Gatekeeper is a third party administrator for 403(b) and
457 plans. The Web Finance Office will create files needed for Gatekeeper.
Gatekeeper requires three files for initial setup and one file that are
created after every payroll. A detailed list of the files, the fields included
in each file and where the information for these fields resides in the SDS
database is provided below.
1. The Census File contains employee demographics, current and prior year 403(b), salary, retirement plan, etc. This file is prepared once for initial plan review.
2. The Year-to-date File contains employee demographics, current year 403(b), salary, retirement plan, etc. This file is prepared once directly before Gatekeeper begins remitting contributions for your school.
3. The Investment Election File contains employee demographics, current year 403(b) information and investment company information. This file is prepared once directly before Gatekeeper begins remitting contributions for your school.
4. The Payroll File contains employee demographics and current payroll information. This file is prepared on a per pay period basis.
Note: For any questions
regarding timing of files to be submitted or how to submit files, please contact
Gatekeeper directly.
Census
File Fields and their locations in the SDS Database
Fields
1-6 are located in the Employee
Master.
1. Social security number.
2. Last name, first name, middle name or initial.
3. Date of birth.
4. Date of hire.
5. Employee address, city, state, zip.
6. Employee State Plan Contribution: Retirement TIN field must have T, I or N.
o Amounts for Fields 7-14 are pulled from the Employee YTD detail. These fields will be reported if the Deduction/Benefit Master is marked as indicated on the deductions and benefits reported to Gatekeeper.
7. Employee 403(b) contributions:
Deduction/Benefit Master must have
Fringe Benefit = N, Active = Y and Box 13
= E.
8. Employee Roth contributions: Deduction/Benefit
Master must have
Fringe Benefit = N, Active = Y and Box 13 = BB.
9. Employer paid 403(b) contributions:
Deduction/Benefit Master must have
Fringe Benefit = Y, Active = Y and Box 13
= E.
10. Employee 457 contributions: Deduction/Benefit Master
must have
Fringe Benefit = N, Active = Y and Box 13 = G.
11. Employer paid 457 contributions: Deduction/Benefit
Master must have
Fringe Benefit = Y, Active = Y and Box 13 = G.
12. Employee retirement contributions: Deduction/Benefit
Master must have
13. Voluntary employee paid deductions for retirement
contributions: Deduction/Benefit Master must have Voluntary = Y, Fringe Benefit
= N, Active = Y and Pension Plan = Y.
13. Gross salary: Employee YTD Detail G1 gross wages.
Creating the Census File
1. Enter WFO and from the menu tree select Payroll Processing | State and Federal Reporting.
2. From the Select Your State dropdown, select Gatekeeper.
3. From the Select Your Report dropdown, select the Census file.
4. Fill in the top part of the screen with the correct district information.
5. From the Benefit, Retirement and Deduction Selectors, select your appropriate choices.
6. Select Save Setup. This will retain your information for future reports.
7. Select the Special Options. Under Calendar Year, select Prior to Calendar Close.
8. Select Create Report. The file 403bCensus_G.csv will be created.
9. Right click on the yellow file folder and select Save Target As. Change the file name to 403bCensus_G.csv and select Save to a location of your choice.
Year-To-Date-File Fields and their locations in the SDS Database
Fields 1-6 are located in the Employee Master.
1. Social security number.
2. Last name, first name, middle name or initial.
3. Date of birth.
4. Date of hire.
5. Employee address, city, state, zip.
6. Employee State Plan Contribution: Retirement TIN field must have a T, I or N.
o Amounts for Fields 7-14 are pulled from the Employee YTD detail. These fields will be reported if the Deduction/Benefit Master marked as indicated on the deductions and benefits reported to Gatekeeper.
7. Employee 403(b) contributions:
Deduction/Benefit Master must have
Fringe Benefit = N, Active = Y and Box 13
= E.
8. Employee Roth contributions: Deduction/Benefit
Master must have
Fringe Benefit = N, Active = Y and Box 13 = BB.
9. Employer paid 403(b) contributions:
Deduction/Benefit Master must have
Fringe Benefit = Y, Active = Y and Box 13
= E.
10. Employee 457 contributions: Deduction/Benefit Master
must have
Fringe Benefit = N, Active = Y and Box 13 = G.
11. Employer paid 457 contributions: Deduction/Benefit
Master must have
Fringe Benefit = Y, Active = Y and Box 13 = G.
12. Employee retirement contributions: Deduction/Benefit
Master must have
Fringe Benefit = N, Active = Y and Pension Plan = Y.
13. Voluntary employee paid deductions for retirement
contributions:
Deduction/Benefit Master must have Voluntary = Y, Fringe
Benefit = N, Active = Y and Pension Plan = Y.
