Vendors for MainePERS Employers

Welcome!

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Vendor Informational MeetingAugust 2009

MainePERS New Pension Software

Beginning in early 2010

Replacing legacy business applications

Integrated line-of-business system

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Agenda

Employer Self-Service (ESS) Overview

Payroll Reporting- New requirements

Group Life Insurance- New requirements

Testing & Roll-out Schedule

Questions & Answers3

ESS Overview

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ESS Features

Employer Management

Member Information

Importing Files

Administration Functions

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Employer Self Service- Home Page

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Import/Export Files- Import

Where employer can changer data on a member in a file not yet released

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Import/Export Files- Detail

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EPF Employers- Edits

Errors are severe and fatal conditions

Errors at Import

Errors at Validation

Exceptions are informational but worth looking at

Exceptions at Validation

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Screen Shot- Manual Filers

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Screen Shot- Manual Filers

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Changes for Paper Reporters

September 2009

Plan Participation Status

Rate Schedule Number

Plan Code (Plan Class)

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Changes for Paper Reporters

Plan Participation Status

A=Actively participating

Retired Returned to Work (RRTW)

Y=Employer Paid Employee Contributions.

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Changes for Paper Reporters

Rate Schedule Number (RSN)

If Personnel Status Code (PSC) is 53 RRTW, RSN= 000053

For all other PSC Codes and when Plan Participation Status is “A”, RSN = 000001 for most plans

For all other PSC Codes and when Plan Participation Status is “Y”, RSN is assigned by MainePERS

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Changes for Paper Reporters

Plan Code (Plan Class)

Currently reported as two (2) digit alpha code Changing to five (5) digit alpha-numeric code

Ex. AC = 110AC

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New Paper Format

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Changes for EPF Filers

Import files via ESS Module

Field Value ChangesPlan Class CodesRate Schedule Numbers

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EPF Employers- Submitting Files

Before “go-live”Employers to submit a test file prior to

live data

With “go-live” and on-goingOne original file per reporting periodEmployers correct data directly in the

system

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EPF Employers- File Data Format

Data recorded in ASCII format

Unblocked

Fixed length

256 character records

CR/LF termination for each record for a total length of 258 characters per record

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EPF Employers- File Layout

Three distinct types of records (rows)

One Header

One or more Detail rows

One Summary

Single Employer Files vs. Multiple Employer Files

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EPF Employers- Naming the File

The ASCII file name format will be- EEEEEEMMYYX.

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EEEEE, or EEEEEE Employer code assigned by MainePERS. The employer code assigned by the MainePERS may be either a five or six character code.

MM Employer Reporting Month

YY Employer Reporting Year

X “O” Original or “T” Test

Example: TCPOR0109O. The original file submitted by the Portland School Department in January of 2009

EPF Employers- Edit Messages

Header Record

H1.1- Transmitter Code missing or does not

match

H7.1 – Header Filing Type contains invalid code

H7.3 - Second original submission submitted,

only one is valid

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EPF Employers- Edit Messages

Detail Record

D4.3 – SSN is not a participant

D9.2 – PSC is invalid

D28.4 – Time Unit Code inconsistent with

Expected

Weeks per Year

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EPF Employers- Edit Messages

Summary Record

S13.1 – Total Earnable Compensation format is invalid

S13.2 – Summary Total Earnable Compensation does

not match total detail

S19.1 – Total Life Insurance – active Basic submitted

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Employer Testing & Roll-out

Regionalized Training w/ employers

Mid October – Mid December

Hands on training

Using employer’s own data for testing

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Employer Testing & Roll-out

Employer Test Files

“Sandbox” time directly following training

Test file required prior to go-live

Using a file from a specific month

Reflecting changes needed for ESS

processing

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What can be done now?

Partner with clients and MainePERS

Continue to encourage your clients to go EPF

Assist current Paper Filers with changes to the paper file for September

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What can be done now?

Review current reporting data for inconsistencies

Encourage your clients to take advantage of training and testing opportunities as available

Ask questions and give feedback

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Timeline for Implementation

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Mid-September: Sandbox Testing- ESS “early testers”

October-December: Training for all MainePERS employers-

Begin submitting test files

December: All MainePERS employers have submitted one test file successfully

ESS Goes Live Early 2010

Group Life Insurance

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Requirements for GLI– Starting 2010 with New System

Group Life Insurance premiums removed from payroll reports

Annual level adjustment- New Import File

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GLI– Removed from Payrolls

MainePERS will direct bill employers

Monthly bill

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GLI– Payroll Field Changes

Detail Record- “D”Fields: 15, 17, 19, 20 Now Blank

Summary Record- “S”Fields: 11, 17, 19-22 Now Blank

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Formerly Group Life Insurance fields

Requirements for GLI– Annual Level Adjustment

Annual level adjustment made through electronic file submission

Information uploaded via ESS moduleFormat complies with the W-2 file format

submitted to the IRS.

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Requirements for GLI– Annual Level Adjustment

MainePERS will determine the basic level of coverage by adding the following boxes:Box 1Box 10Box 12 (Except box 12C)Box 14

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Questions

Thank you.

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