193 Working with Employees This unit contains the following sections: “Viewing and Editing Employee Participant Information” on page 194 “Deleting Employees” on page 200 “Accessing an Employee’s SDA” on page 202 “Viewing Client Processing Schedules” on page 204 “Displaying Employee Hardship Status” on page 206 “Placing Employees in Hardship” on page 212 “Edit/Delete Employees in Hardship” on page 214 “Adjusting Employee Contributions” on page 218 “Using TDA Group Calculation Maintenance” on page 222
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193
Working with Employees This unit contains the following sections:
“Viewing and Editing Employee Participant Information” on page 194
“Deleting Employees” on page 200
“Accessing an Employee’s SDA” on page 202
“Viewing Client Processing Schedules” on page 204
“Displaying Employee Hardship Status” on page 206
“Placing Employees in Hardship” on page 212
“Edit/Delete Employees in Hardship” on page 214
“Adjusting Employee Contributions” on page 218
“Using TDA Group Calculation Maintenance” on page 222
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Viewing and Editing Employee
Participant Information You can view and edit an employee participant’s information through the
administrative site if the employee has a user ID. In addition, you can delete
certain types of employees.
Searching for an Employee
Search for an employee from the Employee Profile Search page by using one of
the following options:
User ID
RPIN
SSN/TIN
Employee ID
Employee Profile Search Page
Search Results for an Exclusive Client with Explicit Login
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Search Results for a Multi-vendor Client with Seamless and Explicit Login
Viewing the Employee’s Profile
The [My Profile] button displays for an employee participant under the
following conditions:
Important: The [Delete] button also displays under the following conditions. For more information, refer to “Deleting Employees” on page 200.
Belongs to a multi-vendor client that chose Explicit Login Only or
Explicit and Seamless Login on the Manage Security page
Note: For information about security options, refer to “Setting Up Online Security” on page 230.
Has registered on the MVAS web site (has a user ID)
Click [My Profile] for the selected employee to display the User Profile
Information page. You can view and edit basic profile and security information,
as well as set a temporary password. In addition, you can view the System
Information section.
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Procedure: Search for an employee
Complete the following steps to search for an employee participant through
the administrative site.
1. Select Employee Profile Search from the menu bar.
The Employee Profile Search page displays.
2. Choose the type of search you want to do by selecting an option in the first
Search by box.
3. Depending on your selection in step 2, type one of the following in the
second Search by box:
User ID
RPIN
SSN/TNN
Employee ID.
4. Click [Search].
The employee’s information displays.
If the employee belongs to a multi-vendor client who has chosen Explicit
Login Only or Explicit and Seamless Login on the Manage Security page
and who has registered on the MVAS web site (has a user ID), the following
buttons display: [My Profile] and [Delete] .
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Procedure: View/edit an employee’s profile and security
Complete the following steps to view and edit an employee’s profile and
security information. This procedure can be used only for certain types of
employees (see “Viewing the Employee’s Profile” on page 195).
1. Search for the employee. (Refer to page 196.)
2. With the employee selected, click [My Profile].
The User Profile Information page displays.
3. If you do not want to make any changes to the information, click [Back to
Search] (below the Security Information section).
4. If you want to edit the profile information, make changes to one or more of
the following fields:
E-delivery
Email
Address fields (Country, Mailing address, City, State, and Zip/Postal
Code)
Phone number fields (Daytime Phone, Ext., and Evening Phone)
5. If you want to edit the security information, make changes to one or more
of the following fields:
User ID
User Status
Security Question 1-3
Answer to Security Question 1-3.
6. Click [Save].
The Employee Profile Search page displays.
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Procedure: Edit an employee’s temporary password
Complete the following steps to edit an employee’s temporary password. This
procedure can be used only for certain types of employees (see “Viewing the
Employee’s Profile” on page 195).
1. Display the User Profile Information page for the employee. (Refer to steps
1-2 in “Procedure: View/edit an employee’s profile and security” on page
197.)
2. Type the new password in the Password box.
3. Type the new password in the Confirm Password box.
4. Click [Set temporary password].
The Employee Profile Search page displays.
