Navigating Census Collection for Complex Plan Sponsor Entities

In PensionPro, a Client record represents the plan sponsor, and one or more Plan records are linked to that Client. For related employers, such as controlled groups, affiliated service groups, MEPs, PEPs, and multiemployer plans, you can choose a setup based on two needs: managing the annual workflow and collecting employee census data.

The employee step in Annual Administration data collection is used to gather census data. With the customizable data collection feature, currently being rolled out for Business Bundle clients, you can hide this step when clients only need to review employer data and complete a questionnaire.

First, decide where the census data will come from, since it will impact how you need to set up the Plans and Projects:

• • • Main entity: Use one Plan and one Annual Administration project when the main entity provides the census data. If the Plan Sponsor has multiple divisions, consider if payroll for all divisions will be provided together or as separate files.

• • • Each entity: Create separate Client and Plan records when each employer provides and approves its own census and employer data. Launch a separate project for each Plan.
      • • PEP example: Create one main Plan plus separate collection Plans, such as PEP Admin 1 and PEP Admin 2. Use the separate Plans to collect census data. Use the main Plan for the combined workflow and Form 5500 preparation. Keep the legal plan name, EIN, and IRS plan number on the main Client record so the filed Form 5500 data flows to the correct Plan Cycle.
        • Note: Launching an Annual Admin project with data collection automatically creates an Employer Data Record and Plan Cycle. If you aren’t launching this type of project for the related plans, there are other steps we can walk you through creating those records.
    • Payroll integration vendor: Choose the setup that matches how your vendor sends files.
      • • Dynamis can send one combined file (with all entities or divisions together) for a single Plan to be imported into the project, or separate files when needed.
        • Finch and Payroll Integrations can send one file per entity. Import each file into its matching project, or download, combine, and import the files.
        • As a reminder, imported payroll data can be shown on PlanSponsorLink for review and approval rather than the plan sponsor needing to populate the data on their own. This helps ensure the information you receive is accurate and streamlines the review process for the plan sponsor.

  Track Related Plans

  Use the MEP fields to connect related Plans, even if the arrangement is not technically a MEP.

  • • • Set up the master Plan:
        • Open the Plan that will serve as the master
        • Go to General
        • In General Plan Information, select Edit
        • Check the MEP Master box
        • Select Save
        • Required security right: Add/Edit Plan
      • Link each member Plan:
        • Open a related Plan
        • Go to General
        • In General Plan Information, select Edit
        • In Linked Multiple Employer Plan, select the master Plan
        • Select Save
        • Required security right: Add/Edit Plan

    After linking the Plans, use the MEP Name filter to find the group. In Fetch, use the MEP Master node and MEP Plan Name to build queries.

    Alternatively, use Plan Group or Plan Category. Define values under Maintenance > List Values > Core > Plan, then select the appropriate value on each Plan record.

    For help determining the best Client and Plan setup for each situation, please submit a Help Center ticket. Our team is happy to guide you through the available options. Best of luck finishing your 10/15 filings!

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