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SDEIT ADMINISTRATIVE GUIDE TO SUBMISSION FILL IN

Overview:

The Administrative guide will provide the basics of registering, logging in, updating and making

changes to the SDEIT website. The content and activities within this participant guide should be

suitable for both new as well as tenured specialist on updating the website.

The primary objective of this guide is to give a person, or persons, responsible for updating the

website with necessary skills to perform this successfully and provide documentation for future

use or updates.

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Table of Contents

SDEIT ........................................................................................................................................................... 1

SDEIT On-Line Registration ........................................................................................................................ 3

File Format Submission ................................................................................................................................ 6

Legend ........................................................................................................................................................... 7

Submission Upload ....................................................................................................................................... 9

Submission Fill In ....................................................................................................................................... 11

Retrieving Invoice/Rejection Response ....................................................................................................... 12

Portable PGP .............................................................................................................................................. 13

Install Portable PGP ................................................................................................................................... 14

Portable PGP Configuration ...................................................................................................................... 16

Use Portable PGP ....................................................................................................................................... 18

Encrypt a file ............................................................................................................................................... 19

Decrypt a file............................................................................................................................................... 21

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SDEIT On-Line Registration

1. Go to https://mpr.sdeit.net/default.htm

2. You will be presented with a Confidential Disclaimer

3. In order to proceed further please scroll to the bottom of the Confidential Disclaimer and

agree with general terms and conditions, then select Continue

4. Now you are at the SDEIT Employee Reporting Page

5. In the top right hand corner select REGISTER

6. Please fill out the Information Register form and select Register

7. You can also upload your public PGP key at this time. See (pg. 13) to create one.

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8. If the registration process was successful you will be notified

9. Now you can click on LOGIN

a. User name (your EIN)

b. Password (the password you just created)

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10. Now you should be at the Login menu

11. Note to users

a. If you click HOME it will take you back to the Disclaimer Page and you will

have to agree to the terms and that will take you back to your HOME/LOGIN

12. You will also need to download and submit your PGP Public/Personal Encryption Key

13. We will take a look into the PGP Encryption Key closely later in this guide (pg.12)

14. Let’s take a look at some more options once you’ve registered and logged in

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File Format Submission

1. In this section we will discuss how you successfully create, format and save a .csv file

2. First you need to create a .csv file

3. Open Microsoft Excel

4. We will indicate what each of the Columns and Cells will have to contain

a. You must name the cells exactly as in this guide (all the letters, special characters

such as _ or -, etc)

b. First Line (1) will have the Header with Field Names

c. Second line (2+) will have the entrys

d. Take a look at the example screen shot below

5. Column A – File_Name (Internal Use Only, Leave Blank. Technically each line will start

with a comma)

6. Column B – Contribution_Code

7. Column C – Federal_ID

8. Column D – Report_MMYY

9. Column E – Report_Due_MMDDYY

10. Column F – Employee_SSN

11. Column G – Enployee_DOB_MMDDCCYY

12. Column H – Employee_Last_Name

13. Column I – Employee_First_Name

14. Column J – Class

15. Column K – NEBF_Clock_Hours

16. Column L – Gross_Earnings

17. Column M – Category

18. Column N – Dues_Deduct

19. Column O – IBEW_COPE

20. Column P – 401K_Amount

21. Column Q – SDHW_Hours

22. Column R – Termination

23. Column S – Pension_Rate

24. Column T – Pension_Amount

25. Once you have filled out all the columns and rows it in this format, this file will have to

be saved by itself

26. Remember you have to save it as <file name>.csv

a. Example: John_Doe.csv

27. Now that you have saved it you can proceed to Upload the File

28. You can find that under section Submission Upload (pg.9)

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Legend

1. In this section we will look at each of the Columns and what they stand for, how to enter

data into them and which ones are required and which ones are not

a. Please note that all the Required fields have an X next to them

b. Example: Contirubtion_Code, Federal_ID, etc.

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Submission Upload

1. Let us assume you have logged in successfully

2. You are now at the home screen

3. In the top right hand corner you have your User Name, Home, Submission Upload,

Submission Fill In, Submissions and Logout

4. Let us take a look at the SUBMISSION UPLOAD

5. You will be presented with the Upload option to upload a file

a. This is the file that you have created in the section above “File Format

Submission”

6. The file you are Uploading must be in a <file name>.csv

a. Note that .csv file extension is a form of Excel file format

7. For each Submission Upload you will have to select the Month and Year of the pay

period you are submitting

a. Example: 03/2014

8. You can ONLY submit one file per pay period*. You cannot submit 2 files with the same

date and name in a same pay period (* You can only submit another file with the same

pay period if the previous file has been rejected)

9. You will click on the BROWSE button

10. A new window will open up

11. Now you will have to find the file you want to upload from point 6

a. Remember the file must be in the <file name>.csv format

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12. Once you find the file, click on the file and click OPEN

a. OR simply double click on the file

13. Now you are back at the New Submission

14. Make sure that the file in the Submission Box is correct and select SUBMIT QUERY

15. Upon successful submission you will get the following screen

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Submission Fill In

The Submission Fill In process is similar to the old format under TrustBenefits Online.

