FREQUENTLY
ASKED QUESTIONS
33. Does the Incompass System run in Windows 7 64bit Operating System?
Yes, Incompass will run using the Windows 7 Operating System.
The 64bit version requires changes not required by the 32bit programs.
32. Does the Incompass System run under Vista Operating System?
Yes it does. If you are a current client, you will need to contact
Incompass for the appropriate program changes. See question 12 also.
31. I need to know all of the terminees so I can prepare the
paperwork to
pay them out. Is there a quick way to find them all?
The Defined Contribution System's Option
U, Multi Function Status
Report, will list all Participants with a specific status code
(i.e. M, N
and Q - terminee codes). The option will also produce a report
of all
participants for a given client in descending salary, descending
age,
ascending social security number or new participants only order.
30.
How can I find out what clients are on the system? Can I find
all the clients
that have a certain year end?
Go to the Administrative Functions System,
Option S, Client Status Report.
The system will produce a report showing all clients on the system
in
alphabetical order. This option will also ask you if you want
to produce a
listing in ascending client number order and then in fiscal year
end order.
You can pick any or all three.
29.
I entered the wrong eligibility requirements in the Plan Parameters.
How do I
find the ones that need their dates in plan reset and will the
system do it for
me without touching the DOPs of the existing participants?
Option B, selection code 3 (Special Options),
"A", in the Defined
Contribution System will solve your problem. By choosing "J"
within Special
Options, you can delete all the dates of participation which have
occurred
during the current plan year. The system will not touch any dates
from
another year.
28.
If I don't have a Date of Birth or Date of Hire, can I still process
the
employee?
Yes. The system has certain "dummy"
dates built in that will let you
continue. They are: 01/01/1950, 01/01/1970 and 01/01/1980. When
you
print out a census request for the client to complete the following
year,
Option K in Administrative Functions, the dates will disappear
leaving
blanks for the client to fill in the proper dates.
27.
The system seems to be slowing down. How do I speed it up?
The system is forced to work harder each
time you add a new employee or
history records for an employee. That includes adding employee
deductions.
The fastest way to sped up the process is to run a REORG (Option
A, on the
Administrative Functions Menu). This is similar to using the software
that is
provided with Windows, usually called Disk Defragmenter. REORG
does
basically the same thing but only for the specific file you have
chosen to
reorganize. Another method of speeding up the system process would
be to
summarize much of the data for a given client. Check Option V
on the
Defined Contribution System Menu.
26.
How often should I back-up the system? What software would you
recommend I use?
Incompass recommends that you backup your system weekly and store a copy of a monthly back-up off site. If an unusually large amount of data has been input, the user may wish to do an interim back-up to safeguard against loosing that data due to natural, mechanical or human error. Should your computer crash, Incompass can reinstall the Incompass files, but, not specific data that you have input on your clients.
The types of backup you can use will vary. A good rule of thumb is to pick the most popular type available today.
Currently, a flash drive is the most popular and the easiest to use. As an example, a SanDisk 1, 2, or 4 GB flash drive are readily available at Costco, Staples, Walmart, Fry’s Electronics, ebay etc. If your operating system is Windows XP or Vista, plugging the flash drive into your USB port will cause the operating system to automatically create the software for you. Then, it is simply a case of creating a directory/folder on your flash drive. We recommend calling it INC. Then, using Windows My Computer, do a COPY from the INC directory on your hard drive and PASTE to the flash drive. That’s it.
Another alternative that can be used; your CD-ROM. If you have a writeable CD-ROM drive on your computer, which most new computers come with (even newer versions come with a DVD writer which is compatible with a CD-ROM. You can back up the entire Incompass System quickly and effectively using the same method of COPY and PASTE as described above.
The drawback is; data written to a CD-ROM or DVD has the file properties flag changed to READ-ONLY and must be changed back if you must recover the data.
If you determine that you must restore from a backup CD or DVD, you will need to copy the data from the CD or DVD to the \INC\MST directory/folder. Since the system can be maintained on the C: D: or any other drive letter that you have chosen, you must include the drive letter. To change read-only file attributes to allow write access, you should do the following.
Click on Windows Explorer.
Determine which drive the Incompass System is located on. IE C: and click on that drive letter. Look for the \INC directory/folder, and click on it. There will be subdirectories AA, PROGS, & MST within the \INC directory/folder. As stated above, your data resides in the MST directory/folder. Right click on the MST folder.
Click on Properties (the read only flag will be checked) in the General Tab, towards the bottom of the window. Uncheck this flag. A message box will pop up asking if you want to change that folder only or the attributes of all files under it as well. Select the option to change all files. Do the same for the INC\PROGS directory/folder also.
The above attribute problem is NOT required for flash drives because they are read and or write devices.
25. Can you exclude a Union participant in a 401(k) plan, who
is not allowed to get
a match, from the ACP portion of the ADP/ACP Test?
Yes. Enter a "U" in the "EE
Classification" field of the participant's data
located in Option B, Employee Census Maintenance, of the Defined
Contribution System.
24.
What do I do if my computer says I am out of disk space?
