The CENSUS program will create a common census file per ING requirements.
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Field Definitions
The Save and Recall option
,allows the users to create and save certain reports 
for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on 
to delete the report. The Default reports cannot be deleted.
The File Name is Census.CSV. The Census.CSV file name can be called another name, by entering the new name in this field followed by .csv extension. The .csv file is to be sent to ING for processing.
The first selection criteria available for processing is Employees with 403B and/or 457 deduction. This allows you to choose employees that have a 403B, 457, both or all employees to be included on the report. Valid values are:
Employees With Only 403b Deductions will be selected (only annuity pay items will be included)
Employees With Only 457 Deductions will be selected (only annuity pay items will be included)
Employees With 403b and/or 457 Deductions will be selected (only annuity pay items will be included)
All Employees will be selected (all employee's will be included,(Regular and Annuity Payroll Items)
Select a Deduction Stop Date. This selection is only valid if selecting employees with 403b or 457 deductions. If selecting all employees, this selection is ignored. Enter a stop date to include for selection. Employees whose stop date on the 403b or 457 deductions are BEFORE the stop date entered, will NOT be included for selection.
The Last Paid Date selection allows you to enter a last paid date to include for selection. Employees whose last payroll pay date is BEFORE the date entered, will NOT be included for selection.
The
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selection allows you to include/exclude archived employees. Check the box to include Archived employees, Leave box unchecked to NOT include Archived employees.
If you are using the
field to store an employee's rehire date, then you would check this option. If you are not using user-defined date 2 field or you are using it for another purpose, then you would leave this option unchecked.If you use the user-defined date 2 for the rehire date, then the CENSUS file will populate the Plan Status Date and the Employment Status Date with the rehire date. Also, for this to be true, the termination date must be zeroed or blanked out before running the CENSUS report.
If you are not using the user-defined date 2 field or are using it for another purpose, the Plan Status Date and Employment Status Date will continue to be the hire date or termination date (if termination date is not zero or blank.)
The Properties required for reporting to ING have been selected by default: (Bold)
Ssn
First Name
Middle Name
Last Name
Street 1
Street 2
City
State
Zip Code
Gender
Birth Date
Plan Status
Plan Status Sub
Plan Status Date
Emp Status
Emp Status Sub
Emp Status Date
Hire Date
Plan Entry Date
Contribution Status
Salary
Vested Status
Years Experience
User Date 2
Re Hire Date
Employee Id
Providence
Country
Home Phone
Office Phone
Office Phone Ext
Years Experience
Last Paid Date
User Money 1
User Money 2
User Money 3
User Money 4
User Code 1
User Code 2
User Code 3
User Code 4
User Text 1
User Text 2
User Date 1
**Note**User can create any custom fields at the employee level that can now be available for selection for the census file.
Once all options have been selected, click on
Columns are listed below in the same order they appear in the CENSUS.CSV file.
Column | Screen | Criteria |
|---|---|---|
SSN | Employee | |
First Name | Employee | |
Middle Name | Employee | |
Last Name | Employee | |
Street 1 | Employee | |
Street 2 | Employee | |
City | Employee | |
State | Employee | |
Zip Code | Employee | |
Gender | Employee | M = Male F = Female |
Birth Date | Employee | |
Plan Status | Employee | If there's a termination date, then "X" |
If there's NO termination date, then "A" | ||
Plan Status Sub | Employee | Blank for ALL employees |
Plan Status Date | Employee | If there's a termination date, then termination date |
If there's NO termination date, then hire date | ||
Employee Status | Employee | If there's a termination date, then "T" |
If there's NO termination date, then "H" | ||
Employee Status Sub | Employee | If there's NO termination date and (No Rehired Date or the User Date 2 is not checked) it is "O" |
If there's NO termination date and there is a Rehired date and 'Use User Defined Date 2 For Rehired Date?' field is checked, it is an "R" | ||
If there's a termination date, then "Blank" | ||
Employee Status Date | Employee | If there's a termination date, then termination date |
If there's NO termination date, then hire date | ||
Hire Date | Employee | |
Plan Entry Date | Employee | Hire Date |
Rehire Date | Employee | Input parm="Y" Date employee rehired within the district (if district uses 'Payroll Date 2" |
Contribution Status | "Y" For All Employees | |
Salary | Federal YTD Total Gross field | |
Vested Status | "Y" For All Employees | |
Years Experience | Calculated | Current Date - Hire Date |
Example of CENSUS.CSV
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