1. In the upper right-hand corner on the Home Page select Submission Fill In

2. Select the month and year for the hours being reported.

3. A display of every report filed for the previous month will appear.

4. Each report must be completed before the data may be submitted. Even if the report is

going to show zero hours it must be signed off. This includes checking the box that the

entries have been validated and approved.

5. Click “SAVE” after each report is completed.

6. Once each report is completed, including checking the box for validation and approval

of the data, the Completed field will change from “NO” to “YES”.

7. When all reports have “YES” under the Completed column, the “SUBMIT” button

will be enabled and the data may be submitted.

8. Instructions for retrieving the completed MPR can be found on Page 12.

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Retrieving Invoice/Rejection Response

After Submissions are filed. You can download the corresponding Invoice or Rejection file via

the Submissions Page.

1. Click on Download on the corresponding file.

a. If the file has been rejected an Error Log will be available for download.

b. If the file was accepted a invoice will be available.

c. Click on the file and make sure it is a .pgp file.

2. After downloading the file You may decrypt it via Portable PGP (pg.21)

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Portable PGP

1. Go to http://ppgp.sourceforge.net/

2. Download the Portable PGP

a. You can either download the USB-Stick version

b. OR you can download the fully automatic Windows install

3. Make sure that you save it somewhere where you can find it

4. Once you’ve downloaded the file please proceed to install Portable PGP

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Install Portable PGP

In this section we install Portable PGP

1. Find the Portable PGP file that you had downloaded in the previous step

2. Double Click on the file to run/execute it

3. Select the Run

4. You can now select the options you wish to install

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5. Once satisfied with the selection you can select NEXT

6. Leave the destination folder as default and click Install

7. Once installed select CLOSE

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Portable PGP Configuration

In this section you will configure PortablePGP

1. Select the option that you would like to configure

2. If this is the 1st time you are running Portable PGP or any PGP program please select the

1st option

a. This is the first time I use PGP. Please Generate a new private/public key pair

3. If you already own a PGP Private key use the second option to import it

a. I already own a PGP private key. Let me import it

4. For this document and guide, we will set this up as if this is the 1st time

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5. Please fill in the information in order to generate a key phrase

a. Name

b. E-mail

c. Comment

d. Passphrase

e. Again

6. Select GENERATE

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Use Portable PGP

In this section we will review how to use Portable PGP as well as how to export the Private or

Public Key.

1. Open Portable PGP

2. Now you should have the list of options on the left hand side/column

a. Encrypt

b. Decrypt

c. Sign

d. Verify

e. Keyring

3. In order to export the Private key please click the Private Key

4. Now select the DISC icon

5. That will allow you to export the key and save it

6. Please save the key somewhere where you can find it/locate it

a. My Document, Desktop, etc (THIS IS YOUR PERSONAL PRIVATE KEY DO

NOT GIVE IT OUT, YOU WILL NEED THIS KEY TO DECRYPT AND TO

READ ALL SECURE COMMUNICATIONS FROM SDEIT.)

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7. Repeat this procedure for exporting the Public Key (use Public Key Section)

8. Now you can email/upload the PUBLIC key during the registration process or email it to

pgpkey@sdeit.org

Encrypt a file

1. Find a file that you want to encrypt

a. This is the file that you created under Submission Upload section

2. Open up PortablePGP

3. Click on the Encrypt

4. Select Encrypt a file

5. Click on Browse

6. Navigate to where the file is stored

a. Local C:\ drive or Network Drive

7. Select the Target and if you want a Signature

8. Click on Encrypt – bottom right

9. A new window will open up asking you to select an encrypted file path

a. You can save it on your Desktop

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10. Give it a name

a. In this instance we did a Test file name

11. Now you should have a file called Test on your desktop

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Decrypt a file

1. Open up PortablePGP

2. Click on Decrypt

3. In the PATH you can click on the Browse button

4. Find/locate the file you want to decrypt

a. In this case we used the same Test file that we encrypted earlier

5. Select Decrypt

6. If the Decrypt is successful you will get the following message

7. Now a new window will open up asking you where to save the Decrypted file

8. Pick a location

a. Example: Desktop

9. Hit Save