The first thing to do is reorganize the
systems. To do this, go to the
Administrative Functions System, Option A. All the various systems
are
listed. Press the letter of the largest system, usually the Defined
Contribution,
and the program will "clean-up" the files in that system.
You can continue to
do the same for any of the other systems that have information
in them. As
the files are being reorganized, the program's progress will be
displayed on
screen. When it is done a message will come up asking you to press
"Enter"
and return to the menu. To free up even more disk space, the User
is advised
to periodically delete any dummy clients that have been set-up
on the system
and are no longer being used.
23.
Can I import data supplied by a client on Excel, directly into
the system?
Yes, if the spreadsheets are set-up in columns,
in a specific order
(see page 4042-4043 in the DCMANUAL), and you do a "save
as"
creating a comma delimited type file (CSV). When the CSV file
has been
created, go to the 401(k) system menu, choose Option 0 (zero),
selection code I, to bring the information into the system. For
specific details
on the spreadsheet format, please refer to the manual.
22. How do I zero out one field of data entered on a specific
date without wiping
out all the other fields entered on the same date?
In the Defined Contribution System, go to
Option T, Intra Plan Account
Transfer (by transaction date). Enter a "2", and the
client information. The
line item descriptions set-up in the "J" screen will
appear. Find a line item
that has no money in it as of the specific date. Put an "F"
(move from) in the
box to it's right. Now find the line item containing the data
you wish to delete.
Put a "T" in the box to it's right. Enter the date of
the specific transaction and
execute the program. The system will move any money in the line
item selected
with an "F", which is zero, to the line item with the
"T". In effect, zeroing out
that line item data for the date entered.
21. Will the system tell me how much a given participant can borrow?
Option C, Loan Generation Program, in the
Administrative Functions System
will do just that. The User can select which sub-account balances
should be
used. If the sub-account is on a vesting schedule, the program
will calculate
the vested portion and divide the result by two, before presenting
the amount
available to borrow. If the available amount exceeds $50,000,
a warning flag
will appear to advise the User of the limit. Option D, Loan Amortization
Schedule, and Option E, Loan Payment Programs, can both be found
in the
Administrative Functions System. They will create a loan amortization
schedule and provide a venue for tracking the principal and interest
payments.
20.
The system keeps overriding some of my data. How do I find out
why?
After you have run a valuation, go to the
Print Option screen. Option M is the
Edit Report. That report will document any changes and the reasons
for making
them there.
19.
Can I copy the system over to another computer?
No, not without written permission from Incompass.
18.
Is there a way to see what different participant statements look
like before I
commit to one?
Any minute now! Incompass is currently enhancing
the system to allow Users
to view sample copies of the different statements with a short
write-up of the
features particular to each one.
17.
Can I print a copy of an Incompass screen?
By bringing up the screen you wish to print
on your monitor, pressing the Alt
key and the Print Screen key, you have copied the screen. Next,
press Start, go
to Programs, scroll up to Accessories, go to Word Pad, go into
Word Pad, press
Edit, then click on Paste. When you click on Paste, the Incompass
screen will
appear. You may do a "Save As" to create a file, or
just print out what
appears on the monitor screen.
16.
Is there a way to find out if the employer matches deposited to
a 401(k) plan
are correct?
Yes. Go to Option Q, 401(k) Maintenance
Options, from the Defined
Contribution System. If you have a single plan number (not a multi
fund)
select Option J. Enter the dates that encompass the match deposits
you want to
check. After you have run "J", go to Option N and run
a "5", Matching %
Run, then run a "3", Print. The matching run function
will utilize the match
formula found in Option A, the Plan Parameters, and calculate
each
participant's correct match. If you are running a multi-fund plan,
instead of
choosing Option J from the 401(k) menu, select Option K and enter
the dates,
just like Option J. After running K proceed to Option T. In Option
T choose
selection code "3" to print the accumulated deferrals.
From here , go to Option
U to calculate the match.
15.
How can I find out what changes or corrections have been made
to the system?
From the Incompass Main Menu screen, click
on "File", then "Bulletin
Board" or type in a "?".
14.
Can I look at reports I've generated without printing them out
first?
One can easily view reports that have been
generated, prior to printing, in one
of two ways. From the print menu, click on the letter, at the
top of the menu, of
the report you wish to view. The words "Display" and
"Print" will appear.
Clicking on "Display" will bring the report up instantly
in text. The other
means of viewing a report would be to type in the letter of the
report selected,
press the "Enter" key twice then enter either a 0 (zero)
or a 9 in the "View
Code" field. The 0 will produce the report in the text format.
The 9 will display
the report in Word Pad.
13.
I don't like having the date printed on my reports. Can it be
eliminated?
By answering "N" to the question
"Include Date & Time on Rpts" in Option D,
Run Controls, no date or time will appear on your reports. The
question
appears just before "Data OK" at the bottom of the screen.
12.
Is there a charge for having a second copy of the Incompass system
put on
another computer?
Yes.
11.
How do I find out who will become a participant next year?
In the Defined Contribution System, Option
B, Employee Census
Maintenance, selection 3 (Special Options), "J" will
calculate who will
enter the plan next year by increasing the dates in the plan parameters,
Option A, by one year. This is a simulation, the program does
not actually
change the eligibility dates.
