT Forms and Applications

Link’ ............................................................................................................................ 31 4 News and Alerts ............................................................................................................................. 32 5 Employees ...................................................................................................................................... 34 6 Administration Functions ............................................................................................................... 36

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1 Overview

The Employer Self Service (ESS) System was designed to allow Employers to process their monthly remittance reports, make payments for their reports, and forward inquiries regarding their accounts directly to the Pension Fund. ESS allows active management of accounts which will provide an unparalleled sense of timeliness and accuracy for the processing of contributions by Union Employers. The Employer Self Service Screen is where it all begins. You will find a link to this page from www.iupatpension.org or go directly to the screen by typing the following on your browser window: https://iupatstage.vitechinc.com/v3qaenh/app?service=external/EmployerPages:Home

1.1 Login – User and Password Video - 'Login Page’

Before you may login into ESS, you will need to enter your User ID and Password:

User ID – Provided by IUPAT

Password – Provided by IUPAT

Welcome Page – ‘Login’ screen:

Continue to Next Page

http://www.iupatpension.org/

https://iupatstage.vitechinc.com/v3qaenh/app?service=external/EmployerPages:Home

http://iupat.org/?p=3171

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1.2 Login – Forgot Your User Id or Password?

If you forget either your User ID or Password, select ‘Forgot User’ or ‘Forgot Password’ and follow the self-help instructions to find the appropriate solution or watch the video at www.iupatpension.org.

Welcome Page – Click on the appropriate link:

1.3 Site Policy - Terms and Conditions

At every login session, you will be given the option to ‘Accept’ or ‘Decline’ the Terms and Conditions. The following screen shots have the Terms and Conditions in detail.

Site Policy – ‘Legal Conditions and Terms of Use’ screen:

http://www.iupatpension.org/

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Site Policy – Continued - ‘Legal Conditions and Terms of Use’ screen:


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2 Home Page - Video - 'Exploring the Home Page’

The ESS Home Page has all the services you will need to manage your account, communicate with the IUPAT team members, submit work reports, and make payments. The Home Page is comprised of four main sections. The links found under each section are used to direct you to different areas of ESS. The ‘I want to’ drop down menu at the top of the page can also be used to navigate to other areas of ESS. You are able to return to the ‘Home’ page from any area in ESS by selecting ‘Home’ at the top left of the page or by using the drop down menu and selecting ‘Go to Home Page’.

Home – ‘Welcome’ Page screen:



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3 Employer Management

The ‘Employer Management’ section allows you to view and/or modify information for the Employer, Billing Location(s), and Appointed Contact(s). You are also able to access forms, make payments, and view and process reports.

3.1 View Employer Information - Video - 'Employer Information’

In this section, you are able to view the accuracy of your account information found on the ‘Employer Demographics’ tab and the ‘Contacts’ tab. If you need to change any of your information on file, you may click the ‘Home’ option at the top of each page to submit a request. This will direct you to the ‘Employer Information/Work Location Update Form’ where you may request any necessary changes.



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Employer Information – ‘Employer Demographics’ screen:


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View Employer – ‘Contacts’ screen:

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3.2 View Billing Location Information - Video - 'Billing Location Information’

The ‘View Billing Location Information’ link allows you to manage individual billing locations. Here you are able to view information that is specific to each billing location. To request changes, select ‘Here’ at the top of the page. This will direct you to the ‘Employer Information/Work Location Update Form’ where you may request a new location to be added and/or update your contact information.




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View Billing Location Information – ‘Billing Location’ tab:


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3.3 Process/View Employer Reports & Billing History - Video - 'Process/View Employer & Viewing Billing History’

From the ‘Work Reports’ tab you will process and/or view your Monthly Remittance Reports and verify pension and fringe benefit rates. You may also view your Employment Roster by selecting the ‘Employment’ tab.

Home – ‘Welcome’ Page Screen:




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3.3.1 Process/Edit Your Work Report - Video - 'Editing a Work Report’

To process your monthly remittance report, select the report for the processing month and click ‘View/Edit Work Report. Be sure to select a report in the ‘Pre-bill’ status. When a report is in the ‘Released’ status, you are not able to make any changes.

Process/View Employer Reports & Billing History – ‘Work Reports’ tab:

Selecting the ‘View/Edit Work Report’ button will open the ‘Work Report Editor’. Expand your options by selecting ‘Controls’. To view rates, select ‘View Rates & Fringes’. This will help you determine the correct Job Category and Skill Level for each employee.



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Process/View Employer Reports & Billing History – ‘Work Report Editor’ Screen:

Next, add your employees by selecting ‘Add’, then enter the Social Security number in the box provided. Select a skill level for each employee. When all reportable employees and their hours have been entered, verify that the total number of hours match the hours on your report before saving the report.

Process/View Employer Reports & Billing History – ‘Work Reports’ tab – ‘Work Report Editor’ screen:

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Selecting the ‘Employment’ tab allows you to view your employment roster for each billing location.

Process/View Employer Reports & Billing History – ‘Employment’ tab:

3.3.2 Process a No Employee’s covered report - Video - 'Processing a None Report’

A “No Employee’s Covered” Report is also referred to as a “None” Report. A “None” Report is to be completed when no work has been performed for the reporting month. If a job has ended and there will not be any additional work in this location, you may submit a request for the billing location to be placed in an inactive status using the ‘Employer Information/Work Location Update Form’.

