Note: This section applies to the DC report format only. If you are referencing the DB-only report format, see the Reporting Defined Benefit (DB) section.
Use the links to jump to the sections below.>
When it is necessary to add a new employee to your report you will complete the following steps:
| Column | Description |
|---|---|
| A - SSN | Enter employee’s nine digit social security number |
| B - WagCD | Enter 01 for regular wages |
| C - Begin Date | Enter beginning date of the pay period |
| D - EndDate | Enter end date of the pay period |
| E - Employee Name | Enter employee’s name |
| F - Org | Enter your organization number |
| G - Year | Enter fiscal year in which wages are paid |
| H - Wages | Enter amount of the wages |
| I - Hours | Enter amount of the hours |
| J - PayRate | Enter hourly pay rate |
| K - PRETAX Employer Mandatory 4% | This is the automatic 4% the employer contributes to the participant’s 401k. |
| L - Employer Match % | This is the amount up to 3% that the employer will match the employee contribution |
| M - PRETAX Employer 3% Match | $ Amount that the employer is matching in 401k |
| N - Employer Healthcare match % | This is the amount up to 2% that the employer will match the employee contribution. This 2% is only matched if the member contributes 4% - 5+% total. 3% or less will be matched in column L. |
| O - PRETAX Employer 2% HC Match | Dollar amount the employer is matching to the HC fund, after the 3% match is already met |
| P - PRETAX Employee Deferral % | % the employee is contributing to a 401k or 457 |
| Q - PRETAX Employee Contributions | This is the $ amount the participant is contributing to a 401k or 457 account. |
| R - ROTH Employee Deferral % | % the employee is contributing to a post-tax 401k |
| S - ROTH Employee Contribution | This is the dollar amount a participant is contributing to a post-tax 401k. |
| T - TotalContributions | This is the total $ amount of employee and employer contributions to be deposited at Voya. |
| U - Employee Deferral Updated? | Place “X” in box if deferral has changed since the last report due to notification from Voya of change- there will be a biweekly feedback file if any changes occur |
| V - New Employee or Demographic Change? | Place “X” in box if the employee is new, terminated, or has other demographic changes |
When you hire a new employee or need to update an existing employee's demographic information, you must update the information within the Demographic Updates tab.
| Column | Description |
|---|---|
| A - SSN | Enter employee’s nine digit social security number |
| B - FIRST NAME | Enter employee’s first name |
| C - LAST NAME | Enter employee’s last name |
| D - ADD1 | Enter employee’s address |
| E - ADD2 | Enter employee’s address |
| F - CITY | Enter employee’s city |
| G - ST | Enter employee’s state |
| H - ZIP | Enter employee’s 5 digit zip code |
| I - DATE OF HIRE | Enter employee’s date of hire |
| J - ANNUAL SALARY | Enter employee’s annual salary |
| K - PRIOR DEFC 40 | If the member is a former State employee, ORS can give you their prior hours which will count towards vesting |
| L - SERVICE CREDIT HOURS | Running total of hours member has worked for NCA (capped at 80 per pay period/2080 a year) |
| M - Total Vesting Hours | Total of DEFC 40 (column K) and SC hours (Column L) |
| N - TERMINATION DATE | If the member terminates employment, enter their termination date so Voya can document the termination in their system and participant can withdraw their money. |
After receiving/downloading the newly formatted DC report from the DEG, if all employee data is the same, you will need to change only the pay period begin and end dates. Note: If the member has DC contributions, be sure to check the Voya feedback file to determine if any participants have changed their contribution deferral amount. Also, to ensure that your report loads properly, do not click/drag or copy any information into or within your report.
| Tab | Description |
|---|---|
| Defined Benefit (DB) | Leave blank or hide tab if your entity does not have any DB members. If questions on completing this section, see DB reporting process above. |
| DB Wage Adjustments | Leave blank or hide tab if your entity does not have any DB members. If questions on completing this section, see DB reporting process above. |
| Defined Contribution (DC) | Enter wages, hours, pay rate, and contribution rates |
| DC Wage Adjustments | Enter information if any positive or negative adjustments are needed to previous pay periods |
| Loan Repayment | Enter information if a participant is repaying a loan to Voya |
| Demographic Updates |
Enter information if a new participant is hired, or a current participant updates their address or terminates employment. Note: Add a checkmark to column “V” on the Defined Contribution (DC) tab if there are demographic updates.
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Occasionally it may be necessary to make an adjustment for a previous pay period on your current report. You may do this using the following steps:
| Column | Description |
|---|---|
| A - SSN | Enter employee’s nine digit social security number |
| B - WagCD |
05 for a positive wage adjustment 06 for a negative wage adjustment |
| C - Begin Date | Enter beginning date of the pay period you are adjusting |
| D - EndDate | Enter end date of the pay period you are adjusting |
| E - Employee Name> | Enter employee’s name |
| F - Org | Enter your organization number |
| G - Year | Enter fiscal year in which wages adjustment is for |
| H - Wages | Enter amount of the wage adjustment |
| I - Hours | Enter amount of the hours adjustment |
| J - PayRate | Enter hourly pay rate for adjustment period |
| K - Employer Mandatory | This is the automatic 4% the employer contributes to the participant’s 401k. |
| L - Employer Match | This is the amount up to 3% that the employer will match the employee contribution |
| M - Employer HC Match | This is the amount up to 2% that the employer will match the employee contribution. This 2% is only matched if the member contributes 4% - 5+% total. 3% or less will be matched in column L. |
| N - Employee Pretax Contributions | This is the amount the participant is contributing to a 401k or 457 account. |
| O - Employee Roth Contributions | This is the amount a participant is contributing to a post-tax 401k. |
| P - TotalContributions | This is the total $ amount of employee and employer contributions to be deposited at Voya. |
Reports with DC contributions will need to be submitted to both ORS and Voya. To submit a DC format report to Voya, the file should first be encrypted with the password provided to your NCA by ORS, and then sent by email to: ID-GovtPayroll@voya.com.
Use the following address for the submittal of Defined Contribution (DC) loan repayments and rollover contributions ONLY to Voya:
Voya Financial
Attention: State of Michigan Plan Administration
P.O. Box 55497
Boston, MA 02205-5497
