Trust Report

1. Save a separate copy for each Craft, of the PR Craft Full Details With Rates report

   1. 170

   2. 290

   3. 292

   4. 297

   5. 299

2. On tab 1-290-Balance Sheet of the Union Worksheet (that is copied each month from the prior month) enter in the GL Account dollar amounts using the saved GL Trial Balance report for the month being reported

3. [Optional] On the PR Full Details with Rates for each Craft, highlight each apprentice so they stand out; this helps differentiate the different Crafts as there are many pages of employees for 290

4. Export the + PR Industry Trust Fund Upload custom report, built by Silvertrek

   1. PRCo is always '1'

   2. PR Groups: always enter '1'

   3. Paid Month: month being reported currently

   4. Earn Codes: leave as default values

   5. Agreement ID: required field; run per Craft being reporting:

      1. Agreement 100: Journeymen

      2. Agreement 1150: PTO

      3. Agreement 200: Apprentice

      4. Agreement 800: Metal Workers

      5. Possibly others as time goes on, keep a wary eye out so none are missed during reporting

   6. Save the Export as an Excel Format Data Only (.xlsx) file

      1. Name the file: YYYYMM PR Industry Trust Fund Upload - Agreement 100

      2. Open the Excel document, highlight columns T-Z (all empty) and delete. 

      3. Save as a .csv file

      4. 
         

   7. Export this same report for all other necessary Agreement IDs

5. Login to the employer edge website (via Lastpass)

6. Import the exports saved from Vista

   1. Click on the agreement to open

   2. Scroll to the bottom and select Upload Batch Report

   3. Select your file to upload, and select Upload

   4. Confirm no upload errors, and select Return to Enter Reports

   5. 
      

7. Pause - compare import numbers to Vista's PR Craft Full Details with Rates numbers to ensure that the import files contained all correct information - do this with EVERY import that uses a custom report

   1. Add instructions to validate numbers here

8. Once approved, submit and pay each of these reports:

   1. 100

   2. 103

   3. 200

   4. 1150

   5. 702

   6. 800

9. Open the report, select Submit Report at the bottom of the page

10. Confirm the totals, and select Confirm Report

11. Under the Payment Option, select ACH -3636

12. Select the Future Payment Date not later than the due date (20th) or leave blank if needing paid asap

13. Check the box to authorize the charges

14. Select Continue

15. If it is over $500,000 it will give you a warning. Select Confirm Payment. (we expect this on the 100 report)

16. Download the PDF payment confirmation

17. Go back to enter reports, in the Submitted list below, select Download PDF next to your filing. 

18. Continue with the next filing

19. Enter AP: Record each payment separately as an AP payment in Vista the same day as payment is made. (Month is the same as reporting month)  (Vendor 500) - AP Ref Format: YY-290-MM[GROUP] where GROUP is Jrny, App, etc. CM 24 (Heritage Bank)

20. 

21. 

National Pension

Union 290 – National Pension 

Due: 20^th of every month (online)

1. Download and save the PR Craft Full Details with Rates reports for each of these crafts individually: 170, 290, 292, 297, 299  (only once, if you have already saved for the Trust report, just copy over to the folder) 
2. Download and save the + PR TM Total Hours by Craft Class for the Crafts: 170,290,292,297,299 and Earn Codes: 1,2,3,4 (save only once, if you have already saved for the Trust report, just copy over to the folder)
3. Download and save the +PR National Pension Fund Upload report
   

   1. Run for the pay period ending dates you are reporting, and Earn Codes 1,2,3,4

   2. Select Export, and Save as Excel Format Data Only

   3. Open the saved Excel sheet

   4. Delete the Header row (SSN, FirstName, LastName, Work Period, etc.) -- the import will fail if this is left on the file

   5. Make Column A formatted as "Text"

   6. Ensure the Employer ID is "0011515" (in second row) - usually this value loses its leading zeroes and those must be included

   7. Scroll down thru the SSNs and look for any that are not 9 digits long; verify that EE's actual SSN number in Vista and fix on the .csv file

