Why Is This Collection of Information Necessary?

Archdiocese of St. Paul Minneapolis

FREQUENTLY ASKED QUESTIONS

Why is this collection of information necessary?

The 403(b) Plan is being modified to enhance the retirement benefits offered to the staff. In addition to salary deferrals, employees may be able to receive employer contributions under the Plan. Eligibility for participation, employer contributions and benefits under the program are based on the employment and employee information being requested. Accumulating the records from each location is essential to ensuring that Plan benefits are applied accurately.

Why is PenServ collecting this information?

Today, each parish, school and service organization maintains a separate system for tracking employees and processing payrolls. Collecting the information requires a system that will consolidate records and track unique situations, such as employees who are paid by multiple locations. As payrolls are processed, PenServ will capture the data you provide, analyze and consolidate the information and forward the records to our Plan provider.

Why are two files required?

The census file will be used to establish the plan records for existing employees, including demographic data such as dates of birth, dates of employment and location codes. This information will be used by Transamerica to establish accounts for your employees and calculate eligibility for certain events such as the distribution of benefits.

The payroll file is used to update the data provided in the census file. Each time an employee is paid, the information is transmitted to PenServ, and the Plan records are updated with the new data. This ensures your staff will receive the correct contributions and benefits described in our Plan.

How will I submit this data to PenServ?

It’s important to ensure the security of employee information you transmit to PenServ. To protect the data, PenServ has provided a secure email system. On Wednesday, June 4, an email was distributed to each Archdiocese email address. Included with the email was a Guide for using the program to encrypt the material you transmit to PenServ. This system should be used to ensure the confidentiality of your employee’s personal information.

What is the Next Step?

You should follow the steps in the Guide or in the secure email you received. Once an account is created, (following the instructions in the secure email or the Guide you received) the material outlining the file formats can be accessed. For your convenience, copies of the material previously provided material was attached. In addition, an Excel spreadsheet was included, in case you find that an easier method for providing the information. For example, if you have only a few employees at your location, it may be more efficient to complete the spreadsheet to be used each time, rather than generate a file from your payroll system. The instructions included with the email will assist you in determining the best method for submitting the file.

Where do I send the census information?

Census should be sent to PenServ in the format provided as soon as possible. The information should be emailed to PenServ using the secure email process.

How are payroll files provided to PenServ?

There are a number of options for submitting the payroll data. Once your information packet is received, a PenServ representative will contact you to arrange a training session on the upload process. Detailed instructions and a demonstration of the payroll program will be provided. Following the training, you will receive a personal login and password where you can transmit information to your account. Data for your location will be segregated from other locations and other employers will not be allowed to view or access your employee files.

If you need assistance during the transmission, a member of the PenServ team will be available to guide you through the process.

How will contributions be transferred to Transamerica?

Once your payroll file has been processed, a confirmation can be printed from the Plan website. The amount reported on the confirmation will be automatically transferred from your bank account to Transamerica, where contributions will be applied. Employees will then be able to access their accounts through the Transamerica system.

When will the new upload process begin?

All wage payments made on or after July 1 should be entered into the PenServ system. You may post the data once you’ve completed the payroll process or any time thereafter. In any case, the file should be submitted within three business days following the payment to employees.

Who should I contact if I need assistance?

The PenServ Service Team is available from 7:00 am to 4:30 pm CT.

Phone (803) 354-5035

Email: [email protected] .

Please feel free to contact this Group with any questions you may have.