How to report retirement plan contributions

How to report 403(b) contributions (plus employer matches) to VALIC online.

This process requires using Internet Explorer, which currently works for us using wine. Richard's machine is set up to do this. Michael knows how to set it up on another machine if necessary.

Basic instructions

There is a file on our application server called /usr/local/beancounters/403b.gnumeric. Open it.

If no page exists for the month you are reporting, duplicate the most recent month's page and change it's name to reflect the appropriate month and year.

Check the names and amounts to see that everything seems current and correct. (Generally participants have a share that they contribute which is matched by Free Geek. However, if a participant contributes more than 3.2% of their gross pay, Free Geek only matches the first 3.2%.)

(When we switched from 12 paychecks per year to 26 per year, we had to set up two new plans replacing the old ones. These changes are indicated below.)

There are two basic plans:

Pretax (0001 Pntsa) (0003 Pntsa 26Pay)

Everyone in the retirement plan has an entry in the pretax section. If they actually are making pretax contributions, then that amount is recorded there. Whether or not they are making pretax contributions, Free Geek's contribution is recorded in this section as well.

Roth (0002 After Tax Roth) (0004 After Tax Roth 26Pay)

Folks who are making Roth contributions have those figures recorded the the Roth section.

Step by step instructions

When ready to do the reporting, follow these instructions:

1. Double-check that all the numbers are correct. (They should match what paychex has deducted from the pay checks.)
2. Double-check the formulas to see that the total amounts are also correct.
3. Using Internet Explorer, go to the URL listed in the spreadsheet.
4. Enter our account access information and password.
5. Navigate through their site this way:
   • Click on the pencil icon next to the line for the pretax numbers (0003 Pntsa 26Pay)
   • Click on the Setup Contribution List link
   • Enter the payroll date (you may need to user their widget, or you might be able to just type it in)
   • Make sure the names and numbers match what's in our spreadsheet.
   • If you need to edit the amounts, click on the Save Changes button.
   • Click on Save and Proceed to Summary button.
   • If that looks good, click on Submit List without Funds button.
   • Print the summary page.
   • Click on the Home link when finished.
6. Repeat the previous steps for the Roth numbers as well (0004 After Tax Roth 26Pay)
7. When finished, remember to log out and close Internet Explorer.
   • The wine process that allows us to run IE will likely need to be manually killed at this point. (Ick!)
8. Write, get signed, and send a check for the total amount to VALIC according to instructions in the spreadsheet.
   • Include our group number on the check
   • I like to print out the current page of the spreadsheet as an accompanying document.
9. Staple together the printed summaries from above with a copy of the current page of the spreadsheet and mark it as paid with the check number and put in the "to file" tray.