PENSERV

Revised:  8/2019

PENSERV is a third party administrator for 403(b) and 457 plans. Web Finance Office will create the files required by PENSERV.

PENSERV has two files that may be submitted. 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 for remitting contributions for 403(b), 457, etc. It contains employee demographic info and 403(b) and 457 information.

2.  The Payroll File is for remitting contributions for 403(b), 457, etc. It contains employee demographic info, 403(b) and 457 information.

Note: For any questions regarding timing of files to be submitted or how to submit files, please contact PENSERV directly.

Census File Fields and their locations in the SDS database:
The following fields are located in the Employee Master.

•     Social security number

•     Last name, first name, middle name or initial

•     Employee address, city, state, zip

•     Date of birth

•     Date of hire: Hire date

•     Termination Date

•     Salary: Annual_Salary field in employee master or from Employee Contracts

Amounts 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 Penserv.

•     Deferrals 403(b): Deduction/Benefit Master must have Active = Y and Box 13 = E.

•     Deferrals 457: Deduction/Benefit Master must have Active = Y and Box 13 = G.

•     Vendor: Deduction and benefit master, Vendor Name.

Creating the Census File:

1.  Select Payroll Processing

2.  Select State and Federal Reporting.

3.  From the Select Your State dropdown, select Penserv.

4.  From the Select Your Report dropdown, select the Census file.

5.  Fill in the top part of the screen with the correct district information.

6.  Select Save Setup. This will retain your information for future reports.

7.  Select Create Report. The file CensusPenserv_K.csv file will be created.

8.  Right click on the yellow file folder and select Save Target As. Change the file name to CensusPenserv.csv and select Save to a location of your choice.

Payroll File Fields and their locations in the SDS database:
The following fields are located in the Employee Master.

•     Social security number

•     Last name, first name, middle name or initial

•     Employee address, city, state, zip

•     Date of birth

•     Employment Status Code: Separation Reason

•     Date of Termination: Termination date

Amounts are pulled from the Employee YTD detail history. These fields will be reported if the Deduction/Benefit Master marked as indicated on the deductions and benefits reported to Penserv.

•     Deferrals 403(b): Deduction/Benefit Master must have Active = Y and Box 13 = E.

•     Deferrals 457: Deduction/Benefit Master must have Active = Y and Box 13 = G.

•     Current Salary: G1 gross wages

Creating the Payroll File:

1.  Enter WFO and from the menu tree select Payroll Processing | State and Federal Reporting.

2.  From the Select Your State dropdown, select Penserv.

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.  Select Save Setup. This will retain your information for future reports.

6.  Select Create Report. The file PayrollPenserv_K.csv file will be created.

7.  Right click on the yellow file folder and select Save Target As. Change the file name to PayrollPenserv.csv and select Save to a location of your choice.