Employer Access Program

(1)

(2)

Employer Access Program

Getting started

The Employer Access program (EAP) is an on-line service designed to help you access and maintain information regarding your retirement and insurance accounts.

Enrolling in the program

To enroll in this service, simply call the Customer Service Center at 1-888-98-GUIDE (1-888-984-8433). We will be happy to send you an Employer Access Packet, which will include the Letter of Agreement, Designation of

Employer Access Program Administrators, and ACH Authorization forms. You can also access the forms via our

website, www.GuideStone.org.

An authorized officer must complete the following forms:

 Letter of Agreement – agrees to the terms of EAP.

 Designation of Employer Access Security Administrator(s) – identifies the Security Administrator.  ACH Authorization – gives GuideStone the information and permission needed to initiate ACH

payments.

Completed forms should be mailed to Retirement Operations, GuideStone Financial Resources, 2401 Cedar Springs Road, Dallas, TX 75201-1498.

Standard PC requirements

Internet access

Dialup connection via AOL or ISP at 33.6 Windows 98

Pentium 100 32 – 64 MB RAM Video color = 256 colors 15-17 inch monitor

Video resolution = 800 x 600

Multimedia capable w/SoundBlaster 16 sound card or equivalent and speakers Modem = 33.6

Adobe Reader for viewing and printing forms

Supported platforms

Windows platforms (95, 98, 98SE, ME, NT, 2000, XP Pro, XP Home) IE 5.x or greater

Netscape 6.x or greater AOL 6.x or greater Firefox 1.x or greater

Mac platforms (OS 9.2, OS 10.4) Safari 1.x or greater

IE 5.x

(5)

Page 5 Web TV/MSN TV

Current Versions Linux

(6)

Security

The security feature is used by Employer Access program Security Administrators to remove or update the profiles of other employee(s) they wish to authorize to use the Employer Access program. If you have questions about the process, forget your password, receive error messages, or need assistance with the program, please contact the Customer Service Center at 1-888-98-GUIDE (1-888-984-8433).

Obtaining access

1. All forms must be signed and returned to GuideStone Financial Resources before you will be able to access the Employer Access program. Once the completed forms are received by GuideStone, you will be notified via e-mail when your access is authorized.

2. You will use the same Personal Identification Number (PIN) for the Employer Access program as you use for your personal online services. If you do not have a current PIN, you will be able to create a PIN upon logging in for the first time.

Logging in

1. Go to www.GuideStone.org.

2. Select the radio button beside ―I am a Plan Sponsor.‖ 3. Enter your Social Security number and PIN.

Note: If this is your first time to log in and you do not have a PIN, do not enter a PIN. Proceed to the Creating a Personal Identification (PIN) section.

4. Select ‗Login‟.

(7)

Page 7

Note: If

you have access to multiple organizations, a list of organizations displays. Select the radio beside the organization you wish to access and select „Submit‟.

6. Once you have reached the welcome page, you will be able to navigate using the links on the menu bar. Forexample, if you select ‗Retirement‟, you will be able to access the links related to your retirement plan.

 The „Logoff‟ button is used to return to the GuideStone Financial Resources home page.

 The „Employer Access Home‟ button is used to return to the Employer Access program welcome page.

 The „Employer List‟ button is used to return to the list of organizations by administrators who have access to multiple organizations. If you have access to only one organization, it will take you back to the Employer Access program welcome page.

Creating a Personal Identification Number (PIN)

1. Go to www.GuideStone.org.

2. Select the radio button beside “I am a Plan Sponsor.”

3. Enter your Social Security number, but leave the PIN field blank. 4. Select the „Login‟ button.

5. Enter the requested information. Select ‗Assign‟.

(8)

Changing a Personal Identification Number (PIN)

Note: When you change your PIN for the Employer Access program, you will also change the PIN you use for your personal online services.

1. Select the ‗Security‟ link from the menu on the Employer Access program welcome page.

2. Select ‗Change PIN‟.

3. Enter the requested information and select ‗Change‟. A message will appear confirming your PIN has been successfully changed.

Note: If you make a mistake, select „Clear‟ or „Cancel‟ to exit.

