History Uploads are located under “Tools/Settings” from within the Compliance Menu.
The History Upload options give users the ability to upload service, compensation, contribution and distribution records from the inception of the plan to the current plan year. If you will be uploading the history records in the first year the plan is in the ftwilliam Admin, you will need to continue to use your conversion grid or a supplemental grid to upload the cumulative years of service fields. Please note if the plan has multiple years in the ftwilliam system you may upload the history records in the current year, remembering to include in the history file the data for any prior years in the system.
Service History Upload
Click on the ‘Service’ link to access the ‘Service History Upload Menu’, where you may select a file to upload the service history for all plan years up to the current plan year. There are four types of service history that can be uploaded here:
- A - Hire/Terminate
- E - Eligibility Service
- V - Vesting Service
- B - Benefit (participation) Service
A sample service history file can be downloaded to show the user how the data must be uploaded.
To enter a hire/terminate record:
- Column A – Enter participant’s social security number
- Column B – Enter the date of hire or termination (in mm/dd/yyyy format)
- Column C – Enter ‘A’
- Column D – Enter ‘Hire’ or ‘Terminate’ as applicable
- Columns E and F – Leave Blank
To enter a eligibility/vesting/benefit history record:
- Column A – Enter participant’s social security number
- Column B – Enter the date (in mm/dd/yyyy format) of the applicable plan year end
- Column C – Enter ‘E’, ‘V’, or ‘B’
- Column D – Enter ‘All’ for all sources; ‘ED’ for elective deferral source; ‘MT’ for match source; and ‘NE’ for non-elective source.
- Column E – Enter the hours earned during the applicable year.
- Column F – Enter the years of service earned during the applicable year.
So in the above example, participant 000-00-0128 was hired on 7/1/08. In 2008 she had 1400 hours and one year of service of service for eligibility, vesting and participation. She terminated on 10/30/09; in 2009 she had 1400 hours and one year of service of service for eligibility and participation, and 900 hours for vesting with no service.
Note: The history for multiple years should be uploaded in one history file. All history in year or prior to the year entered will be deleted.
The service history will be updated with current year data when the Do Data Scrub task is done.
There is also a link to an ‘Explanation of Service Upload Codes’ for additional help.
Compensation History Upload
Click on the ‘Compensation’ link to access the ‘Compensation History Upload Menu’, where the user may select a file to upload the compensation history for all plan years up to the current plan year.
To enter a compensation record:
- Column A – Enter participant’s social security number
- Column B – Enter the date (in mm/dd/yyyy format) of the plan year end
- Column C – Enter gross compensation for the participant
Note: The history for multiple years should be uploaded in one history file. All history in year or prior to the year entered will be deleted.
The compensation history will be updated with current year data when the Do Data Scrub task is done.
Contributions History Upload
Click on the ‘Contributions’ link to access the ‘Contributions History Upload Menu’, where the user may select a file to upload the contributions history for all plan years up to the current plan year.
To enter a contribution record:
- Column A – Enter participant’s social security number
- Column B – Enter the date (in mm/dd/yyyy format) of the
- Column C – Enter applicable contribution amount for the participant
- Column D – Enter the applicable SourceID (as shown in the Contributions History Upload Menu)
Note: The history for multiple years should be uploaded in one history file. All history in year or prior to the year entered will be deleted.
The Contribution history will be updated with current year contributions when the contribution transactions are posted and the user “Prints” any report in the Transaction Menu with the Statement Dates of the first and last day of plan year.
Distributions History Upload
Click on the ‘Distribution’ link to access the ‘Distribution History Upload Menu’, where the user may select a file to upload the distribution history for all plan years up to the current plan year.
To enter a distribution record:
- Column A – Enter participant’s social security number
- Column B – Enter the date (in mm/dd/yyyy format) of the
- Column C – Enter applicable contribution amount for the participant
- Column D – Enter the applicable SourceID (as shown in the Contributions History Upload Menu)
Note: The history for multiple years should be uploaded in one history file. All history in year or prior to the year entered will be deleted.
The Distribution history will be updated with current year distributions when the distribution transactions are posted and the user “Prints” any report in the Transaction Menu with the Statement Dates of the first and last day of plan year.
