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KI0103 - KI0103 – Changes to 403(b) and 457 Plans Effective January 1, 2009

Last modified: Dec 16, 2008

Number: KI0103 Status: info only

Please distribute the following as needed. Action is required.

KI0103 – Changes to 403(b) and 457 Plans Effective January 1, 2009

SUBJECT: Non approved 403(b) and 457 Vendors Effective January 1, 2009

PURPOSE: To provide instructions for terminating Employee General Deductions, Updating the General Deduction Table to stop employee’s access via Self Service, and on how to inactivate/delete deduction codes from the Company General Deduction Table for non approved 403(b) and 457 vendor plans Effective January 1, 2009.

FUNCTIONAL IMPACT: Institutions must take the following steps to prohibit transaction processing for non approved 403(b) and 457 Vendors Effective January 1, 2009. Note: steps should be followed in order.

1. Terminate Employee General Deductions on the non approved 403(b) and 457 vendor plans:

a. Navigation: North American Payroll, Employee Pay Date, Deductions, Create General Deduction
b. Biweekly Employees: Insert a 12/13/08 row and enter 12/13/08 on the Deduction End Date field. Save the page.

Note: This date is the Pay Period Begin Date for the 1st Biweekly payroll for CY2009. Therefore, it will not prohibit deductions from being taken on the 2nd Biweekly payroll for December 2008. Users are advised to perform this step as soon as permissible.

c. Monthly Employees: Insert a 01/01/09 row and enter 01/01/09 on the Deduction End Date field. Save the page.

2. Update General Deduction Table (perform this step ONLY if the non-approved 403(b) and 457 vendor plans were currently set up to allow updates via Self Service):

a. Navigation: Set Up HRMS, Product Related, North American Payroll, Deductions, General Deduction Table
b. Search for deduction codes for the non approved 403(b) and 457 vendor plans
c. Insert a new Effective Dated row: Accept System Date as the effective date.
d. Uncheck the Allow update via Emp Self Serv checkbox
e. Save the page.
f. Repeat steps c) to e) for the next non approved 403(b) and 457 vendor plans.

Note: This action will immediately remove employee’s access to that deduction selection via Self Service, thus preventing them from changing or enrolling into the non approved 403(b) and 457 vendor plans.

3. Inactivate/Delete non approved 403(b) and 457 vendor plans from the Company General Deductions Table.

a. Navigation: Set Up HRMS, Product Related, North American Payroll, Deductions, Company General Deduction Table
b. Click Search. The Company General Deductions page should display
c. In the Company General Deductions Group group box: insert a new Effective Dated row using 01/01/2009 as the effective date.
d. Click on the View All option in the Deductions Group Box
e. Search for and Delete all non approved 403(b) and 457 Vendor Deduction Codes
f. Save the page.

ADDITIONAL NOTES:

These changes are recommended to be input as soon as possible to avoid potential enrollment changes via Self Service and unwanted payroll deductions. Should an employee want to change deduction amount prior to last payroll for 2008, they would contact their Benefit/Payroll representative for system input.

OIIT RESOURCES and SUPPORT: Contact the OIIT Helpdesk at http://www.usg.edu/customer_services/ (self-service ticket submission) or e-mail HelpDesk@usg.edu. For urgent or production down situations, call the OIIT Helpdesk (706-583-2001; or toll free within Georgia 1-888-875-3697).