4. You may select another option from the menu, or select ‗Logoff‟ to exit.

Adding a new user profile

1. Select the „Security‟ link from the menu on the Employer Access program welcome page.

(9)

Page 9

3. Enter the participant's Social Security number. Select „Submit‟. 4. Enter the requested data. Select „Next>>‟ to continue.

3. Note: If you need to make a correction, select „<<Back‟ or „Reset‟ to clear the data. 4. Select the appropriate authorities for the user‘s profile. Select „Save Profile‟.

(10)

Removing user profiles

2. Select ‗Remove Profile‟. Choose the profile you want to remove. Select ‗Next>>‟ to continue. 3. Verify that you have selected the correct profile. Select ‗Remove Profile‟.

4.

You may select another option from the menu or select ‗Logoff‘ to exit.

Updating user profiles

2. Select ‗Update Profile‟.

3. Select the radio button beside the profile you want to update. Select ‗Next>>‟ to continue. 4. Change the authorities. Select ‗Save Profile‟.

5. You may select another option from the menu, or select ‗Logoff‟ to exit.

Viewing all user profiles

2. Select ‗View All Profiles‟ to display a list of all users and granted authorizations for the organization.

(11)

Page 11

Viewing a session summary

This option is used to display a summary of all changes made during the current session.

Select the ‗Session Summary‟ link from the menu on the Employer Access program welcome page.

(12)

Plan document access

This section provides instructions necessary for you to view and modify the current Adoption Agreement. In addition, you are provided with the instructions to view the Basic Plan Document, the Trust Agreement, the Plan Summary, and the Service Agreement.

Viewing the Adoption Agreement

1. Select the ‗Retirement Plans‘ link from the menu on the Employer Access program welcome page.

2. Select the ‗403(b)(9)‘ link

3. Select the ‗Adoption Agreement‘ link.

(13)

Page 13

Modifying the Adoption Agreement

2. Select the ‗403(b)(9) Plan‘ link

(14)

4. Follow the instructions given to modify the Adoption Agreement.

5. Once you have made your changes and are ready to execute your new document, select ‗Sign and Submit‘.

(15)

Page 15

Viewing the Basic Plan Document

2. Select the ‗403(b)(9) Plan‘ link 3. Select the ‗Basic Plan Document‘ link.

(16)

Viewing the Plan Summary

2. Select the ‗403(b)(9) Plan‘ link 3. Select the ‗Plan Summary‘ link.

(17)

Page 17

Viewing the Trust Agreement

2. Select the ‗403(b)(9) Plan‘ link 3. Select the ‗Trust Agreement‘ link.

(18)

Viewing the Service Agreement

2. Select the ‗Service Agreement‘ link

(19)

Page 19

Retirement access

This section provides the instructions necessary for you to view important messages, enter enrollments, view participant maintenance information, billing updates and information sharing. In addition, you are provided with the instructions to pay your billing and to request a specific report.

Viewing Important Messages

Important information regarding your retirement plan will now be displayed on this page.

1. Select the „Retirement‟ link from the menu on the Employer Access program welcome page. Important messages will be posted in the box on the screen.

Enrollments

The enrollment function allows you to enroll participants in a GuideStone retirement plan. Data needed for enrollment includes personal, spousal, employment, investment allocation, and contribution information. Important:

 Your session will timeout in 30 minutes if there is no activity.

 401(k) administrators must retain and file the original enrollment form as it incorporates the salary reduction agreement. These must be available for verification or audit purposes.

 Enrollments for deferred compensation plans are entered by GuideStone administrators.

Enrolling a New Participant

2.

Select the ‗Retirement‟ link from the menu on the Employer Access program welcome page. 3. Select ‗Individual Account‟.

(20)

(21)

Page 21

6. Enter the personal data and spousal information. Select‘ Next>>‟ to continue the enrollment.

Note: At any time you need to make a correction, select the „<<Back‟ button. 6. Select „Domestic‟ or „Foreign‟ for the address.

(22)

8. If the address does not pass address validation, select one of the following address options.  Use valid address – use the address suggested by the address validation program.  Use entered address - use the address you entered.

Select ‗Next>>‟.