10.
How can I correct and reproduce just one participant statement?
First, correct the participant's incorrect
data in either Option B, Employee
Census Maintenance, or Option C, Employee Transaction History,
wherever the mistake is located. Next go to Defined Contribution
Option
I, Change Social Security Number. Enter your correct client number
and
plan/fund type and the participant's social security number. Then,
enter a
"Dummy" client number with the same plan/fund type as
your real client
number. A question box will appear asking if you want to create
a new client.
Answer YES. Type in the participant's social security number a
second time.
Another box will appear asking if you want to keep or delete the
original Social
Security number. Answer YES to keep it in the original client
number. Exit
Option I and bring up Run Controls, Option D. Enter the dummy
client
number and plan/fund type. Do not put any money in the controls.
Drop down
to the question about increasing vesting. Answer NO. Finish the
run controls
and run a "final", Option F. Select the statement number
used previously and
print out the new statement. If you have a multi fund client,
you'll need to
repeat the directions for Option I for each fund before going
to Run Controls.
Don't forget to delete the dummy client number(s) when you're
done.
9. Is it possible to run an ADP/ACP test on a 401(k) plan using
last year's NHCE
deferral percentage but this year's match percentage?
Run a test using current data first. Then
go to Option A, Plan Provisions
Maintenance Options, screen 5. Answer "y" to the question
"Use Prior Year
%s?". When the box pops up to enter the numbers into, put
in the deferral
percentage from the prior year and the match number calculated
from the
current run.
8. Are there simple instructions a trainee can follow to set-up
a new plan?
Yes. The Defined Contribution, 401(k) and
Defined Benefit menus all have
"Help" at the top of the screen. Clicking on it will
bring up explanations of
different options as well as Step by Step instructions for setting
up a new or
takeover plan.
7. In a Comparability allocation, is it possible to show employees,
who are not
entitled to an allocation, with a zero EBAR?
A "Y" entered into the "EE
Classification" field of Option B, Employee Census
Maintenance, in the Defined Contribution System, will flag the
Participant as
receiving a zero allocation based on zero percentage. The User
does not
have to zero out the participant's compensation, the program will.
6. The Employer wants a new match schedule for 2002. Can I
still keep the
matches to date on the old schedule?
Yes. Select an unused line item from Option
J, Description File Maintenance.
Rename the line item (as well as the corresponding earnings and
distribution
line items) "new match". You can enter matches being
made in the current
year even though the prior year may not be complete. When you
have finalized
the prior year's data, return to Option J. Rename the old match
line item
fields to something appropriate such as "Prior Matches"
. Remove the "M"
in the third column and move it to the new match field. You can
now rename
the "new match" line items to use the regular match
terminology. The match
schedule chosen in Option A, Plan Parameters, screen 7, will only
apply to the
line item with an "M" in the third column of Option
J for plan years
beginning in 2002. Note: After changing any wording in Option
J, the User
should always go to Option D, Run Controls, and bring up the client
who's
wording was changed. By doing so, the new wording is locked in.
It is not
necessary to actually execute a run.
5. Is there a way for the system to tell me all of the people
who will be 70 1/2 by the
end of the year for minimum distribution purposes?
The Administrative Functions System, Option
V, Report of all participants
attaining age x by FYE yy, will search the files for all employees
who have
birthdays equal to or earlier than a date the User enters into
a pop-up box.
The date entered is calculated by taking the date you want the
information as of
and subtracting 70 1/2 from it. For example, to find out all those
who will be
age 70 1/2 by 12/31/2002, take 12/31/2002 minus 70 1/2 = 06/30/1932.
The User
can limit the search by entering the highest client number to
search through
along with the date.
4. Will there be a problem running the system if I upgrade
from Windows 98 to
Windows XP?
Incompass
software has been tested using the Windows XP Operating System.
All programs perform properly. One situation has occurred which
has a quick, ONE TIME fix. If you experience a loss of active
control of the task bar and the keyboard will not respond (but
the mouse will), it can be corrected by doing the following: Go
to the Incompass icon, right click on your mouse, then click on
"properties". XP has a new tab called "Compatibility".
Click on the tab, click on Windows 2000, click on Apply then click
on OK.
3. Can I maintain a QDRO account for an ex-spouse without having
it count in
any tests or Top Heavy calculations?
By using status code "X" in Option
B, Employee Census Maintenance, of the
Defined Contribution System, the QDRO recipient will not be included
in any
testing or Top Heavy calculations.
2. Alot of participants have no money in their accounts. Instead
of wasting paper
by printing them out, is there a way to suppress them?
Option D, Run Controls, in the Defined Contribution
System, asks the question
"Create Specialized Statements?". A "yes"
answer will generate statements for
all participants. A "no" answer will not generate a
statement for any
participant who has a zero account balance.
1. Is it possible to print Participant statements without writing
the data to the
Master File?
Yes. After you have chosen the statement
format you want to use during the
Final Run, a question box will appear and ask if you want to merge
the
information. Answer "no" and you will still be able
to print your statements
but the information is not locked into the participant's history.
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