RIC Common Remitter Report

The Iowa Retirement Investors' Club (RIC) offers state-sponsored 403b or 403b Roth voluntary retirement savings benefit plans. These plans have no vesting requirements.

Iowa employers are required to create and submit RIC reports to the Iowa Department of Administrative Services. Districts must maintain demographic information for all members who have contributed and submit this information through a Census file to keep the data current. Additionally, districts must submit payroll contributions through a Common Remitter file each pay period. The Census data must be submitted first before submitting contributions, or an error will occur.

The Iowa Department of Administrative Services allows for multiple RIC plan providers, including:

Corbridge (formerly AIG)
EMPOWER
Horace Mann
Voya

However, Voya manages the plans and collects the contributions for all providers using PlanWithEase.

Menu path

From the Human Resources menu, select State. From the State - IA menu, select IA RIC Common Remitter Report.

Submission period

Each pay period.

Selection rule

Employees contributing to the 403b or 403b Roth voluntary retirement savings benefit plans are selected and reported.

Prerequisite

Complete the Setup procedures.

Setup

Set up the following before creating the IA RIC Common Remitter report:

Retirement Deductions

Use the IA RIC Common Remitter Report - Setup - Retirement Deductions page to add, update, and delete retirement deductions.

On the IA RIC Common Remitter Report page, select Setup, and then Retirement Deductions.
Filter records using the filter criteria. To enter filter criteria:
1. Select an option in the first field.
2. Select or enter a value.
3. Select Add if the button is enabled.
  Refer to Search for records for more information.
  - To add a record, click Add Record. Refer to Field descriptions and enter valid information in the required fields. Select Save, then Yes.
  - To edit a record, select the ellipsis in the Actions column, then select Edit. Update the information and select Save.
  - To delete a record, select the ellipsis in the Actions column, select Delete, then select Yes.
  - To download the information, select Download, then select Download PDF or Download as an Excel Document.

Field descriptions

The following table describes the fields on the Retirement Deduction Codes Data form of the IA RIC Common Remitter Report - Setup - Retirement Deductions page.

Field	Description	Data source or Valid values
Deduction Code	The deduction code. Select Lookup to search for and select a retirement deduction code from the Deduction Code Search Tool. This field is view-only.	The Deduction Code Search Tool records are retrieved from the Deduction Table page.
Deduction Description	The retirement deduction’s description. This field is view-only.	The value is retrieved from the Deduction Table page.
Contribution Source	The source of the contribution.	Valid values: VO - Employee ER - Employer RT - Roth
Vendor	The RIC plan provider.	The values in the drop-down list are retrieved from the IA RIC Common Remitter Report - Setup - Vendor Codes page.

Vendor Codes

Use the IA RIC Common Remitter Report - Setup - Vendor Codes page to add, update, and delete vendor codes.

On the IA RIC Common Remitter Report page, select Setup, and then Vendor Codes.
Filter records using the filter criteria. To enter filter criteria:
1. Select an option in the first field.
2. Select or enter a value.
3. Select Add if the button is enabled.
  Refer to Search for records for more information.
  - To add a record, click Add Record. Refer to Field descriptions and enter valid information in the required fields. Select Save, then Yes.
  - To edit a record, select the ellipsis in the Actions column, then select Edit. Update the information and select Save.
  - To delete a record, select the ellipsis in the Actions column, select Delete, then select Yes.

Field descriptions

The following table describes the fields on the Vendor Codes form of the IA RIC Common Remitter Report - Setup - Vendor Codes page.

Field

Description

Vendor Code

The code identifying the vendor.

This field is view-only and cannot be updated after saving the record.

Vendor Name

The vendor’s name.

Load data

On the IA RIC Common Remitter Report page, select Load.
Select the Payroll Date. The default is the current date.
Select the Check Start Date and Check End Date.
Select Load, and then Yes.
If data for the selected criteria is loaded, select Yes to delete and reload the data.
Save the Load Summary report file and select OK.
Navigate to the file location.
Inspect the file. Update data if needed.
Repeat these steps until all required data is loaded.

Maintain data

You can correct the loaded data before submitting the report. However, you must also update the source data.