(23)

Page 23

10. Select the plan from the dropdown menu and enter the hire date. Select ‗Next>>‟.

11. Enter the plan entry date in MM-DD-CCYY format (01-01-2006). Enter the months of denominational service, prior months of service and prior days of service if applicable.

(24)

12. Select ‗Next>>‟ to continue.

13. Enter the investment allocations chosen by the participant - must total 100%. Select ‗Next>>‟ to continue. 14. Enter the contribution billing information. If the dollar amount is unknown, select ‗Show On Bill‟. Select

‗Next>>‟ to continue.

Note: The billing sources made available by your plan will be shown. For your convenience, we have listed a source key below:

SOURCE NAME DESCRIPTION

Employee Non-Match Tax Shelter Salary-reduced contributions made by the employee that are not matched by the employer.

Employee Match Tax Shelter Salary-reduced contributions made by the employee that are matched by the employer.

Employee Non-Match Tax Paid After-tax contributions made by the employee that are not matched by the employer.

Employee Match Tax Paid After-tax contributions made by the employee that are matched by the employer.

Employer Non-Match Contributions made by the employer that are not

matched by the employee.

Employer Match Contributions made by the employer that are matched by

the employee.

Employer Discretionary Discretionary contributions made by the employer. Employee Matched Roth Elective Deferrals After-tax contributions made by the employee that are

matched by the employer.

(25)

Page 25

15. Select ‗Finish Enrollment‟. If you should enter an incorrect Social Security number, please contact either the Customer Service Center at 1-888-98-GUIDE (1-888-984-8433) or your designated GuideStone. Please do not re-enroll the participant.

Enrolling a re-hire

(26)

Participant maintenance/account information

The participant maintenance/account information section allows you to change personal or spousal information, terminate employment, and view participant account and activity history information.

Selecting a participant

1. Select the ‗Retirement‟ link from the menu on the Employer Access program welcome page.

2. You may access the participant‘s information by selecting either the „Individual Account‟ link or the „All Employees‟ link.

 If you know the Social Security number, select the ‗Individual Account‟ link. Enter the participant‘s Social Security number without dashes. Select ‗Submit‟.

 If you do not know the Social Security number of the participant, select the ‗All Employees‟ link to display a list of active employees. Select the radio button beside the employee. Select ‗Submit‟.  If you have a Deferred Compensation Plan, you will have the option of choosing the plan you wish to access by selecting the radio button beside either “Deferred Compensation Plan” or “403(b) Retirement Plan.”

3. Proceed by selecting one of the following links:

 Change – Change participant data such as personal or spousal information, address, phone, etc.  Terminate – Terminate employment of a current employee.

 Account Summary – View account information for employee including, plan or investments.  Activity History – View an employee‘s account activity including posting of contributions,

(27)

Page 27

Changing participant data

Note: For changes to an employee‟s marital status or spousal information, contact our Customer Service Center at 1-888-98-GUIDE (1-888-984-8433).

1. Select „Personal Data‟, „Spouse Data‟, „Address‟ or „Phone/Email‟ to display the data you want.

2. Make your changes. Select ‗Update‟.

Reactivating a participant

Note: The reactivate function cannot be used if the participant has already been terminated. Call Our Customer Service Center at 1-888-98-GUIDE (1-888-984-8433) or call your designated GuideStone administrator to change the participant status.

1. Select the ‗Retirement‟ link from the menu on the Employer Access program welcome page.

2. Select ‗Reactivate‟ to display the Non-Participating Employees list.

3. Select the employee(s) you want to reactivate. Select the ‗Next‟ button. 4. Enter the new billing amounts and click the „Update‟ button.

(28)

Terminating an employee

Special Notes:

 Due to the vesting of employer dollars in some plans, it is very important to enter the correct ―reason‖ for termination.

 Enter all dates in MM-DD-CCYY format. For example: 01-31-2006.

 Organizations with vesting schedules: forfeitures are determined by the alternate vesting date. Confirm the alternate vesting date is correct prior to processing a termination. If the date is not correct, please contact the Customer Service Center at 1-888-98-GUIDE (1-888-984-8433) or call your designated GuideStone administrator.