5. When the employee is ready to use the individual site, the employee must
complete the following steps:
a) Log in to the individual site with the username, temporary password,
and security answer.
The Profile Information page displays.
b) Type a new password in the Password box.
c) Type the new password in the Confirm Password box.
d) Click [Save].
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Deleting Employees A [Delete] button displays for an employee participant under the following
conditions:
Important: The [My Profile] button also displays under the following conditions. For more information, refer to “Viewing the Employee’s Profile” on page 195.
Belongs to a multi-vendor client that chose Explicit Login Only or
Explicit and Seamless Login on the Manage Security page
Note: For information about security options, refer to “Setting Up Online Security” on page 230.
Has registered on the MVAS web site (has a user ID)
To delete the employee, click [Delete] for the selected employee.
Search Results for a Multi-vendor Client with Explicit Login Only
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Procedure: Delete an employee
Complete the following steps to delete an employee. This procedure can be
used only for certain types of employees (see “Deleting Employees” on page
200).
1. Search for the employee. (Refer to page 196.)
2. With the employee selected, click [Delete].
A dialog box displays, asking if you are sure you want to delete the
employee.
3. Click [OK].
The Employee Profile Search page refreshes, and the employee no longer
displays.
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Accessing an Employee’s SDA You can display an employee’s SDA from the Employee Profile Search page.
Click the Access employee’s view link to open a new window with the
Individual site.
Employee Profile Search Page – Access employee’s view link
Individual Site – Employee SDA on Dashboard
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Procedure: Display an employee’s SDA
Complete the following steps to display an employee’s SDA in the Individual
site.
1. Search for the employee. (Refer to page 196.)
2. With the employee selected, click Access employee’s view.
A new window opens with the individual site. The employee’s SDA
displays.
3. When you are done viewing the SDA, close the window.
The Employee Profile Search page displays.
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Viewing Client Processing Schedules You can display a client’s processing schedules from the Employee Profile
Search page. Click the View processing schedules link to display the
Processing Scheduler page. Refer to “Using Schedules and Workflows” on page
141.
Employee Profile Search Page – View processing schedules link
Processing Scheduler Page
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Procedure: Display a client’s schedules from Employee
Profile Search
Complete the following steps to display a client’s schedules from the Employee
Profile Search page.
1. Search for the employee. (Refer to page 196.)
2. With the employee selected, click View processing schedules.
The Processing Scheduler page displays in place of the Employee Profile
Search page. For information on running schedules, refer to “Using
Schedules and Workflows” on page 141.
3. When you are done viewing the page, click Back to Employee Profile
Search page.
The Employee Profile Search page displays.
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Displaying Employee Hardship Status Managing hardship for employees includes suspending voluntary contributions
for employees in a hardship period, as well as reinstating employees and
restarting contributions when the period is over (refer to the Event and
Scheduling Systems Administration Guide). Generally, the feedback workflow is
used for management. However, you can also view whether an employee is in
hardship and place an employee in hardship through the administrative site.
There are two ways to search for the employee:
Through Employee Profile Search on the menu bar (see “Procedure:
Search for an employee” on page 196).
Through the Salary Deferral Agreements Overview page. The
employee’s information displays on the Multi-Vendor Employee Search
Results page.
Viewing Hardship Status
To check if the selected employee is in hardship, see if there is a HARDSHIP
WITHDRAWAL box in the employee’s results. If this box displays (such as for
the second employee in the following screen shot), then the start date that the
employee went into hardship appears in the box. However, if there is only a
Hardship Start Date box (such as for the first employee in the following screen
shot), then the employee is not in hardship.
Employee Profile Search – Hardship Status
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Viewing the Employee’s Dashboard
You can display the employee’s Dashboard on the individual site by clicking
Access employee’s view. If the employee is in hardship, a message displays on
the right side that the contribution is on hold. Below the SDA, another
message specifies the dates for which the hold is in effect.
Employee Dashboard – In Hardship
Note: To view the client’s processing schedules from the Employee Profile Search Results, refer to “Viewing Client Processing Schedules” on page 204.
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Procedure: Display an employee’s hardship status
through the Employee Profile Option
Complete the following steps to see whether an employee is in hardship or not.
