Online Deferral Set-Up Document - Part I



Online/Automatic Enrollment Set-Up Document

Plan Name:

Plan Number:

❑ New Application OR

Select one of the following features:

❑ Deferral Processing (Part 1)

❑ Online Enrollment (Part 2)

❑ Online Enrollment & Deferral Processing (Parts 1 and 2)

❑ Automatic Enrollment (w/ Online Enrollment & Deferral Processing) (Entire Document)

Part 1 – Elective Deferral Information:

1) Select the types of employee contributions (deferrals) allowed and specify the Minimum and Maximum percentages and/or amounts allowed for each. A Plan level limit across money types is not available.

Min Percent Max Percent Min Amount Max Amount

❑ Employee Before Tax __________ __________ ___________ ___________

❑ Employee After-Tax __________ __________ ___________ ___________

❑ Roth __________ __________ ___________ ___________

2) Select the type(s) of employee contributions allowed for highly compensated employees (HCE'S) and specify the maximum percentage and/or amount allowed for each. Please note: Establishing different limits for HCE'S requires employers to identify HCE'S on payroll file transmissions (PDI).

Maximum Percent Maximum Amount

❑ Employee Before-Tax _______________ ________________

3) Employee contributions should be entered in:

❑ Whole Percentages (1)

❑ Fractional Percentages (.1)

❑ Whole Amounts (1)

❑ Fractional Amounts (.01)

4) Does the Plan allow for age catch up contributions?

❑ NO

❑ YES

If age catch up allowed, should age catch up contributions be tracked as a separate election (deferral)?

❑ NO (Default)

❑ YES. If yes, plan allows (circle one): PERCENTAGE(%) AMOUNT($) BOTH

5) Does the Plan allow for hardship withdrawals?

❑ NO

❑ YES. If yes,

❑ Safe Harbor 6 month suspension

❑ Safe Harbor 12 month suspension

❑ Facts and Circumstances

6) Does the Employer restrict deferral change periods?

❑ NO (Default)

❑ YES. If yes,

❑ Monthly

❑ Quarterly

❑ Semi-Annual

❑ Annual

❑ Other, specify: ________________________________

7) Does the Employer limit the number of changes to deferrals within the change period noted above?

❑ NO (Default)

❑ YES. If yes, how many changes allowed per period specified above? (#): _________

Please select how often you would like to receive your Deferral Change Report and the start date. Note that it is very important for your deferral file to be sent to you on the same frequency as your payroll. I.E. if your payroll is weekly your deferral file should be set up to be sent weekly as well.

DEFERRAL FEED

8) Provide Payroll Date and select the Payroll Frequency and Frequency for Receipt of the Deferral Feed for each Payroll Center:

|Payroll Date:_________________ |Payroll Date:_________________ |Payroll Date:_________________ |

|Payroll Center Name (if applicable): |Payroll Center Name (if applicable): |Payroll Center Name (if applicable): |

|__________________ |__________________ |__________________ |

| | | |

|Payroll Frequency: |Payroll Frequency: |Payroll Frequency: |

|Weekly |Weekly |Weekly |

|Bi-Weekly |Bi-Weekly |Bi-Weekly |

|Semi-Monthly |Semi-Monthly |Semi-Monthly |

|Monthly |Monthly |Monthly |

|Frequency for Receipt of Deferral Feed: |Frequency for Receipt of Deferral Feed: |Frequency for Receipt of Deferral Feed: |

|Weekly |Weekly |Weekly |

|Bi-Weekly |Bi-Weekly |Bi-Weekly |

|Semi-Monthly |Semi-Monthly |Semi-Monthly |

|Monthly |Monthly |Monthly |

**If the deferral change file is not setup on the same frequency as your payroll, Future Dated Deferral; Single Payroll Deferral; and Scheduled Deferral Change options are not available.

9) How many calendar days prior to the payroll date listed above would you like to receive your deferral file?: _________ (number)

10) The first deferral file should generate on: _____________ (mm/dd/yyyy)

11) Select alternate file transmission day for weekends/holidays. If files are generated on a day of the month that falls on a weekend/holiday, select which alternative date you want to receive files. Please note, this election applies to all files (deferral, new eligible, etc.)

❑ The business day before the weekend/holiday (Default)

❑ The business day after the weekend/holiday

12) Specify the desired output File Type and Sort Option of the Deferral File. Both formats are sent to the Plan Service Center directory. Choose one of each.

