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Payroll - Processing Outbound Interfaces
This procedure covers the administration of wage attachments and garnishments in the Integrated System (IS) Payroll module.
Payroll - Creating Monthly Outbound Vendor Interface Files
Payroll - Creating Outbound Interface Files for a Single Vendor
Payroll - Creating Outbound Vendor Interface Files
Payroll - Creating Statement of Earnings Outbound Interface Files
Payroll - Archiving Outbound Interface Files
Payroll - Archiving HSF Outbound Interface Files
Payroll - Running the FTP Statement of Earnings Process
Payroll - Running the Vanguard File Transfer Process.
See the Payroll Policies section of the University Human Resources website for information on payroll policies.
The HRMS Payroll Specialist and/or HRMS Payroll Administrator are responsible for processing outbound interfaces with vendors.
Chief Human Resource Officer
HRMS Payroll Administrator*
HRMS Payroll Specialist*
The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.
This activity is performed whenever the Payroll Division needs to process outbound interfaces. The following vendor interfaces are processed monthly:
The following vendor interfaces are processed after each payroll:
HRMS Payroll Specialist, HRMS Payroll Administrator
Running the Processes to Create the Files in IS
1. Run the process in IS to create the outbound interface file depending on whether, according to the list above, it is to be processed monthly or after each payroll
Refer to Payroll - Creating Outbound Vendor Interface Files.
Refer to Payroll - Creating Monthly Outbound Vendor Interface Files.
Generally, you will process the outbound interfaces as a request set, either monthly or after each payroll. However, you can also process outbound interfaces individually.
The following outbound interfaces must be processed as a request set if processing individually:
Refer to Payroll - Creating Outbound Interface Files for a Single Vendor.
Statement of Earnings
2. Prepare an email to Mailing Services of Virginia (MSV).
The email addresses for MSV are:
You will cut and paste the control totals from the output file (created in step #3) and the name of the destination file (from step #4) into the email.
3. Run the process to create the statement of earnings outbound interface files.
Refer to Payroll - Creating Statement of Earnings Outbound Interface Files.
4. Run the process to FTP the statement of earnings files to MSV (Mailing Services of Virginia).
Refer to Payroll - Running the FTP Statement of Earnings Process.
The files are now located on the UNIX Server. To verify the files, you must download them from the UNIX Server to your PC.
6. Logon to Secure FX on your PC.
Contact your LSP if you do not have ISP-ODS.
Now you will be able to see directories on both the ISP Server and your PC.
7. Download the files from the UNIX Server to your PC using Secure FX.
The datafiles reside in the Outbound directory.
The datafiles are the files with the .dat extension.
For U.S. Bonds, you may copy the file directly to a disk on your A: drive on your PC, as you will have to send a disk to the Federal Reserve Bank of Richmond.
Rename the file Psbos.dat.
8. To view the file, open it using WordPad or Notepad.
9. After verifying the datafiles, transfer the files to the vendor using the instructions that follow.
Transferring the Files to the Vendors
The instructions for each vendor follow in separate sections.
AETNA US Healthcare
10. FTP (File Transfer Protocol) the Deposit Data from your computer to Aetna.
You will be able to see all of the files in the AETFTPUP folder.
11. Open each of the files in the AETFTPUP folder and change the date in the file name.
The date in the file name should be the date the file is created, for example 20020725.
12. Click on the Start button and select Programs and then Command Prompt.
13. At the Command Prompt window, change directories and FTP the files from the AETFTPDW folder as follows:
This transfers the Monthly file.
This transfers the Wise College file.
This transfers the Semi-Monthly file.
14. After each transfer, check the log window to ensure that the file transfer was successful.
Colonial Life Insurance
15. Go to the Colonial Life website, login, and follow the instructions for transferring the files.
You will need the user name and password to login.
Virginia Retirement System (VRS) Deductions
16. Go to the VRS website, then the secure website, login, and follow the instructions for transferring the files.
You will need the user name and password to login to the secure website.
HSF (FICA to HSF)
17. Send the file as an email attachment to Amy Rankin at alr8u@virginia.edu
UVA Community Credit Union
18. FTP (File Transfer Protocol) the files from your computer to UVA Community Credit Union.
The purpose of adding the commas after the phone number is to give Telco time to establish the connection before dialing Modem Hardware Password.
After successfully entering the Modem Hardware Password, the modem will try to establish the connection.
July 25 would be upay0725.
Fidelity Investments
19. Go to Fidelity Plan Sponsor WebStation (PSW), login, and follow directions for transferring the files.
Fidelity Plan Sponsor WebStation
You will need the user name and password to login.
A Fidelity representative can be reached by phone, Monday through Friday, 8:30 a.m. to 8:00 p.m. at 1-800-735-2862.
FlexAmerica, Inc.
20. Send the file as an email attachment to Adina Lane at alane@flexamerica.com
Great-West
21. Go to the Great-West Client Access Server (CAS), login, and follow directions for transferring the files.
Great-West Client Access Server
You will need the user name and password to login.
TIAA-CREF
22. Go to the TIAA-CREF website, login, and follow directions for transferring the files.
You will need the user name and password to login.
Vanguard
23. Transfer the interface files to Vanguard by submitting the process in IS (UVA PAY VANGUARD File Transfer to Bank).
Refer to Payroll - Running the Vanguard File Transfer Process.
U.S. Bonds
24. Save the datafile to a 3 ˝" diskette, and name the file, Psbos.dat.
25. Attach a label to the diskette with "University of Virginia" and the UVA's ID#.
26. Send the diskette, Order Summary (FA 500), and check (received via payment voucher from Accounts Payable) to the following address:
Archive the Outbound Interface Datafiles
Before the next payroll run, you must transfer the outbound interface datafiles to the archive directory. If you fail to do this step, the next time your run the processes to create the files, the processes will error out.
27. Run the process to transfer the outbound interface datafiles to the archive directory.
Refer to Payroll - Archiving Outbound Interface Files.
28. This process must be run for each of vendors.
The names of the processes are as follows:
29. Run the process to transfer the HSF outbound interface datafiles to the archive directory.
Refer to Payroll - Archiving HSF Outbound Interface Files.
Effective: 09/16/04
Revision: 2 mr
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