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American Trust Retirement855 Main Street, 4th Floor, Dubuque, IA 52001 or57 Germantown Court, 4th Floor, Memphis, TN 38018Phone: 800.753.3682 or 800.548.2994americantrustretirement.com
Payroll Submission Instruction Guide
2. Payroll Submission Guide
STEP TWO: Select Pay Period
• Select division (if applicable)
• Highlight the payroll period by clicking on the corresponding payroll period
• Print the grid
• Click Next
STEP THREE: File Upload
• Choose process format (if applicable)
• Click Select File to attach the file
• Select Preview File to the verify correct layout of the payroll file
• Identify special instructions (if applicable)
• Click Next. Once validation is complete, a confirmation window will appear
• Click OK
STEP ONE: Log in to Your Account• Go to americantrustretirement.com
• Under Account Access, enter User ID and Password
• Select Sponsor
• Click Login
• Under the Payroll menu, click Payroll Center
• Choose Payroll in Process Selection
• Select process method
• Click Next
Summary of the Payroll Submission Process
STEP FOUR: Edit Data
• Add and/or correct any data errors that have been found in the process
• Ensure records have a valid or merged status under the details column heading
• Return to Step One to upload the new file
STEP FIVE: Totals/Funding
• Verify that the data entered and/or uploaded is accurate
• Print grid for totals
• Click Submit for final processing if all data is accurate
STEP SIX: Confirm/Input
• Complete upload process
• Print the confirmation page for your records
Please note: skip Step Three if there are no errors or warnings in your payroll file and continue to Step Four.
Tips to Avoid Data Validation Errors
• There must be values in all cells even if the value is zero• Make sure the field is formatted correctly by removing dollar signs and commas from cells that represent
dollar amounts (for additional information, refer to the data specifications on page four)• W hen entering loan repayments, be sure the total loan repayment is entered (if applicable)
EXIT PAYROLL CENTER
3.Payroll Submission Guide
You have two options for the layout of the payroll file.
OPTION ONE: Choose File Layout
The file must be an .xls, .xlsx, .csv, or .txt file type and include the following required fields:
• Social Security number
• Employee name
• Birth date
• Hire date
• Hours
• Deferral contributions
• Match contributions (if applicable)
• Loan repayments (if applicable)
• Pay period end date
• Paycheck date
If you choose to use your own file layout, a sample payroll file needs to be submitted to facilitate the setup of your payroll center application. Do not include any participant data on this sample file. The column headings are only needed for setup purposes. This file can be emailed to your transition consultant.
OPTION TWO: Choose the Save File Layout
The file must be an .xls, .xlsx, .csv, or .txt file type as shown below and include the required fields.
Once you have determined your file layout, please notify your transition consultant to setup the payroll center application.
Choosing a File Layout
Sample File Layout:
Employer Name
SSN Last Name
First Name
Birth Date
Hire Date
Pay Period
End Date
Pay Period Check Date
Current Pay Period
Hours
Employee Deferral Amount
Employer Amount
(if applicable)
Loan Repayments
(if applicable)
4. Payroll Submission Guide
1. Highlight the first row, which contains the column headings. Right click and select Delete. This will remove the entire row of headings from the file. If you choose to leave the column headings on your file, select Skip First Record (Header Record)
2. Delete any rows that have totals or other fields added to the file. The only rows remaining in the file should be those with employee data. If you choose to leave the totals in your file, select Skip Last Record (Trailer Record)
3. Place zero into blank cells. Every cell needs a number. Blank cells are not accepted through the data validation process
4. Remove dollar signs and commas from the dollar fields. These fields are not accepted during the data validation process
5. Save the file
ACCESS YOUR ACCOUNT• Go to americantrustretirement.com
• Under Account Access, enter User ID and Password
• Select Sponsor
• Click Login
• Under the Payroll menu, click
• Payroll Center
Preparing the Payroll File
Save the file layout using one of the following valid file types: .xls, .xlsx, .csv, or .txt. You can then upload the file to the American Trust website. After you have entered all of the data, make the following changes:
Field Format Example
Hours Numeric (twodecimals) 125.54
Dates MM/DD/YYYY 12/01/2010
Deferral Contribution Numeric (twodecimals) 1234.56
Match Contribution(if applicable)
Numeric (twodecimals) 1234.56
Loan Payment(if applicable)
Numeric (twodecimals) This field contains the total loan payment for this period
1234.56
Data Specification Rules Regarding Each Field
5.Payroll Submission Guide
GETTING STARTED: 1. Process Selection: Select Payroll (contains
payroll information such as salary, hours, or contributions)
2. Select Process Method (choose one):
• Upload a file containing the payroll data
• Manually enter employee information
• Copy information from a previous payroll period
• Work with a previously uploaded or manually created file
STEP ONE: Select a Pay Period
1. Select Division
2. Highlight the Payroll Period
3. Not Started status: Select the next available pay period you have a new file to upload
4. Incomplete status: Highlight payroll entry and click Delete to remove the record. Note: a pop up box will appear. You must check all boxes then click Continue. The status will return to “Not started”
5. Print Grid: Option to print the entire payroll grid
Navigating the Payroll Center
Step-by-step instructions are located throughout the payroll center at the right of the screen. You can also click Play to hear audio instructions. Your progress is shown as each step is completed.