File Type:

❑ Data file (for uploading into your payroll system)

❑ Printable file (to manually enter the changes into the your payroll system) (Default)

Sort Option:

❑ Social Security Number order

❑ Last name, first name (Default)

❑ Employee number

13) Specify the desired file output:

❑ Deferral ‘Change Only’ file (contains only data for participants who have changed their deferral since the prior file) (Default)

❑ Full Deferral File (contains deferrals for all participants)

14) Specify the Plan Service Center contact to receive notification of the deferral file transmission. Only one contact may receive the Deferral File. You may designate additional contacts to receive a copy of the deferral file (Trial Deferral File).

Deferral File:

|Name: |_______________________________________ |

|Phone #: |_______________________________________ |

|Payroll Site: |_______________________________________ |

|Email Address (REQUIRED): |_______________________________________ |

|PSC ID# (REQUIRED): |_______________________________________ |

Trial Deferral File:

|Name: |_______________________________________ |

|Phone #: |_______________________________________ |

|Payroll Site: |_______________________________________ |

|Email Address (REQUIRED): |_______________________________________ |

|PSC ID# (REQUIRED): |_______________________________________ |

Trial Deferral File:

|Name: |_______________________________________ |

|Phone #: |_______________________________________ |

|Payroll Site: |_______________________________________ |

|Email Address (REQUIRED): |_______________________________________ |

|PSC ID# (REQUIRED): |_______________________________________ |

Additional information may be required, if applicable to your Plan:

• Deferral Seed File: A file listing all active participants’ current deferrals is required prior to activating this feature. Current Deferrals on the seed file should be:

• the deferral percentage or amount for Active participants on the payroll system.

• a zero (0) for all employees who have opted out of the plan previously

• a Null or Blank for all other employees (Newly eligible employees, new employees who are not eligible yet, or anyone who has never participated in the plan.)

• Hardship suspensions: Attach a list of participants currently under hardship suspension. Include participant name, social security number and the date that the hardship expires. See timeline for more information.

• Catch up provisions: Attach a list of participants currently utilizing the catch up provision. (if applicable) Include participant name, social security number and the amount of catch up and the date that the catch up expires.

Part 2: Provide the following information regarding the Plan's eligibility requirements, enrollment window and plan entry dates:

1) Plan Eligibility Criteria: ______________________________________________

2) Who will determine the Plan entry date (participation date) of employees?

❑ Plan Sponsor (via payroll file or manual input)

❑ PSC (Calculation)

3) Plan Entry Dates (as indicated in the plan document):

❑ Immediate *

❑ Monthly *

❑ Quarterly

❑ Semi-Annual

❑ Annual

❑ Other, specify: ___________________________________________

*Note: Plans that have eligibility requirements and plan entry dates which would make employees eligible to enroll more frequently than quarterly need to be reviewed carefully. Due to timeframes involved in the enrollment process, it may be necessary to have the employer handle the Enrollment Information Kit distribution process.

4) Once the participation date is reached, does the employer restrict enrollment in the Plan to "Enrollment Windows"?

❑ NO

❑ YES. If yes, what is the period for the Open Enrollment Window?

❑ 15 days

❑ 30 days

❑ Other, specify:____________________________________

5) For the initial enrollment file, disregard any employee whose eligibility date is prior to: ____________ (mm/dd/yyyy). If no date is specified, ALL eligible employees with no deferral will receive an Enrollment letter.

6) Indicate when paper forms will be required in addition to online enrollment/deferral? 

(Default: no forms will be created unless otherwise indicated)           

❑ Only during conversion period.  To be removed on ______________ (mm/dd/yyyy) 

❑ Ongoing

7) Specify timing and recipients of the ongoing Trial New Eligible and New Eligible Files:

Select the desired frequency of receiving the Trial New Eligible and New Eligible files:

(Default: Frequency will be same as Plan entry dates unless otherwise indicated)

❑ Weekly

❑ Bi-Weekly

❑ Semi-Monthly

❑ Monthly

❑ Quarterly

❑ Semi-Annual

❑ Annual

a) How many calendar days prior to the plan entry date listed would you like to receive your Trial New Eligible File?: _________ (number)

b) First Trial New Eligible File to be sent on: _____________ (mm/dd/yyyy)

If a) and b) are left blank, the following Default set up will be used:

✓ Weekly – On Fridays

✓ Bi-Weekly – Even week Fridays

✓ Semi-Monthly – 4th and 19th of each month

✓ Monthly – 30 days prior to Plan entry date

✓ Quarterly – 40 days prior to Plan entry date

✓ Semi Annual – 50 days prior to Plan entry date

✓ Annual - 50 days prior to Plan entry date

c) Recipient of the Trial New Eligible:

|Name: |_______________________________________ |

|Phone #: |_______________________________________ |

|Payroll Site: |_______________________________________ |

|Email Address (REQUIRED): |_______________________________________ |

|PSC ID# (REQUIRED): |_______________________________________ |

d) How many calendar days prior to the plan entry date listed would you like the New Eligible File to be sent?: _________ (number)

e) First New Eligible File to be sent on: _____________ (mm/dd/yyyy) (This is generally the date that Enrollment PIN letters are generated.)

