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Understanding the Data Collection Process on PlanSponsorLink

PlanSponsorlink provides the client with the ability to submit their year-end data through a secure portal. Once the client has completed this information PensionPro will be updated. When the client logs onto PlanSponsorlink the Year End Data Collection will be available on the My Active Task tab under the Plan Name. The client will click on the Begin Task button to begin the Year End Data Collection Steps.

 

Tier Availability:  Essential, Premium, Business

Add-On Availability: PlanSponsorLink

Security Rights Required: Click here.

 

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Viewing an Annual Administration Data Collection on PlanSponsorLink

In order for a Year-End Data Collection to appear in a contact's My Active Tasks tab the following must occur:

  • The Data Collection enabled must be launched against a plan.

  • The Census Request Task of the Data Collection must be completed.

    • Users can complete the Census Request Task of an Annual Administration by sending a Census Request Blast Email. For more information on using Blast Emails for Annual Administration Data Collection, click here.

  • The contact must be listed as a plan contact on the Plan Details > People > Contacts tab with a Plan Contact Role.

  • The contact must have the applicable Website Rights to view and edit information for the Data Collection process.

    • For more information on Website Rights, click here.

 

Annual Administration Data Collection Steps

When the year-end Data Collection is launched on PensionPro the following steps are pre-populated, as long as the information is set up correctly in PensionPro. These steps are General, Company, Principals, Family, Business, Contact, and Employees.

 

General (Step 1)

The General step allows the client to review and edit the Company Contact Information such as Addresses and Numbers. Changes to these Addresses and Numbers will be immediately updated in PensionPro for the Client record.

 

Company (Step 2)

The Employer Company Data step allows the client to edit the EIN, Fiscal Year End, Entity Type, NAIC Code, Payroll Provider, and Payroll Frequency. EIN, Fiscal Year End, Entity Type, and Payroll Frequency are required fields. If these fields are not completed then the client will not be able to save this step.

 

Principals (Step 3)

The Principals step allows the client to add, edit, or delete owners and/or officers of their firm. If the client is a non-profit organization then an entry using Company Name, No Title, and 100% ownership should be entered. The total ownership percentage must total 100% or greater or the plan sponsor will not be able to save this step. A calculated total will appear a the bottom of the Ownership column.

 

Family (Step 4)

The Family step allows the client to add, edit, or delete information for the family relationships of all principals that are employed at their firm. However, if the client does not enter any information in the grid this step can be saved.

 

Business (Step 5)

The Businesses step allows the client to add, edit, or delete information for the other businesses owned. If the client does not enter any information in the grid this step can be saved. Clients can click the Add button under owners to add any Other Company Owners information such as owner name and ownership percentages. 

 

Contact (Step 6)

The Contacts step allows the client to review the Name, Contact Information, Roles, and Rights of any contact that is linked to the plan in PensionPro. Here the client can add any issues (i.e. contact's address changed) by clicking on the add button.

 

Plan (Step 7)

The Plan step is the step in which the client completes the Annual Employer Questionnaire. Any answer that is marked as required will need to be completed before the client will be able to save the questionnaire. The questions contained in the questionnaire are created in the annual data collection template in PensionPro. 

 

5500 (Step 8)

The 5500 step is the step in which the client completes the 5500 Questionnaire. Any answer that is marked as required will need to be completed before the client will be able to save the questionnaire. The questions contained in the questionnaire are created in the annual data collection template in PensionPro. 

 

Employees (Step 9)

The Employees step is the step in which the client imports or edits the Employee Census information. The Collection Fields contained in the Employee Census template are set up in PensionPro in Maintenance > Preferences > PensionPro > Collection Fields and are customizable to each plan type. If any change is made to these fields it will immediately change the fields in PlanSponsorlink.

 

Enabling Mapping Preferences

To make sure that the Census Import Column Mapping is enabled

  1. Click on Maintenance > Preferences > PensionPro.
  2. In the dropdown, choose PlanSponsorLink.
  3. Click on the Edit button.
  4. Set Census Import Column Mapping to Yes.
  5. Click Save.

****Please note that this switch will immediately enable the Column Mapping feature for every all users of PlanSponsorLink.

Mapping/Formula Check

  • If the column headings in the excel spreadsheet are different then what is in PensionPro, then the user will see a screen which will Map Columns for Employee Import.
  • The client will choose a heading in the From Sheet column and a heading in the From System column and then click an arrow to move them to the Sheet > System column.
  • Once all of the columns have been selected the user will click on Import. 
  • Also, if the import sheet contains formulas, the spreadsheet will not import but instead an error message will return with the cells that need to be updated to import successfully.

 

Employee Census Data Checking Rules

During the process of entering data using the Add or Edit screens and during the import of your data from an Excel spreadsheet, the following list of rules is used to verify that the data you are providing is as accurate as possible.