1. Select the ‗Retirement‟ link from the menu on the Employer Access program welcome page. 2. Select ‗Terminate‟.

3. Complete the termination date, the plan end date, and the reason for termination. 4. Select the „Update‟ button.

Note: If an employee is employed with an organization that has related or affiliated organizations, the following statement will appear on the termination screen:

(29)

Page 29

Viewing account summary detail

1. Select the ‗Retirement‘ link from the menu on the Employer Access program welcome page. 2. Select ‗Account Summary‟ to display the participant‘s account.

3. Select „dollars‟ or „shares‟.

4. Select „employer‟, „plan‟ or „investments‟.

5. Use „most recent quarter‟, „previous quarter‟ or „range of dates‟ for the account detail. 6. Select ‗Refresh Summary‟ to refresh the account information.

7. Select ‗View Another Employee‟ to view another account.

(30)

Viewing activity history

1. Select the ‗Retirement‘ link from the menu on the Employer Access program welcome page. 2. Select ‗Activity History‟ to display a listing of account activity for a participant.

3. Select the information under ‗Activity Type‟ to display additional information on a particular transaction.

4. Select ‗<<Back‟ to return to the list of employees.

(31)

Page 31

Viewing asset account information

This section allows you to view employer asset or forfeiture account balances. 403(b) Asset Account

An account of funds used to pay obligations and expenses for employee benefit plans of the Employer. 401(k) Forfeiture Account

Asset of the Plan held in trust for the benefit of the plan participants, normally used to offset future employer contributions.

1. Select the ‗Retirement‘ link from the menu on the Employer Access program welcome page.

2. Select ‗Asset Account‟ to display the account information. If you have multiple accounts, use the dropdown field to select other account and select ‗Refresh‟.

(32)

Processing contributions

GuideStone has provided two methods for processing contributions: „By Amount‟ and „By Source‟. In addition, we have provided you the ability to pay your billing online and to view ACH contribution history.

Important Notes:

 Your session will timeout in 30 minutes if there is no activity. Please remember to save your changes in contribution processing so the information you have entered will not be lost due to inactivity.

 You have the ability to sort by Social Security number or name. The participants are currently displayed in name order. As an added security measure, only the last three digits of a participant‘s Social Security number will be displayed.

Updating billing amounts by amount

1. Select the „Retirement‟ link from the menu on the Employer Access program welcome page.

(33)

Page 33

3. Select ‗By Amount‘ - allows you to change the active billing amount only.

4. Enter the new amounts for each employee. If you are changing a participant‘s amount to zero, you must enter ―0.00‖.

Note: If the participant no longer wants to contribute, you will need to proceed to the „Updating Billing Amounts by Source‟ section of this user‟s guide. You will need to enter a “Final Bill Date” as described in Step 4.

5. When you are finished updating the amounts scroll down to ‗Save and Continue Changes‘. 6. Proceed with any other needed changes.

7. Review your changes and verify the Grand Total amount for accuracy on the Contribution Processing page. 8. Select ‗Save Changes‘ when you are ready to submit your billing.

Important Note:

 The ‗Save and Continue Changes*‘ button allows you to save the changes and remain on the contribution page to make changes.

(34)

Updating billing amounts by source

2. Select ‗Contributions‟ to display the Contribution Processing summary page.

3. Select ‗By source‟ - allows you to change billing amounts, add new sources, and stop a participant‘s billing after selecting a participant‘s link.

(35)

Page 35 5. Make necessary changes.

Note:

 If a participant no longer participates in a source, enter 0.00 in the amount field.

 If the participant is no longer making contributions but still employed, enter the ‗Final Bill Date‘. 6. Select ‗Submit‟. You will return to the Contribution Processing page.

7. Proceed with any other needed changes.

8. Review your changes and verify the Grand Total amount for accuracy on the Contribution Processing page. 9. Select ‗Save Changes‟.

Note:

 The ‗Save Changes‟ button is used when you are ready to begin the process of submitting your bill.

(36)

Submitting your bill

Note: Only organizations who have signed up to pay their billing by ACH have access to submit a billing.

1. After you have submitted your contribution changes, select the „Save Changes‟ button. The

following screen will display:

(37)

Page 37 3. Enter the ‗Prior Payroll Contribution Date‘.