If a) and b) are left blank, the following Default set up will be used:

✓ Weekly – On Fridays

✓ Bi-Weekly – Even week Fridays

✓ Semi-Monthly – 8th and 23th of each month

✓ Monthly – 25 days prior to Plan entry date

✓ Quarterly – 35 days prior to Plan entry date

✓ Semi Annual – 45 days prior to Plan entry date

✓ Annual - 45 days prior to Plan entry date

f) Recipient of New Eligible File:

|Name: |_______________________________________ |

|Phone #: |_______________________________________ |

|Payroll Site: |_______________________________________ |

|Email Address (REQUIRED): |_______________________________________ |

|PSC ID# (REQUIRED): |_______________________________________ |

Part 3: Automatic Enrollment Set-Up

1) Does the plan document provide for the usage of the Automatic Enrollment feature? .

❑ NO

❑ YES. If yes,

Enter Default percentage _________%

2) Will the plan offer automatic annual deferral increases for participants who are automatically enrolled?

❑ NO

❑ YES. If yes,

Default percentage will increase by _________% AND will not exceed _________%

3) Initial notification to eligible employees (number of days prior to automatic enrollment

(circle one – if none circled, default is 30 days): 30 60 90

4) Is the Automatic Enrollment feature to be applied to all employees who have not made an election (0% is considered an election)?

❑ YES

❑ NO. If no,

❑ only to those employees hired after (mm/dd/yyyy) ___________

❑ only to those employees with a participation date after (mm/dd/yyyy) ___________

5) If any employees are currently participating with a deferral below the plan default deferral percentage, please increase their deferral to the plan default and send them an Automatic Enrollment PIN letter.

❑ NO

❑ YES. If yes,

❑ All active, eligible employees contributing below the plan default

❑ All active, eligible employees with a zero deferral only

❑ Include highly compensated employees who meet the criteria

NOTE: Any Future Dated Deferral requests will be cancelled for anyone who gets defaulted

through this process

6) Will the Employer satisfy any of the following Automatic Contribution Arrangement requirements:

❑ Pre-PPA Automatic Contribution Arrangement (Default)

❑ PPA Automatic Contribution Arrangement (ACA)

❑ Eligible Automatic Contribution Arrangement (EACA)

❑ Qualified Automatic Contribution Arrangement (QACA)

NOTE: Qualified Default Investment Allocation should be set up prior to adding EACA or QACA.

7) Will the Employer be sending out the required initial Automatic Contribution Arrangement notification?

❑ NO (MetLife Service Provider to mail initial notification)

❑ YES (Employer to provide/distribute initial notification)

8) Will the Employer be sending out the required annual Automatic Contribution Arrangement notification?

❑ NO (MetLife Service Provider to mail annual notification)

❑ YES (Employer to provide/distribute annual notification)

9) Provide the following information where annual notification reminder is to be sent:

|Name: |_____________________________________ |

|Phone #: |_____________________________________ |

|Email Address (REQUIRED): |_____________________________________ |

|PSC ID# (REQUIRED): |_____________________________________ |

Secondary receiver for annual notification reminder:

|Name: |_____________________________________ |

|Phone #: |_____________________________________ |

|Email Address (REQUIRED): |_____________________________________ |

|PSC ID# (REQUIRED): |_____________________________________ |

10) At the time an employee is added to the record keeping system, the Plan’s default allocation needs to be applied to ensure allocation information is included in the automatic enrollment PIN letter. The Plan’s current default allocation will be applied to employees that are missing allocations.

Required Signatures

The signatures below acknowledge that the Employer and Plan Administrator have read, understand and agree to the standards and requirements for Online Enrollment and Deferral Change Processing. The Plan Administrator is responsible for ensuring proper consent is received from employees authorizing deferrals. The Plan Administrator authorizes the MetLife Service Provider to allow employees to enroll in the plan and accept participant deferral changes via the participant web and VRU. The Employer and Plan Administrator agree that the MetLife Service Provider will not be liable for any investment loss, liability, cost or expense for implementing any such instructions received from the participant. The Plan Administrator further acknowledges that the section titled “Must be completed for each Payroll Center when applicable” must be completed for each payroll center and submitted with this Set-up Document.

___________________________________________________ __________________

Authorized Employer Signature Date

___________________________________________________ __________________

Authorized Plan Administrator Signature Date

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❑ Change Existing Set Up

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