Access the employee through the Employee Profile menu option.
1. Search for the employee through the Employee Profile Search menu option
(refer to “Procedure: Search for an employee” on page 196).
2. See if the HARDSHIP WITHDRAWAL box displays for the employee:
If yes, the employee is in hardship. The hardship start date displays in
the box.
If no, the employee is not in hardship.
3. If the employee is not in hardship but you would like to place the employee
in hardship, enter and save the hardship date (see steps 2-3 in “Procedure:
Place an employee in hardship” on page 212).
4. If you want to display the employee’s Dashboard in the individual site,
complete these steps:
a) Click Access employee’s view.
The Dashboard displays in a new window.
b) When you are done viewing the Dashboard, close the window.
The Employee Profile Search page displays.
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Procedure: Display an employee’s hardship status
through the SDA Overview
Complete the following steps to see whether an employee is in hardship or not.
Access the employee through the SDA Overview page.
1. Select Hierarchy Search from the menu bar.
The Hierarchy Search page displays.
2. Select the client and then the employer for the employee.
3. Click Manage/Edit below the selected employer.
The Edit Employer page displays.
4. Click SDA Overview.
The Salary Deferral Agreements Overview page displays.
5. Type the employee’s social security number in the Employee Search box
(top, right corner), and click [GO].
The Multi-Vendor Employee Search Results page displays.
6. See if the HARDSHIP WITHDRAWAL box displays for the employee:
If yes, the employee is in hardship. The hardship start date displays in
the box.
If no, the employee is not in hardship.
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7. If the employee is not in hardship but you would like to place the employee
in hardship, enter and save the hardship date (see steps 2-3 in “Procedure:
Place an employee in hardship” on page 212).
8. If you want to display the employee’s Dashboard in the Individual site,
complete these steps:
a) Click Access employee’s view.
The Dashboard displays in a new window.
b) When you are done viewing the Dashboard, close the window.
The Multi-Vendor Employee Search Results page displays.
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Placing Employees in Hardship If the selected employee is not in hardship, the Hardship Start Date box is
empty. To place the employee in hardship, enter the date for which you want
the hardship period to begin in the Hardship Start Date box, and click [Save
New Hardship]. The page refreshes to display a HARDSHIP WITHDRAWAL
box with the start date for the hardship period.
You can place an employee in hardship from both the Employee Profile Search
page and the Multi-Vendor Employee Search Results page.
Employee Profile Search Page
Multi-Vendor Employee Search Results Page
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Procedure: Place an employee in hardship
Complete the following steps to place an employee in hardship. These steps
apply when accessing the employee through the Employee Profile menu
option, as well as the SDA Overview page.
1. Choose one of the following options to search for the employee:
Use the Employee Profile Search menu option (refer to “Procedure:
Search for an employee” on page 196).
Use the SDA Overview page (refer to steps 1-5 in “Procedure: Display an
employee’s hardship status through the SDA Overview” on page 209).
2. Select the date the employee goes into hardship from the calendar in the
Hardship Start Date box.
3. Click [Save New Hardship].
A dialog box displays, asking if you want to add hardship for the specified
date.
4. Click [OK].
The page refreshes, and the HARDSHIP WITHDRAWAL field displays with
the start date for the hardship period. Also, the following message displays:
Successfully initiated hardship withdrawal period for employee.
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Edit/Delete Employees in Hardship
Editing an Employee’s Hardship Start Date
You can change an employee’s hardship start date at any time. Select Edit from
the box opposite the HARDSHIP WITHDRAWAL field. Then, a calendar
displays from which you select the new start date. After you click [Save
Changes], the page refreshes to display the HARDSHIP WITHDRAWAL box
with the new start date for the hardship period.
Multi-Vendor Employee Search Results Page - Edit
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Deleting an Employee’s Hardship Period
You can delete, or end, an employee’s hardship start date at any time. This will
either cancel the upcoming hardship period or end the current hardship period
for the employee. Select Delete from the box opposite the HARDSHIP
WITHDRAWAL field, and click [Save Changes]. The page refreshes and the