14. Gross salary: Employee YTD Detail G1 gross wages.
Creating the Year-To-Date File
1. Enter WFO and from the menu tree select Payroll Processing | State and Federal Reporting.
2. From the Select Your State dropdown, select Gatekeeper.
3. From the Select Your Report dropdown, select the YTD file.
4. Fill in the top part of the screen with the correct district information.
5. From the Benefit, Retirement and Deduction Selectors, select your appropriate choices.
6. Select Save Setup. This will retain your information for future reports.
7. Select Create Report. The file 403bYtd_G.csv will be created.
8. Right click on the yellow file folder and select Save Target As. Change the file name to 403bYtd_G.csv and select Save to a location of your choice.
Investment Election File Fields and their locations in the SDS Database
Fields 1-4 are located in the Employee Master.
1. Social security number.
2. Last name, first name, middle name or initial.
3. Date of birth.
4. Date of hire.
5. Amounts for Fields 5-10 are pulled from the Employee Deductions. These fields will be reported if the Deduction/Benefit Master marked as indicated on the deductions and benefits reported to Gatekeeper.
6. Employee 403(b) contributions:
Deduction/Benefit Master must have
Fringe Benefit = N, Active = Y and Box 13
= E.
7. Employer paid 403(b) contributions:
Deduction/Benefit Master must have
Fringe Benefit = Y, Active = Y and Box 13
= E.
8. Employee Roth contributions: Deduction/Benefit
Master must have
Fringe Benefit = N, Active = Y and Box 13 = BB.
9. Employee 457 contributions: Deduction/Benefit
Master must have
Fringe Benefit = N, Active = Y and Box 13 = G.
10. Employer paid 457 contributions: Deduction/Benefit
Master must have
Fringe Benefit = Y, Active = Y and Box 13 = G.
11. Investment Company: Information pulled from Deduction/Benefit Master. Vendor Number and Vendor Name fields must be complete.
Creating the Investment Election File
1. Enter WFO and from the menu tree select Payroll Processing | State and Federal Reporting.
2. From the Select Your State dropdown, select Gatekeeper.
3. From the Select Your Report dropdown, select the Investment file.
4. Fill in the top part of the screen with the correct district information.
5. From the Benefit, Retirement and Deduction Selectors, select your appropriate choices.
6. Select Save Setup. This will retain your information for future reports.
7. Select Create Report. The file 403bInvest_G.csv will be created.
8. Right click on the yellow file folder and select Save Target As. Change the file name to 403bInvest_G.csv and select Save to a location of your choice.
Payroll File Fields and
their locations in the SDS Database
Fields 1-8 are located in the Employee
Master.
1. Social security number.
2. Last name, first name, middle name or initial.
3. Date of birth.
4. Date of hire.
5. Employee address, city, state, zip.
6. Employee State Plan Contribution: Retirement TIN field must have a T, I or N.
7. Employee status: Separation Reason field, one character, user define,
8. Employee status dates: Termination Date. Must be included for every employee with a status code entry.
o Amounts for Fields 9 -16 are pulled from the Employee YTD detail History.
9. Employee 403(b) contributions:
Deduction/Benefit Master must have
Fringe Benefit = N, Active = Y and Box 13
= E.
10. Employer paid 403(b) contributions: Deduction/Benefit Master must have Fringe Benefit = Y, Active = Y and Box 13 = E.
11. Employee Roth contributions: Deduction/Benefit
Master must have
Fringe Benefit = N, Active = Y and Box 13 = BB.
12. Employee 457 contributions: Deduction/Benefit Master
must have
Fringe Benefit = N, Active = Y and Box 13 = G.
13. Employer paid 457 contributions: Deduction/Benefit
Master must have
Fringe Benefit = Y, Active = Y and Box 13 = G.
14. Employee retirement contributions: Deduction/Benefit
Master must have
Fringe Benefit = N, Active = Y and Pension Plan = Y.
15. Voluntary employee paid deductions for retirement
contributions:
Deduction/Benefit Master must have Voluntary = Y, Fringe
Benefit = N, Active = Y and Pension Plan = Y.
16. Gross Salary: Employee YTD Detail History G1, gross wages for payroll(s) being reported.
Creating the Payroll File
Note: Payroll must be closed before creating this file.
1. Enter WFO and from the menu tree select Payroll Processing | State and Federal Reporting.
2. From the Select Your State dropdown, select Gatekeeper.
3. From the Select Your Report dropdown, select the 403(b) Payroll file.
4. Fill in the top part of the screen with the correct district information.
5. From the Benefit, Retirement and Deduction Selectors, select your appropriate choices.
6. Select Save Setup. This will retain your information for future reports.
7. In the Report Date field, enter the date you are reporting.
8. In the Calendar Starting and Calendar Ending Dates, enter the SDS payroll calendar starting and ending dates.
o Note: If you
are reporting only one payroll, these dates will be the same.
If you are
reporting a range of payroll dates, enter the first payroll date in the starting
payroll date field and the last payroll date in the ending payroll date field.
9. Select Create Report. The file 403bPayroll_G.csv will be created.
10. Right click on the yellow file folder and select Save Target As. Change the file name to 403bPayroll_G.csv and select Save to a location of your choice.