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Schwab Retirement Technologies, Inc. ®

Schwab RT Compliance Management Automation (CMA) Data Share Utility/C287 User Guide

Schwab RT CMA Data Share Utility

(August 2017)

The material contained herein is proprietary to Schwab and for informational purposes only. The information is not intended to provide tax, legal or investment advice. Schwab does not guarantee the suitability or potential value of any particular information source. Certain information presented herein may be subject to change. The information or material contained in this document may not be copied, assigned, transferred, disclosed or utilized without the express written approval of Schwab.

The Charles Schwab Corporation provides services to retirement plans and participants through its subsidiaries: Charles Schwab & Co., Inc. (Member SIPC), Charles Schwab Bank, Schwab Retirement Plan Services, Inc., and Schwab Retirement Technologies, Inc.® (Schwab RT). Schwab RT is engaged in developing and licensing proprietary retirement plan recordkeeping systems to independent Third Party Administrators.

For further information, contact Schwab Retirement Technologies, Inc. at 4529 Sharon Road, Charlotte, NC 28211, USA. Web site: schwabRT.com.

2017. Schwab Retirement Technologies, Inc. All rights reserved.

The Compliance Management Automation (CMA) system is designed to provide compliance testing and tracking capabilities for Employee Benefit Plans based on plan criteria and information inputted by the user. Schwab does not provide tax, legal, regulatory or compliance advice or oversight to plan sponsors.

CMA Data Share Utility

August 2017 Schwab Retirement Technologies of 15

Introduction You can use the CMA Share Data Utility/C287 to send (export) and receive (import) data between Schwab RT Recordkeeping and an external Compliance system.

The Share Data Utility provides an alternative data sharing solution for recordkeepers who do not use the CMA automation in SchARP, which includes a “Data Sharing” business activity embedded in the workflow.

The embedded Data Sharing business activity and the standalone Share Data Utility provide the same basic functionality and use the same system and plan level compliance settings in Plan Maintenance. The main difference between these two methods of data sharing is that one is bundled within an automated workflow and the other is an external module that can be directly accessed by the user.

Replacement for ASC Import/Export Utility We recommend using the Share Data Utility/C287 in place of the ASC Import/Export Utility/C285, which will be retired in the near future. The data file created by the Share Data Utility is identical to the one created by the ASC Import/Export Utility, except that it uses settings under Plan Maintenance instead of using an ASC Template. As an added benefit, the CMA Share Data Utility provides support for the Compensation and Hours Tracking feature.

Accessing the Share Data Utility Currently, the Share Data Utility runs from the Recordkeeping Favorites menu.

To add the Share Data Utility to the Favorites menu:

1. On the Recordkeeping console, click Favorites and select Edit Favorites.

2. Click Add and select the C287 from the list of Recordkeeping executables.

3. The CMA Share Data Utility will appear on the Favorites menu, as shown below:



CMA Share Data Utility/C287 This application can be used to send (export) and receive (import) data between Schwab RT Recordkeeping and an external Compliance system.

Share Data You can use the Share Data window to select plans for which export files will be created, based on the settings for each plan under Plan Maintenance/Share Data. These data files will be shared with your external Compliance system. This window also allows you to specify date ranges for the shared data, location of the share file, and other options.

Note: The data file created by this application is the identical to the one created by the ASC Import/Export Utility/C285, except that it uses settings under Plan Maintenance instead of using an ASC Template.



Field Definitions This window includes the following fields:

Plan Selection Select one of more plans for which to create an export file. At least one plan must be selected. All options default to Off (no).

Date Range Setting

Define Cycle

Select one of the following cycles options:

Plan Year End (Default)

User Defined

Beginning Date/ Ending Date

Enter beginning and end dates in mm/dd/yyyy format. This option is enabled only if the User Defined cycle is selected.

If PPF Not Available Determines the action the system takes if there is no historical participant data for the specified period.

Available Options:

Use Participant File—Use current participant data for each participant who does not have historical data for the specified cycle. (Default.)

Skip the Participant—Skip each participant who has no historical data and continue processing with the next participant.

Prompt when Accessing—Prompt whether to use current participant data for each participant who has no historical data.

Discontinue Processing—Stop processing when the system comes to a participant who has no historical data.

Note: Periodic Participant File (PPF) records, stored in SQL tables, consist of historical data that change periodically such as primary status, hours, salary, and investment elections. Numerous applications use the data as the basis for allocations, testing, and reporting.

Share Location Specify a valid file location where the files will be created. Restricted to one file per plan. Defaults to blank.



Import Data You can use this window to define options for importing test results from an external Compliance system to Schwab RT Recordkeeping.


File Types Select at least one of the available import file types. All options default to Off (No).

Import File Location Specify a valid location for the files to import. Defaults to blank. Required field.

Refresh File List Click this button to populate the Select Files to Import list.

