Employer Action Required - DTL2 Corrections

January 30, 2014

 

The Office of Retirement Services found a select group of members that were inadvertently set up in the wrong benefit and/or healthcare plan. ORS has corrected the members benefit structure, recalculated employer and any member MIP and 3% healthcare contributions (HCC) originally reported on their DTL2 records and refunded overpayments to your employer statement for the affected pay periods.

 

Your reporting unit is responsible for reconciling and correcting the appropriate Defined Benefit (DB) and Defined Contribution (DC) records.  All corrections must be made by April 25, 2014 and all corresponding payments must be made by May 9, 2014 to avoid any penalties or late fees.

 

Step 1: Retrieve the “Mbrfix.csv” file from the Data Exchange Gateway (DEG).

The instructions on how to retrieve and read the file are below. The “Mbrfix” file contains the discrepancies between what was originally reported and what was recalculated for Defined Benefit contributions on the DTL2 record.

NOTE: ORS is unable to recalculate the DTL4 record; therefore, reporting units are responsible for recalculating and adjusting the Defined Contribution records.

 

Step 2: Reconcile your Defined Benefit and Defined Contribution records.

Use the chart(s) below to determine if you must refund or collect contributions from the employee and if there are changes to the employer contributions. Use Chart A if the member only had changes to their healthcare plan, use Chart B if they only had changes to their pension plan, if the member had changes to both healthcare and pension you will need to use both Chart A and Chart B.

NOTE: Posted member contribution amounts can be found on the View Employee Info screen. Member and employer contribution amounts can be found on the download detail for the pay period needing the adjustment

 

Chart A

Healthcare Changes	Action Needed
Graded Premium (3%) to PHF	1.)     DTL4 2.)     1.) Do a positive adjustment for employer and employee PHF monies. 3.)     DTL2 1.)     1.) Use columns __ and __ on the “Mbrfix” to determine discrepancies on the DTL2 record. 2.)     2.) Refund excessive 1% from Graded Premium Healthcare contributions (HCC) to employee.
PHF to Graded Premium (3%)	1.)     DTL4 2.)     1.) Do a negative adjustment for employer and employee PHF monies. 3.)     DTL2 1.) Use columns _ and _ on the “Mbrfix” file to determine discrepancies on the DTL2 record. 2.) Reconcile and withhold appropriate employee and employer contributions for 3% HCC.

 

Chart B

Pension Changes	Action Needed
MIP/Basic to DC Converted	1.)     DTL4 2.)     1.) Do a positive adjustment for employer and employee DC monies. 3.)     DTL2 4.)     1.) No action needed
MIP/Basic to MIP 7%/Basic 4% or attainment	1.)     DTL4 2.)     1.) No action needed 3.)     DTL2 1.) Use columns _ and _ on the “Mbrfix” file to determine discrepancies on the DTL2 record. 4.)     2.) Withhold and reconcile appropriate MIP contributions with employee.
MIP/Basic to Pension Plus	1.)    DTL4 2.)    1.) Do a positive adjustment for employee and employer DC contributions. 3.)    DTL2 1.) Use columns _ and _ on the “Mbrfix” file to determine discrepancies on the DTL2 record. 4.)    2.) Withhold and reconcile appropriate employee and employer DB contributions.
MIP Graded to MIP Plus	1.)     DTL4 2.)     1.) No action needed 3.)     DTL2 1.) Use columns _ and _ on the “Mbrfix” file to determine discrepancies on the DTL2 record. 4.)     2.) Withhold and reconcile appropriate MIP contributions with employee.
MIP 7%/Basic 4% or attainment to MIP/Basic	1.)     DTL4 2.)     1.) No action needed 3.)     DTL2 1.) Use columns _ and _ on the “Mbrfix” file to determine discrepancies on the DTL2 record. 4.)     2.) Withhold and reconcile appropriate MIP contributions with employee.
MIP DC converted to MIP 7%	1.)    DTL4 1.) Do a negative adjustment for employer and employee DC monies. DTL2 1.) Use columns _ and _ on the “Mbrfix” file to determine discrepancies on the DTL2 record. 2.)    2.) Withhold and reconcile appropriate employee and employer DB contributions.
DC to Pension Plus	1.)     DTL4 2.)     1.) Do a negative adjustment for employer and employee DC monies. 3.)     DTL2 1.) Use columns _ and _ on the “Mbrfix” file to determine discrepancies on the DTL2 record. 4.)     2.) Withhold and reconcile appropriate MIP contributions with employee.
Pension Plus to DC	1.)     DTL4 2.)     1.) Do a positive adjustment for employee and employer DC contributions. 3.)     DTL2 4.)     1.) No action needed
Pension Plus to MIP/Basic	1.)    DTL4 2.)    1.) On the DTL4 record, do a negative adjustment for employer and employee DC monies. 3.)    DTL2 1.) Use columns _ and _ on the “Mbrfix” file to determine discrepancies on the DTL2 record. 4.)    2.) Withhold and reconcile appropriate employee and employer DB contributions.