4. Enter the prior payroll contributions. 5. Select the ‗Save‘ button.

6. After making all updates and verifying the total of the bill, enter the ‗Payroll End Date’. 7. Select ‗Pay Bill‘.

(38)

Viewing ACH contribution history

2. Select the ‗Contribution‟ link and select the „History‟ button to display a history of employee contributions for specific billing periods and plans.

3. Once you have selected the billing period and plan you want, select ‗Submit‘.

Note: You may select different billing periods or different plans by using the dropdown menus for „Billing Periods‟ and „Plans‟. For your convenience, you can access your past six billing submissions.

4. To print the contributions from the Contribution Processing — Summary page, select the Print option from the File menu. Select All. Select OK.

(39)

Page 39

Updating ACH information

2. Select the ‗Contribution‟ link and select the „ACH Update‟ button to display the current ACH information.

3. From this new screen, the routing and/or checking account number (masked for security purposes) can be updated. Only EAP Security Administrators will have access to update the ACH information.

4. Select Save to save the new routing/account number.

(40)

Information sharing

This function of Employer Access will assist you in complying with the Information Sharing requirements to satisfy 403(b) regulations. You are able to view important participant data, including loans, hardship withdrawals and contribution information for your employees with GuideStone accounts.

1. Select the „Retirement‟ link from the menu on the Employer Access program welcome page.

2. Select the „Information Sharing‟ link from the Retirement menu.

(41)

Page 41

4. You may now view information concerning loans, hardship withdrawals, contributions and miscellaneous.

5. You may select another option from the menu or „Logoff‟ to exit.

Reporting options

The reporting function of Employer Access allows you to create reports that contain data related to your plan. You have the option of creating nine unique reports through the Employer Access Program.

The Employer Activity by Source report

The Employer Activity by Source report compiles cumulative totals by source for each employer you select to include when creating this report. This report displays the beginning balance, the amount of contributions, the amount of withdrawals, the amount of other credits and debits, the amount of fund exchanges, the change in market value and the ending balance by source.

The Investment Summary report

The Investment Summary report compiles cumulative totals for each fund and share class offered by each employer you select to include when creating this report. This report displays the name of the investment and its

(42)

The Participant Activity by Source report

The Participant Activity by Source report compiles cumulative totals by source for each employer you select to include when creating this report, as well as a breakdown of this information at the participant level. This report displays the beginning balance, the amount of contributions, the amount of withdrawals, the amount of other credits and debits, the amount of fund exchanges, the change in market value and the ending balance by source.

The Assets by Age report

The Assets by Age report compiles cumulative totals by age groups for each employer you select to include when creating this report. This report displays the age group, the number of participants in each age group, the total market value by each age group, and the average account balance by each age group.

The Assets by Source report

The Assets by Source report compiles cumulative totals by source for each employer you select to include when creating this report. This report displays the source, the number of participants who have money invested in this source, the market value per source, and the percentage of total assets per source. It should be noted that participants can, and most likely will, have money from more than one source on this report.

The Participant Deferred Vested report

The Participant Deferred Vested report compiles the total accumulations of former employees for each employer you select to include when creating this report. This report displays the name, the masked Social Security number, the hire date, the termination date, and the market value for each former employee‘s account.

The Participant Forfeitures report

The Participant Forfeitures report compiles the cumulative total of forfeitures credited to your employer asset account as a whole and by each employee for each employer you select to include when creating this report. This report displays the name of the employee, a masked Social Security number, the hire date, the termination date, and the amount forfeited.

The Participant Distributions report

The Participant Distributions report compiles the cumulative total of withdrawals processed for each employer you select to include when creating this report. This report displays the name of the employee, a masked Social Security number, the current age of the employee, the distribution date and the amount of the distribution.

The Participant Loans report

(43)

Page 43

Creating reports

1. Select the „Retirement‟ link from the menu on the Employer Access program welcome page.

2. Select the „Reports‟ link from the Retirement menu.

3. Select „Create Report‟ beside the type of report you wish to create.

4. Select the Employer number(s) you wish to include in the report.

(44)

6. You may choose to run the report immediately or to schedule a report to generate on a monthly, quarterly or yearly basis.