Process/View Employer Reports & Billing History – Work Report Editor – ‘No Employees Covered’:



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3.4 Process Your Online EFT Payments

Here you will add and manage your bank account information, make payments, and view your payment history.


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3.4.1 Accounts Tab – Adding a Bank Account - Video - 'How to Add a Bank Account’

Making payments on-line is a convenient way to save your business time and money. Adding a bank account is the first step in the payment process. You will need your checking account number and routing number. From the ‘Accounts’ tab, use the drop down to select your billing location, then add the account.

Employer Management Page - EFT Payments – ‘Accounts’ tab:

Next, complete the ‘Account Details’ and ‘EFT Details’ sections.

Employer Management Page – ‘EFT Payments’ screen




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In the ‘Account Detail’ section the only editable field is the ‘Stop Date’. The remaining fields will default to the proper selections. The stop date field tells the system that you no longer want your bank account information to be available for use after a specific date. This field may be left blank if you plan to continuously use the bank account information you entered. This field may be edited at any time, so if you choose to leave it blank you will be able to make changes in the future.

Employer Management Page – ‘EFT Payments’ screen:


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In the ‘EFT Details’ section, enter the name of your financial institution and select search.


This will populate a list of available routing numbers. You may choose from the list or enter your routing number in the box provided.


Note: There may be multiple pages available.

After selecting your routing number, enter your bank account number in the box provided. Then select the bank account type using the drop down menu. Finally, verify your entries and select ‘Save’.


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Each time a bank account is added you will confirm the Employer/Receiver Authorization and Agreement for ACH Debit. The following screen shots have the Employer/Receiver Authorization and Agreement for ACH Debit in detail.

Agreement Confirmation – ‘Employer/Receiver Authorization and Agreement for ACH Debit’ Screen:


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Agreement Confirmation - Continued – ‘Employer/Receiver Authorization and Agreement for ACH Debit’ Screen:

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3.4.2 EFT Pay Now Tab – Making a payment - Video - 'Processing Payments and Viewing Billing History’

Once you have processed your monthly Remittance Report, you will need to submit your payment. To process your payment, go to the ‘EFT Pay Now’ tab and enter your payment amount.

Process Your Online EFT Payments – ‘EFT Pay Now’ tab Screen:




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Process Your Online EFT Payments – Continued - ‘EFT Pay Now’ tab Screen:

Complete and submit the payment allocation form.

Allocate Payments – IUPAT Central Collection Payment Allocation Screen:

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3.4.3 EFT History Tab – Viewing Your Payment History - Video - 'Processing Payments and Viewing Billing History’

From the ‘EFT History’ tab you can view all payments made for each billing location. Your payment will initially be in the ‘Queued’ status until the payment is received, then the status will change to ‘Issued’. You may use the drop down menus to search for specific payment types.

Process Your Online EFT Payments – ‘EFT History’ tab Screen:




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3.5 Employer Forms - Video - 'Employer Forms’

Any form that you are able to access as you navigate through ESS may also be found in the ‘Employer Forms’ section. ESS provides various forms for you, the employer, to communicate with the Fund office. Here you will find forms to request updates of demographic information, add an ESS user, use a credit towards a report, request a refund, add a new work location, and request online help.




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3.5.1 Tabs Overview

Some of the forms under these five tabs may be found under more than one tab. To retrieve a form, click the appropriate tab. Then select the link to open the document needed.

Employer Management – ‘Employer Forms’ Screen:


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3.5.2 Employer Information/Work Location Update Form - Video - 'Employer Information/Work Location Update Form’

This form is used to request updates to your company’s demographic information and to notify the Pension Fund when you will be working under a new agreement. After submitting the form, you will receive a confirmation e-mail including a copy of your completed document and the case number for the request.

Employer Forms – ‘Employer Information/Work Location Update Form’ Screen:



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3.5.3 Payment Adjustment Credit/Refund Form - Video - 'Process/View Employer Reports & Billing History’

The ‘Payment Adjustment Credit/Refund Form’ is used when there is an overpayment from a previous report or a payment that was submitted in error. You may request a refund or a credit by using the form below.

Employer Forms – ‘Payment Adjustment Credit/Refund Form’ Screen:




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3.5.4 Support Request Form - Video - 'Support Request Form’

The ‘Support Request Form’ has multiple uses. You may notify the Fund office of a change to an employee’s name or Social Security number, request a new user, update company information, and communicate system performance. There is also an option to submit a ‘General Support’ request.

Employer Forms – ‘Support Request Form’ Screen:



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3.5.5 Other IUPAT Forms and Applications - Video - 'Other IUPAT Forms and Applications Link’

The ‘Other IUPAT Forms and Applications’ link will open the Pension page of the Fund website, https://iupat.org/member-information/pension/. Here you will find pension literature and forms.

Employer Forms – ‘Other IUPAT Forms and Applications’ Screen:




https://iupat.org/member-information/pension/

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4 News and Alerts

The ‘News and Alerts’ section acts as a communication system for the Fund office to update employers with current and important information.



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News and Alerts - View Alerts Screen:


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5 Employees

This section allows the employer to verify that their employees’ personal information is accurate and up to date.


Employees – View Employee Information Screen:

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Employees – View Employee Information Screen:


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6 Administration Functions

From the Administration Functions section, select the ‘View User Information’ link to update your security information.


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Administration Functions – Update Account Settings:

international painters and allied trades industry pension fundsep 06, 2016 · 3.4.1 accounts tab...

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