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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 project 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: Plan Contact Web Security Rights

 

Viewing an Annual Administration Data Collection Project on PlanSponsorLink

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

  • The Annual Administration project with Web Collection enabled must be launched against a plan.

  • The Census Request Task of the Annual Administration project 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 Projects, 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 of the Annual Administration Project.

    • For more information on Website Rights, click here.

Annual Administration Data Collection Steps

When the year-end Data Collection project 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 Contact Numbers.

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 ownership percentage must total 100% or greater or the client will not be able to save this step.

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.

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 project 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 project 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.

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.

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. To make sure that the Census Import Column Mapping is enabled click on Maintenance > Preferences > PensionPro and in the drop-down choose PlanSponsorLink  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. Note: If a contact is using their own Census Import excel file, the tab containing census information must be titled "Employees."

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.

If the client clicks on the red minus 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. No Yes"

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. 

 

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 Web Collection project 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

  • 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 Annual Administration project in PensionPro and click on the Data Collection > Employees subtab of the project. 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.

  • 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 of the Annual Administration Project 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 an Annual Administration project 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 Creating/Maintaining PensionPro Preferences under the Data Security section.

 

 

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