On the IA RIC Common Remitter Report page, filter records using the filter criteria. To enter filter criteria:
1. Select an option in the first field.
2. Select or enter a value.
3. Select Add if the button is enabled.
  Refer to Search for records for more information.
  - To add a record, click Add Record. Refer to the Field descriptions and enter valid information in the required fields. Select Save, and then Yes.
  - To edit a record, select the ellipsis in the Actions column and then select Edit. Update the information and select Save.
  - To delete a record, select the ellipsis in the Actions column, select Delete, and then select Yes.
  - To download the information, select Download, then select Download PDF or Download as an Excel Document.

Field descriptions

The following table describes the fields on the Employee Information form of the IA RIC Common Remitter Report page.

Field	Description	Load logic - Data source and Valid values
Payroll Date	The employee’s payroll date. The default is the current date. This field is view-only and cannot be updated after saving the record.	Not applicable
Employee Number	The employee number. Select the lookup icon to search for and select an employee number. This field is view-only.	The field value is retrieved from the Employee Number field on the Employee Information page.
Social Security	The employee's Social Security number. This field is view-only.	The field value is retrieved from the Social Security field on the Employee Information page.
First Name	The employee’s first name. This field is view-only.	The field value is retrieved from the First Name field on the Employee Information page.
Middle Name	The employee's middle name. This field is view-only.	The field value is retrieved from the Middle Name field on the Employee Information page.
Last Name	The employee's last name. This field is view-only.	The field value is retrieved from the Last Name field on the Employee Information page.
Street Address 1	The first line of the employee's address.	The field value is retrieved from the Address field on the Employment tab of the Employee Information page. This field value overrides the value in the Address field on the Employment tab of the Employee Information page.
Street Address 2	The second line of the employee's address.	The field value is retrieved from the Address field on the Employment tab of the Employee Information page. This field value overrides the value in the Address field on the Employment tab of the Employee Information page.
City	The employee's city of residence.	The field value is retrieved from the City field on the Employment tab of the Employee Information page. This field value overrides the value in the City field on the Employment tab of the Employee Information page.
State	The employee's state of residence.	The field value is retrieved from the State field on the Employment tab of the Employee Information page. This field value overrides the value in the State field on the Employment tab of the Employee Information page.
Zip Code	The employee's zip code.	The field value is retrieved from the Zip Code field on the Employment tab of the Employee Information page. This field value overrides the value in the Zip Code field on the Employment tab of the Employee Information page.
Zip Code Extn	The employee's zip code extension.	The field value is retrieved from the Zip Code field on the Employment tab of the Employee Information page. This field value overrides the value in the Zip Code field on the Employment tab of the Employee Information page.
Gender	The employee's gender.	Valid values: M - Male F - Female O - Other The field value is retrieved from the Sex at Birth field on the Employee Information page. This field value overrides the value in the Sex at Birth field on the Employee Information page.
Birth Date	The employee's date of birth.	The field value is retrieved from the Birthdate field on the Employee Information page. This field value overrides the value in the Birthdate field on the Employee Information page.
Hire Date	The employee's date of hire.	The field value is retrieved from the Hire Date field on the Employment tab of the Employee Information page. This field value overrides the value in the Hire Date field on the Employment tab of the Employee Information page.
Source	The source of the contribution.	Valid values: VO - Employee ER - Employer RT - Roth
Vendor	The RIC plan provider.	The values in the drop-down list are retrieved from the IA RIC Common Remitter Report - Setup - Vendor Codes page.
Amount	The contribution amount being remitted for the current payroll cycle.	The valid value is the deduction or contribution amount based on the check history.

Create file

On the IA RIC Common Remitter Report page, select Report.
Select the Report Date and Report Option.
Create a hard copy of the report to verify data before you create the electronic file:
1. Select Hard Copy.
2. Select PDF or Excel.
3. If you have the security permission to view the entire Social Security Number (without masking) and want to include it, select Print Full Social Security Number.
4. Select Create, and then Yes.
Save the file and select OK.
Navigate to the folder containing the report file.
Inspect the file. Update data if needed.
Repeat these steps until all the required data is included.
Create the electronic file:
1. Select Electronic File.
2. Select Create, and then Yes.
3. Save the file and select OK.
  The default file name is IA RIC Common Remitter_<MMDDYYYY>.csv.

Follow the state's submission procedures.

Purge Data

If you need to correct setups or employee data, purge the existing records and reload the data.

On the IA RIC Common Remitter Report page, select Purge.
Select the Payroll Date.
Select Submit.
Select Yes, and then OK.