To run a report immediately:

 Select the radio button beside „Run Report Immediately‟

 Depending upon the type of report you are running, you will have three different types of date parameters:

1. „As of the Most Recent Data Available‟ – No date selection required. There will usually be a one business day delay in the data available for these reports.

2. „Month-End‟ – enter the month and year for the month-ending report you wish to generate.

3. „Month-Begin to Month-End‟ – Enter the month and year for the month-begin and month-end for the report you wish to generate.

To schedule a report:

 Select the radio button beside „Schedule Report‟.

 Select the radio button beside the frequency you wish the report to generate automatically.  You may also select a date for the scheduled reports to cease by selecting „Schedule End

(45)

Page 45

7. Enter the full email address for each of the recipients you wish to notify when the report is ready to view. Note: You may send the email as normal or high priority and may make comments in the „Comment‟ box.

(46)

Viewing reports

2. Select the „Reports‟ link from the Retirement menu.

3. To view the most recently generated report, click on the hyperlink in the „View Last Run‟ column beside the report you wish to view.

4. If you wish to view a report that was generated previously, select the „View‟ hyperlink in the „History‟ column beside the reports you wish to view. Links to the 10 most recent reports will be displayed.

(47)

Page 47

Insurance access

Currently, Insurance Access provides online access to forms, plan booklets, and various links to provider and vendor sites.

1. Select the „Insurance‟ link from the menu on the Employer Access program welcome page.

2. Select the appropriate link to display what type of information is available. For example, „Claims Information‟ will display a list of forms available on our website.

Note: Our forms and plan booklets are available online in Portable Document Format (PDF). The best way to view and print publications from the PDF format is with the free Adobe Reader. You will need to download the reader in order to view and print the PDF file formats.

 If you use one of the links in the Forms section, you will not have to log back into the Employer Access program.

 Refer to the Forms section of this Guide for assistance on opening forms.

3. Select one of the provider or vendor links. A new browser page will open to that link. You will not have to log back into the Employer Access program when you close this page. However, keep in mind your session will timeout in 30 minutes if there is no activity.

4. Use your browser Back button to return to the previous page.

(48)

Forms access

Note: Our forms are available online in Portable Document Format (PDF). The best way to view and print publications from the PDF format is with the free Adobe Reader. You will need to download the reader in order to view and print the PDF file formats.

 If you use one of the links in the Forms section, you will not have to log back into the Employer Access program unless your session times out.

 Specific forms are password protected. Please contact your GuideStone administrator to obtain the password.

 For additional assistance, please call Our Customer Service Center at 1-888-98-GUIDE (1-888-984-8433).

1. Select the „Forms‟ link from the menu on the Employer Access program welcome page.

(49)

Page 49

3.

Select the forms you want to open. A new browser page will open displaying a list of available forms.

(50)

Commonly asked questions

Q How can I reset my Personal Identification Number (PIN)?

A To obtain a PIN or to have a PIN reset, call the Customer Service Center at 1-888-98-GUIDE (1-888-984-8433).

Q How do I print the bill?

A You have the option of printing the bill from two different places. It can be printed from the Contribution Processing page under the „By Amount‟ or „By Source‟ buttons. If your payment method is ACH, selecting the „History‟ button and printing the ACH Contribution History can also print it.

Q If an Employer Access security administrator is leaving an organization, how is a new administrator added?

A Before the current administrator leaves, call the Customer Service Center at 1-888-98-GUIDE (1-888-984-8433) to request the appropriate forms.

Q If I have already logged into the Employer Access program, how do I find the user guide? A Select the „Help‟ tab and then select the user guide link.

Q If I am terminating an employee and sending in a final contribution, what do I do?

A First, you will need to remit the contribution for the participant. Then, you can terminate the participant. Q If I terminated an employee in error, what do I do?

A You may either call the Customer Service Center at 1-888-98-GUIDE (1-888-984-8433) or your designated GuideStone administrator. Please do not re-enroll the employee.

Q How do I reactivate an employee‟s account?