After selecting the process and method, click Next.
Select the payroll period for which you are uploading data, then click Next.
6. Payroll Submission Guide
STEP TWO: File Upload
1. Process Format: Choose the format you have been instructed to use for the file upload. Click Data Format to view an example layout to ensure a successful upload
2. Select File: Upload the payroll data file
3. Select to skip the first or last records, if there are header/total rows in the file
4. Preview File: View your file before the upload is completed
5. Special Instructions: enter additional information here. For example, record the date the funding for the contribution was wired and the check was mailed
Validation of the File:Validation happens automatically after you click Next. The length of time it takes to process the file validation varies due to the number of records being uploaded.
Once your file has been uploaded, click OK
STEP THREE: Review Transaction Confirmation
1. Use the confirmation number to reference this transaction in the future
2. Click Submit
Navigating the Payroll Center
Click Next after selecting the file.
If the file upload is successful, click on Next and continue to Step Four.
7.Payroll Submission Guide
STEP FOUR: Totals/Funding
In this step, verify the information entered and/or uploaded is accurate. Click Print Grid to print a copy of your records.
STEP THREE: Edit Data (if needed)
If your file shows errors, it must be corrected before the file can be successfully uploaded. Errors found in the file are listed in the window. To print a copy, click Print Output.
In this example, the entry routine selected requires four fields in each row in the file. The error listing indicates that rows two through six do not contain four fields or data elements; therefore, the data for these rows cannot be imported.
You will need to open the file and correct these rows by adding or deleting data until the four expected fields are included before you can continue with uploading the file.
This process also validates numeric fields to ensure they are in the correct format (no
dollar signs or commas for payroll data, etc.).
Navigating the Payroll Center
Once errors are corrected, return to Step One to upload the new file.
Click Submit to complete the process.
8. Payroll Submission Guide
STEP FIVE: Confirm/Import
You have successfully completed the upload process. Print this page for your records. If you have additional information to provide, click Start Over to begin again. You can return to Plan Sponsor Web by clicking Exit.
OPTION TWO: Manual Check Processing
Payroll files are processed after we receive the manual check. Please refer to the instructions outlined in Appendix I of this document.
OPTION ONE: Same Day Processing–Authorized Agreement for Pre-arranged Debit (ACH)
Payroll files must be received by 2:00 p.m. (CT), if you choose ACH for automatic withdrawal; otherwise, the timing will begin the following day.
The ACH form is located in the back of this guide. Along with the ACH form, we also need a copy of a voided check. We automatically deduct your total contribution amount each time a payroll file is received. Payment is withdrawn from the business bank account one to two business days after the contribution due date. Complete the attached form with a voided check and mail to:
Navigating the Payroll Center
You have successfully completed the file upload process!
Funding the Payroll File
American Trust RetirementAttn: Retirement Division/Transition
855 Main Street, 4th Floor, Dubuque, IA 52001
9.Payroll Submission Guide
If you need additional assistance, contact an American Trust representative at 800.753.3682 or 800.548.2995. We are happy to assist you.