 

“Mbrfix.csv” File Format:

Column Name	Description
RU #	Your Reporting Unit Number
Social Security Number	Members SSN Number
First Name	Members First Name
Last Name	Members Last Name
Record End Date	Record end date for adjustments
Incorrect Benefit Structure	Pension Plan the member was inadvertently set up in.
Correct Benefit Structure	Pension Plan that the member should be in for the affected pay period.
Incorrect Healthcare Plan	Healthcare Plan the member was inadvertently set up in.
Correct Healthcare Plan	Healthcare Plan that the member should be in for the affected pay period.
Old Employee Pension Contribution	Employee Pension Contributions originally reported on the DTL2
New Employee Pension Contribution	Employee Pension Contributions reported after recalculation of the DTL2
Employee Pension Contribution Difference	Difference between old and new employee Pension contributions (If value in the field is negative, money has been refunded on the employer DB statement. If value is a positive, employer must make up missed contributions.)
Old Employee Health Contributions	Employee Health Contributions originally reported on the DTL2
New Employee Health Contributions	Employee Health Contributions reported after recalculation of the DTL2
Employee Health Contribution Difference	Difference between old and new employee health contributions (If value in the field is negative, money has been refunded on the employer DB statement. If value is a positive, employer must work with the employee to make up missed contributions.)
Old Employer Pension Contribution	Employer Pension Contributions originally reported on the DTL2
New Employer Pension Contribution	Employer Pension Contributions reported after recalculation of the DTL2
Employer Pension Contribution Difference	Difference between old and new employer Pension contributions (If value in the field is negative, money has been refunded on the employer DB statement. If value is a positive, employer must make up missed contributions.)
Old Employer Health Contributions	Employer Health Contributions originally reported on the DTL2
New Employer Health Contributions	Employer Health Contributions reported after recalculation of the DTL2
Employer Health Contribution Difference	Difference between old and new employer health contributions (If value in the field is negative, money has been refunded on the employer DB statement. If value is a positive, employer must work with the employee to make up missed contributions.)
Are DC Adjustments Needed?	If Yes, indicates the employer is responsible for doing a positive adjustment on the DTL4 to make up missed DC contributions.

 

DEG File Download Instructions:

1.    Use Internet Explorer.

2.    Go to https://dxgweb.state.mi.us.

3.    Log in.

4.    Available Msgs link will show all Messages available.

5.    Locate the filename called mbrfile.

6.    Click on the text icon (appears as a piece of paper) to download as text.

7.    A File Download dialog will open.  Click the Save button.

8.    Navigate to the location where you would like to store the file.

9.    Change the file name to mbrfile.csv – the .csv ending is critical.

10.  Change the save as type to All Files.

11.  Click the Save button.

12.  Open the folder where you chose to save the file in step 8.

13.  Double click the file to open.

 

**NOTE** Refer to the Reporting Instruction Manual: Chapter 14-DEG Guide for more information. Not all computer systems are the same; if you are unable to access the files, please try a different web browser or contact your IT personnel for assistance.

 

**IMPORTANT** DEG files that have not been downloaded are available for only 14 days from the date of this communication. Files that have been downloaded are available on the Downloaded Messages tab for only 4 days from the date of download.

 

If you need further assistance, contact the Employer Reporting help desk at 517-636-0166 or email us at ORS_Web_Reporting@michigan.gov.