Select Files to Import Select at least one file from the list, which contains all files of the specified file type that reside in the specified location.

The Import Date application updates Recordkeeping with data from the selected files. This functionality is the same as that used by the Import from ASC window in the ASC Import/Export Utility/C285.



System level Share Data Settings Share Data Settings Window

The Share Data Settings window provides the following tabs that you can use to define system-level options for sharing data with an external compliance system. These system level settings can be overridden at the plan level in Plan Maintenance/C001.

Test Settings Tab You can use this window to select the Compliance Tax Map, Compensation Mapping values, and other system-level testing options.




Compliance Tax Map Select the appropriate tax map from the list of options.

This field is required if the Create Data Share File option is selected on the Test Settings window.

Defaults to Off (no).

Transaction Date to Use for ADP, ACP, and 402(g) Tests

Select the appropriate date for these tests:

As of Date (default)

Process Date

Transaction Date to Use for Top Heavy Test

Select the appropriate date for this test:

As of Date

Process Date (default)

Mapping Map the following Compliance tests to the corresponding Salary Field or Compensation Formula (if you are using Compensation Hours and Tracking):

Prior w-2

Current w-2

415

HCE

ADP

ACP

Top Heavy

401(a)(4)

414(s)

The Current w-2 field is required if the Create Data Share File option is selected on the Test Settings window.

Defaults to blank.

Export ''Other'' Compliance Values

Select any of the following options for export to an external compliance system:

Deferrals

ADP

ACP

Contributions

Forfeitures

Prior Year NHC Ratios

All options default to Off (no).



Source Mapping Tab You can use this window to describe and map the Sources Positions with the money types used at a system level.

At the system level, you can use the Edit Source Type Items button to edit the Source Types that appear for selection when you click on an item in the Map to Source Type column. The editing option allows you to apply a more meaningful name to the Source Types.

Note: If using ASC, the source mapping list should match the source listing from the pattern plan.




Source Position The source position number refers to the sequence in which the sources are set up in the plan.

Source Description The description of the sources set up in the plan.

Map to Source Type Map each source position to pre-defined and pre-ordered source type.

Defaults to blank.

Edit Source Type Items Click to modify source type descriptions.

Maintain Source Type Items When you click the Edit Source Type Items button, the selection list appears for editing.



Status Code Selection Tab You can use this window to select the Status Codes to include in compliance testing.

At least one Status Code must be selected if the Create Data Share File option is selected on the Test Settings window. By default, all codes are set to Off (No).

The following Status Codes are disabled and cannot be selected for data sharing:

764: Management Account

853: Redemption Fee Pseudo Account.



Plan Level Share Data Settings Share Data Settings Window

The Share Data Settings window provides the following tabs that you can use to define plan-specific options for sharing data with an external compliance system. With the exception of Division Code Selection, all Share Data Settings can be defined at the system level.

Test Settings Tab You can use this window to select the Compliance Tax Map, Compensation Mapping values, and other plan-level testing options.

Field Definitions

Plan-specific options are defined below. For all other field definitions, see “System-Level CMA Settings.”

Use System Settings for Test Settings, Source Mapping, and Status Code Selection

When this option is selected (default setting), the plan uses system-level Compliance settings defined in RK SQL System Maintenance. To override the system-level settings and define plan-specific settings, clear the Use System Settings option and complete the remaining fields.



Source Mapping Tab You can use this window to describe and map the Sources Positions with the money types used in the current plan.

To map source types at the plan level, the Use System Settings for Test Settings, Source Mapping, and Status Code Selection option on the Test Settings window must be cleared (OFF).


Source Position The source position number refers to the sequence in which the sources are set up in the plan.

Source Description The description of the sources set up in the plan.

Map to Source Type Map each Source position to pre-defined and pre-ordered source type.

Defaults to blank.

Source Type descriptions can be modified only at the system level.



Status Code Selection Tab You can use this window to select plan-level Status Codes to include in compliance testing.

To select status codes at the plan level, the Use System Settings for Test Settings, Source Mapping, and Status Code Selection option on the Test Settings window must be cleared (OFF).

At least one Status Code must be selected if the following fields are selected on the Test Settings window: Use SchARP for Compliance Management Automation and Create Data Share File. By default, all codes are set to Off (No).

The following Status Codes are disabled and cannot be selected for data sharing:

764: Management Account

853: Redemption Fee Pseudo Account.



Division Code Selection Tab You can use this window to select the Plan Divisions to include in compliance testing. A division is automatically selected here if the Include Division in SchARP Compliance Share Data option, shown below, is selected using the Division options on the Payroll Processing/Payroll Cycle window.

At least one Division Code must be selected if the following fields are selected on the Test Settings window: Use SchARP for Compliance Management Automation and Create Data Share File.

Note: Division Codes are must be selected at the plan level. All divisions are enabled by default.

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