Frequently Asked Questions
To submit a special payroll run or bonus payroll, contact American Trust with the payroll specifics (payroll period dates, etc.), and we can add another payroll schedule to your plan. You can also contact your account manager at 800.753.3682 or 800.548.2995.
How do I submit a special payroll run or a bonus payroll for processing?
Is Payroll Center compatible with Microsoft Excel 2007?
Yes. Payroll Center supports Excel files with an .xlsx file extension.
Click Start Over to return to Step One. Highlight the payroll schedule that is Incomplete and click Delete. In the pop up box, check all boxes and then click on Continue (this deletes all records that were associated with that payroll period). The status should now show as Not Started. You may begin the submission process again. If there are multiple files, perform this step until payroll shows as Not Started.
The payroll status is Incomplete and the application will not allow me to click Complete Payroll in Step Five.
Click Start Over to return to Step One. Highlight the payroll schedule that is Incomplete and click on Delete. In the pop up box, check all boxes and then click on Continue (this deletes all records that were associated with that payroll period). The status should now show as Not Started. You may begin the submission process again. If there are multiple files, perform this step until payroll shows as Not Started.
There are duplicate records for the payroll I am submitting. How do I get rid of the duplicates?
This message indicates that your file layout contains too many columns of data in your spreadsheet. Click the View Data Format and this displays what type of data should be listed in each column of your payroll file. Next, click Start Over to go back to Step One to check the status of the payroll. If the status is Incomplete, highlight the payroll and click the Delete button. Click the boxes in the pop-up window and click continue and the payroll will return to a Not Started status. Open your spreadsheet and verify the layout matches the information in your file and adjust the file as appropriate. Save and close the file and begin again at Step One.
When I click Preview File after attaching the payroll spreadsheet in Step Two, I receive the following message, “Delimited record contains wrong number of elements.” How do I correct this?
Contribution File Payment TimingACH will occur one to two business days after the contribution due date.
of its termination in such time and in such manner as to afford American Trust Retirement a reasonable opportunity to act on it.
Checking SavingsAccount type:
ABA Routing Number
ABA Account Number
MMIA
I acknowledge the below is to be used for contribution file funding. Going forward, please fund my contribution file by ACH from the following account:
Authorization AgreementPlan Name:
855 Main Street, 4th Floor, Dubuque, IA 52001 • 800.548.2994 • americantrustretirement.com
Plan Name
Authorization Signature
DatePrint Name
Rev. 7/2017
Plan ID:
APPENDIX I
1251 Waterfront Place, Suite 525
Pittsburgh, PA 15222 330 S Poplar Ave, Suite 103-E
Pierre, SD 57501 1-800-693-7800
www.macg.com
MATC Wire, ACH, and Postal Instructions
Document Version: 3/29/2017 Page 1 of 1
NOTE: To insure proper credit, please be sure to include both the Mid Atlantic account number (Bin Number) and the plan name on all deposits. As indicated the BIN number should be placed between pound (#) signs for all deposits, and written on the face of the check. **If MATC is performing an ACH Debit from your account, please provide your bank our ACH Customer/Originator ID: 1273169253
TO WIRE TRANSFER FUNDS: Huntington Bank 7 Easton Oval Columbus, OH 43219 ABA Number: 044000024 Account Number: 01100176493 Account of: Mid Atlantic Trust Company OBI: #Bin Number# Further Credit to: Plan Name
TO SEND FUNDS VIA ACH: ABA Number: 041215032 Account Number: 01100176493 Account of: Mid Atlantic Trust Company For Further Credit: #Bin Number# & Plan Name
TO SEND FUNDS VIA CHECK
PLEASE MAKE CHECKS PAYABLE TO: Mid Atlantic Trust Company FBO #Bin Number#
To send checks via US Postal Service: Mid Atlantic Trust Company
PO Box 536707
Pittsburgh, PA 15253-5909
Mid Atlantic Trust Company
PO Box 515451
Pasadena, CA 90051-6751
To send checks via Overnight Delivery: Mid Atlantic Trust Company
Attn: Lockbox Operations 536707
307 23rd Street Extension, Suite 950
Pittsburgh, PA 15215
Mid Atlantic Trust Company
Attn: Lockbox Operations 515451
20500 Belshaw Ave
Carson, CA 90746