A Under the „Retirement‟ tab, select the „Reactivate‟ button. Select the checkbox for each participant to be reactivated and select the „Next‟ button. Enter the contribution amounts by sources for each employee and select the „Update‟ button. The employees will appear on the Contribution Processing page

Q If a participant does not appear on the Contribution Processing – Billing Changes page, how do I send contributions?

A Select the „Reactivate‟ tab to determine if the participant is active non-participating. If the participant appears on this page you can reactivate the employee. If the participant is not displayed on the reactivate page, call either the Customer Service Center at 1-888-98-GUIDE (1-888-984-8433) or your designated GuideStone administrator.

Note: If a participant has recently been terminated, contributions can be added for the participant on the Pay Bill screen. You will need to locate the participant and add their contributions amounts.

Q How do I stop an employee‟s contribution without processing a termination?

A You will need to go to the „Contribution‟ tab and select the „By Source‟ button. Select the participant name and enter a final bill date.

Q How do I submit the bill?

A Only organizations who remit payment by ACH may submit their bill using Employer Access. Once changes have been made to the Contribution Processing page, you will need to select the „Save Changes‟ button. Select the „Contributions‟ link and the „Pay Bill‟ button. The ―Pay Bill By ACH‖ page will appear and you will need to enter a payroll end date. Select the „Pay Bill‟ button.

Q What should I do if I have submitted contributions with an incorrect payroll end date?

(51)

Page 51 Q How do I change an employee‟s contribution amount?

A If you are only changing the participant‘s amount, go to the „Contribution‟ tab and select „By Amount‟. If you are changing the participant‘s sources you will need to select the „By Source‟ button. Then select the participant‘s name, make the necessary changes and select the „Submit‟ button. Once all changes have been made, select „Save Changes‟ button at the bottom of the ―Contribution Processing – Billing Changes‖ page. Q How do I look at the posting of an employee‟s contribution?

A If you know the employee‘s Social Security number, select „Individual Account‟. If not, select the „All Employees‟ tab and select the participant and select Submit. Go to the „Activity History‟ tab

Q How do I look at an employee‟s account balance?

A If you know the employee‘s Social Security number, select „Individual Account‟. If not, select the „All Employees‟ tab and select the participant and select Submit. Go to the „Account Summary‟.

Q Will I receive a confirmation that you received my bill?

A You will receive a confirmation message at the time you submit the billing, and you will receive an email message after you select the „Pay Bill‟ button thanking you for submitting your bill. If you do not receive a confirmation message contact your GuideStone administrator to verify that we have a correct email address on record.

Q How can I verify the bill posted?

A You can view the „Activity History‟ on a participant‘s account. Q How long does it take for the bill to post after the receipt of my file?

A For ACH organizations, contributions will post the next business day after the receipt of your file.

Q If I choose not to use ACH, when should my contribution changes be in so that my paper bill will reflect my changes?

A Your changes should be made based on the period ending date and contributions should be updated prior to the pay period ending date. For example, if you are a semi-monthly organization and January 15 is your payroll period ending, changes should be made by January 14. Changes made after January 14, will be reflected on the next billing statement for payroll ending January 30.

Q How can I submit prior pay period contributions?

A After you have made changes to the Contribution Processing page and selected the „Save Changes‟ button, select on the‘ Contributions menu and the „Pay Bill‟ button. Scroll down. You will see a statement „Add Contributions for a Prior Payroll period?‟ Select the „Yes‟ button. Enter the prior payroll contribution date, enter the contribution amount for each participant, and select the „Save‟ button.

Q How can I view transmitted files?

A To view transmitted files, select the „Retirement‟ menu option and select the „History‟ button. You will have a dropdown for the „Plan‟ and ‗Billing Period‘.

Q How do I handle an error message?

A When you receive a ―Page Not Displayed‖ message, select the 'Refresh' button on your browser. There are several reasons why you may still receive the message. There may be a problem with your Internet Service Provider or there could be a network problem. Please try to access it again in a few minutes.

If you encounter other error messages do the following:

a. Make a screen print of the error message by pressing the „print screen‟ button on your keyboard and paste it into Word or in the body of an e-mail.

b. In your email, state which tab you selected, which screen you were on and what button you selected when the error occurred.

(52)

Employer Access Program