Instructions for Census Request Information

The EBR Annual Plan Compliance Data Request Form, Census Template and Sample Board Resolution are available for download from this website. If you have any questions please contact your plan administrator at 1.800.765.9429.

1. EBR Annual Plan Compliance Data Request Form (Adobe Reader or other Adobe software is required to complete this form. If you do not have an Adobe program you may download the program by selecting Adobe Acrobat Reader to read PDFs (5.6 MB).

• To download the Compliance Form from the website, click on the link to the Compliance Data Request Form shown above. The Form may open in the current window or ask you whether you would like to open or save the file. Select Save.
• Open the Adobe Reader, browse to the saved document and select Open.
• Complete the Form and return it to our office by selecting the Submit button. Selecting the Submit button will transfer the file to our office via a secure website. If you prefer not to upload, select the Print option and return the printed form to our office by fax or mail.

2. Employee Census Data

• A completed census spreadsheet is required which contains the information described in the Census Request Required Fields shown below. Excluded compensation (plan definition) should be noted in a separate column. This information is required for all employees on your payroll during the year, regardless of whether they are participating in the plan or not. The total of the W-2 wages on your census spreadsheet should
  equal Box 1 on your W-3.
• A template is available on this webpage. Click on the Employee Census Data Template shown and choose Save As. Save to your computer and open the file with Microsoft Excel.
• Once the spreadsheet is complete you can return it to our office by uploading to our secure client website or by mail.
• The website can be accessed using the steps shown below in Upload Instructions. If you upload files to our secure website you must use specific naming conventions.
• The naming conventions must include your client number followed by the type of file.
  • {your client ID number} census.xls for the census spreadsheet
  • {your client ID number} W3.pdf for the copy of your W-3 Form
  • For example, if your client ID number is 99111; name your census file 99111census.xls
• If you are unsure of your client ID number or how to use the naming conventions, please contact your plan administrator at 1.800.765.9429.
• Please do not begin the upload process until all the files you plan to upload are complete and ready to upload.
  
  Upload Instructions

1. Go to www.ebrworld.com. select the EBR Daily Plan-It Login icon.
2. In the login screen enter User ID and Password (see below), select Sponsor.
3. There are three unique sets of User ID's and Passwords listed below for your use in uploading files. If after the first combination, you get the message indicating "Session could not be started due to the existence of a current session for this user" do not select Drop Current User. Please use the second login combination. If you get the same error a second time, please proceed to the third login set. If after entering the third set, you get the same message, you will need to try to access the site at a later time.
   
   Secure File Upload User ID and Passwords
   Login #1: User ID-EBRCensus, Password-EBR123
   Login #2: User ID-EBRCensus2, Password-EBR123
   Login #3: User ID-EBRCensus3, Password-EBR123
   
   
4. When the Summary page opens, select Tools from the options at the top of the page.
5. On the Upload File page select the Browse button to select the file to upload (make sure the file name has the client ID number included).
6. Once the file has been selected, make any special notes in the File description box.
7. Select Upload
8. Wait for the window to open confirming the file has been uploaded.
9. Select more files for upload or logout if all the files have been uploaded.
   
   If you have difficulty identifying the locations described in these instructions, expanded instructions including screen shots are available by clicking on Expanded Upload Instructions in Item 5 below. If you need additional assistance please contact your plan administrator at 1.800.765.9429.

3. Board Resolution Template

• If you would like to view a sample, select Sample Resolution Form (.pdf). Your Board Resolution can be returned via email, secure file upload or mail. If you would like email, please scan the document and send to your plan administator or you can scan and upload through the secure website as described above.

4. W-3 and Investment Statements, if applicable

• Please return these documents via email, secure file upload or mail. If you would like to email the forms, please scan the documents and send to your plan administrator or you can scan and upload through the secure website as described above.

5. Expanded Upload Instructions (.pdf)

*Note: Please include your company name in the subject line of all emails.

• Social Security Number – Nine-digit Social Security Number for each employee who earned wages during the year.
• Last Name, First Name – Employee’s legal name.
• Date of Birth* – Employee’s date of birth.
• Date of Hire* – Employee’s original date of hire.
  Note: If the employee has been rehired, please note this in the ‘Employee Status’ section (Code HR and appropriate date).
• Hours – Actual number of hours for which the employee is paid or is entitled to payment during the plan year. If your plan uses an equivalency for determining hours worked, please enter the number of hours determined under the equivalency.
• W-2 Comp – W-2, Box 1 compensation earned by the employee during the Plan year.
• Plan Comp – Plan compensation for the Plan year. Please refer to the definition specified in your plan or on the Census Request Required Fields you received with your census request letter.
• 401(k) – Employee Pre-Tax Contributions to a 401(k) Plan (if any).
• 403(b) - Employee Pre-Tax Contributions to a 403(b) Plan (if any).
• Roth 401(k) - Employee Post-Tax Contributions to a 401(k) Plan (if any).
• Roth 403(b) - Employee Post-Tax Contributions to a 403(b) Plan (if any).
• Employer Match - (if any)
• Prevailing Wage Contributions - (if any)
• Cafeteria Premiums – Health Insurance premiums, Medical expenses or Dependent care, or Adoption expenses paid by employee contributions to the Cafeteria Plan. This number can be provided in aggregate unless the Plans’ definition of compensation, as noted above, excludes cafeteria premiums.
• Status – Employee’s employment status on the last day of the plan year. Refer to the attached Status Code listing of applicable codes.
• Status Date* – Effective date of the corresponding status.

* For all dates please use the MM/DD/YYYY format (i.e. 12/31/2009)

Census Request Status Codes