 When entering or editing employee data manually, the following rules apply:

  • Any field marked as required must be populated with data for you to save the record.
  • If the value for hours is zero a warning is generated.
  • If the termination date is before the start of the plan year a warning is generated
  • If the termination date is after the end of the plan year  warning is generated
  • Hire date cannot be earlier than the date of birth
  • Termination date cannot be earlier than the date of hire
  • If compensation is zero the termination date field is checked

 When importing data from a spreadsheet, the following rules apply:

  • First Name, Last Name, and Social Security Number are required to import the spreadsheet
  • Rows missing the three items above will be skipped during import
  • If the type of data in a cell doesn't match the type of data for that column the import will not continue

The Employee Census Errors and Warnings message area will appear if any of the following are true after importing data:

  • If the value for hours is zero a warning is generated
  • Hire date cannot be earlier than the date of birth
  • Termination date cannot be earlier than the date of hire
  • If the termination date is before the start of the plan year
  • If the termination date is after the end of the plan year
  • If compensation is zero the termination date field is checked
  • If all employees have pretax or Roth deferrals

Employee Census Warnings and Errors:

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Census Data Population

If census data was entered for the previous plan year, that data will roll forward to the current plan year when the Data Collection is launched. Compensation, Deferral entries, and Employees with a Date of Separation entered are not rolled forward to the current year.

 

Export a Template

The client can export the Employee Census template by clicking on the Export button. Once the information in the template has been completed the template can be imported using the import button.

 

Import a Completed Template

When importing the data the Employee Census Import Mapping tool will give the Plan Sponsor the ability to map the columns from the census import sheet to PlanSponsorLink. This will assist the client in the importing of the census data. Note: If a contact is using their own Census Import excel file, the tab containing census information must be titled "Employees."

 

Formulas

If the import sheet contains formulas, the spreadsheet will not import but instead, an error message will return with the cells that need to be updated to import successfully.

 

Delete Census Information

If the client clicks on the red delete button next to Field Descriptions, a Delete All Employees message will appear "Are you sure you want to delete all the employees? This cannot be undone. It is recommended that you export before deleting." The client can then select either "No" or "Yes" to cancel or delete.

 

Skipping the Census 

If the grid is entirely empty and the client clicks on the Save button, an Alternative Census Submission message will appear. This will allow the client to Skip This Step. If the client clicks on Skip This Step, the Employees step will be completed without any information.

 

Approval (Step 10)

The Approval & Census Submission step is where the client can add any Documents or Notes before submitting the information. Once all the Documents and Notes have been added then the client should click on the Sign and Submit button. If all the required information is not complete the client will receive a message indicating that they need to complete all the information. If all of the information is complete then the client will need to fill in the Sign and Submit Collection pop-up box with their Name, Title, Phone, and Email Address. Name and Email Address are required fields. 

When a client clicks the Submit button on the Approval step, a popup appears stating "Thank you for completing all the steps in the Annual Administration process. A confirmation email has been sent to [submitter's email address here]." The body of the sent email can be customized by updating the Data Collection Submission Email under the PlanSponsorLink Preferences. Users can find more information on updating this preference in Creating/Maintaining PensionPro Preferences. The email is sent from admin@plansponsorlink.com.

If the person does not receive the Data Collection Submission Email, they should check their Deleted and Spam folders first for the file. The person may need to have their IT team whitelist emails from admin@plansponsorlink.com to ensure they receive this email.

Changes Made to Data Collection on PlanSponsorLink

As plan sponsors make updates to Data Collection on PlanSponsorLink, users will see a notification on the Data Collection tab of the Annual Administration Data Collection Project (Essential, Premium, and Business users only) or Plan Cycle in PensionPro. PensionPro users will see a yellow triangle icon next to the Data Collection tab. The related data grid will show red text that the information was "Changed On Web."

The Following fields display if changes were made by the plan sponsor on PlanSponsorLink:

  • General

  • Company

  • Principals

  • Family

  • Business

  • Contacts

Changes made to the Employer Questionnaire, 5500 Questionnaire, and Employee Census do not create a "Changed On Web" indicator.

 

FAQ's

  • The plan sponsor has noted that census information is incorrect on the Employees task on PlanSponsorLink, how can we update this information? The contact that is completing the Employees task on PlanSponsorLink can click the Edit button to the right of the grid for the participant record to be updated. An Employee popup window will appear, where they can make changes to applicable fields and click Save when done. Alternatively, PensionPro users can open the Data Collection in PensionPro and click on the Data Collection > Employees subtab of the Data Collection tab. On the Employees grid, the user can click on a participant record and click the Edit button to update collection field(s) for a participant.

  • When my client attempts to import their Employee Census on PlanSponsorLink, they get an error message stating that "Header(s) '' found more than one in worksheet: 'Employees'. What are they doing wrong? When a plan sponsor submits data and gets this error message, they have column headers with the same formula or trailing space in more than one column even though the column appears blank. To fix, highlight the blank column headers in the excel file and delete the blank columns. The plan sponsor can save the file and attempt to import again.
  • If a plan sponsor imports a new census template over data that is currently showing, will that create duplicate information? When a plan sponsor imports a new census template on the Employees task of PlanSponsorLink, the import will overwrite any previously entered census data, leaving only the census information that was in the imported template. If a PensionPro user imports a new census data on the Data Collection > Employees tab in PensionPro, that import will also overwrite any previously entered census data.

  • I am trying to update census information on the Data Collection > Employees tab of a Data Collection in PensionPro, but the Edit button is greyed out. Why is the button greyed out? If the Edit button is greyed out, the Lock Annual Data Collection preference is set to "Yes." Users can change this preference to "No" and click Refresh security to unlock the Employee Census Data Collection and enable the Edit button. This preference is global, so the user can make their changes and reset the preference back to "Yes" after completing their changes. Users can find directions on how to edit the Lock Year End Data preference in the Data Security Section of our Preferences article by clicking here. 

 

 

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