   8. Save the file as a .csv and close

4. File Online

   1. Login online: https://remittances.uanpf.org/ MAKE SURE YOU ARE USING THE 290 LOGIN, USER NAME 0011515

   2. You will see Local # 290 ACH across the top, indicating you are in the correct account. 

   3. Select File Upload. 

   4. Select Choose File and navigate to your PR National Trust Fund Upload .csv file you just saved.

   5. Select Upload Data

   6. Select OK on the confirmation screen.

   7. It may ask if you want to file a No Hour Report for a prior period. Select No. 

   8. The upload moves Groups from the Current tab to Awaiting Payment tab. 

      1. If you make edits to Groups in the Awaiting Payment tab, they will move back to the Current tab, and you can select Complete to move them back to the Awaiting Payment tab.

   9. Select the Pencil to Edit Report next to the BTE01 Group
      

      1. Add Apprentice 1 and 2 hours to ITF hours under BTE01 Group

         1. Find all AP 1 and 2 hours in the PR Craft Rates with Full Details PDF reports (review ALL reports) and sum them together into one amount. This number can be confirmed with the Apprentice 1 and 2 hours on the PR TM Total Hours by Craft Class report. 

         2. Add this amount to the BTE01 Group's ITF hours at the bottom of the section (do NOT add the employees themselves to this section)

         3. Do NOT add any hours from PTO, Sick pay, or Holiday

         4. Select Complete to move the Group to Awaiting Payment

   10. Manually add Patrick McDaniel's hours to the SVT00 Report, and remove his hours from the PFAMT Metal Trades.

   11. Review the Current tab for any other reports for the month.

       1. On each, select No Hours to Report, and then Complete. 

       2. All your current month reports should now be in the Awaiting Payment tab

5. Update the EFT Request National Pen 290 tab of the Union 290 Recon Sheet

   1. Online, select View on each Group to view the totals for National Pension and ITF and add them to the Online amounts column in Excel.
      

   2. Download and save the GL Trial Balance for GL 2334-2348 and update the Balance Sheet tab of the Union 290 Recon Sheet, if you haven't already for the Trust report.

   3. Make sure the total matches your online report, and variances are due to rounding only.

6. Send to TM for approval before proceeding.

7. When approved, go to the awating payment tab, check the declaration checkbox, and enter your name and phone

8. Confirm amount and select Complete ACH Payment. 

9. Select Yes to confirm, and OK to continue to the payment site

10. Select Heritage -3636 as the payment method and confirm your payment date. Select Continue

11. Check the box to agree to terms  and select Confirm

12. Save the confirmation as a PDF

13. You have to log back in, and go to Archive, and then Print on the reports you just filed to save copies

14. Enter AP: Record AP payment in Vista the same day as payment is made. (Month is the same as reporting month)  (Vendor 502) - AP Ref Format: 2024-290-MM

401(k) Reporting

Union 290 – 401K Report

Due: 10^th of every month (online)

1. Download the PR 401K Census out of Viewpoint for the month you are reporting for.
   

2. Save a PDF version of the report in Dropbox

3. Download the GL Trial Balance, account number 2338 out of Viewpoint for the month you are reporting for. See example below of how to run the report.

4. Verify the GL matches the Census report.

5. Download and save + PR Union 401k Fund Upload report as a Excel Format Data Only (.xlsx)

   1. Save the report in the 401k folder here: Total Mechanical\Administrative\Employees\01. Union\290\YYYY\ .... \ as Data Only

   2. 

   3. Open the spreadsheet and save as a CSV

6. Login to the site Employer Edge via Lastpass and:

   1. Click on “Enter reports”

   2. Select the 401-401K report

   3. Scroll down to bottom and click Upload Batch Reports

   4. Browse to the saved CSV report in Dropbox and Import

   5. Watch for any validation errors

      1. If errors: resolve and re-import until the file is accepted

      2. Select return to enter reports.

   6. Verify your totals match the 401(k) Census Report

   7. Select Submit Report (green button bottom of page), and then Confirm Report

      1. If needed, you have until end of business today to un-submit the report

      2. The payment page will populate next. Do not make payment yet. 

      3. Select Back.

      4. On the Submitted Report List, select Download PDF and save in the Dropbox folder.

      5. Click Un-Submit to keep as a draft until TM approves

   8. Prepare the reconciliation sheet and send to Total Mechanical for review and approval
      

      1. On the Union 290 Recon Sheet in Excel, go to the EFT Request 401k tab.

      2. Enter the invoice day as the last day of the month.

      3. Update the Invoice Number to 401k-YY-MM format

      4. Enter the total of the report in the amount column. Enter the GL amount in the GL column. Confirm there is no variance.

      5. Move the Trello card from "Doing" to "Ready for TM Review" and tag Krystal on the Union Reporting channel in Teams to request for their review and approval.

   9. Only proceed after approval has been given

   10. Complete the ACH through the website:

       1. Login to https://employeredge.zenith-american.com/

       2. Select the 401k Report

       3. Scroll to the bottom and select Submit Report

       4. Review total and select Confirm Report

       5. On the payment screen select the -3636 bank account in Payment Option

       6. Check the box to authorize changes

       7. Select Continue

       8. Download a PDF of the payment confirmation

   11. Download the reports out of zenith and save to the Union folder in Dropbox

       1. Return to Enter Reports, and select Download PDF next to your filing in the Submitted Report List

   12. Record payment in viewpoint as an EFT. Attach the filing and payment confirmation. 

       Month is the same as reporting month. (Vendor 497) - AP Ref Format: 401K-YY-MM. GL 2338. CM 24 (Heritage Bank) 

       
       

Metal Trades ITF

Union 290 – Metal Trades ITF Report

Due: 20th of each month, file online and TM pays via check

1. Run the PR Craft Full Details with Rates report for the dates you are reporting and save in Dropbox for Craft 170 only.

2. Run the GL Trial Balance for GL 2344

3. 
   

4. Log into https://pipefab.uanet.org/Login.aspx

5. Select continue on the next screen (bypass, questionnaire info has already been provided)

6. Select Report Hours on the next screen, next to the period you are reporting for
   

7. Enter 0 into each field that does not apply to metal trades. 

8. Enter the Metal Trades fabrication hours in the field next to Metal Trade Fabrication. Calculate this amount by adding the hours for all employees with Class of Metal Trad on the PR Craft Full Details with Rates report. This total hours number should match the deduction totals for 290-Vacation at 0.00 rate. 

9. 

10. Select Submit Hours and Print on the confirmation page

11. This sends an email to the time@totalmechanical.com email, which we can access (see LastPass)

12. Download the invoice from the email and save to the Dropbox folder

13. Enter AP: (Month is the same as reporting month)  (Vendor 2027) (AP Ref: YY-290-YY MTITF) GL 2344 CM 24 (Heritage Bank

14. Notify TM in Teams that filing is complete, and ready for review. And AP is entered and ready to be paid. 

Health Office

Union 290 – Health Office 

Due: 20^th of every month (online)

1. Login online: https://employeredge.zenith-american.com/

2. Select Enter Reports

3. Click on the 101 - C1 Assoc 1 link for the current month

4. Open the Assoc 1 Burden Excel from Total Mechanical. Select the grid and turn on the filter option, including the notes field. Sort by Employee Name. 

5. For each employee listed on the Assoc 1 Burden Excel file emailed from Total Mechanical, enter a 1 in the H&W Month field. Leave the hours, PAC, and Vacation fields blank.

   1. Enter a 0 if they are not on the spreadsheet

   2. For Terms, check the Term checkbox and enter the Separation Date from Vista

   3. If there are New Hires: Click Add New Employee at the bottom of the screen, and enter all fields from PR Employees. For the Actual Start date, list the date in the notes field of TM's excel file (may be full benefit eligibility date, not hire date). When complete, select Return to Enter Reports. Find the Employee, and make sure the Rate Code is ASSOC1, and enter 1 for H&W Month as you have the others. 

6. Make sure the totals online match the sheet from TM. Select Save Report. 

7. Update the EFT Request ASSOC1 tab of the Union 290 Recon Sheet in Excel:

   1. Update the Invoice Date

   2. Update the Invoice Number

   3. Enter the Amounts for each GL from the Assoc 1 Burden Excel file from TM

   4. Enter the total from the online report

   5. Ensure the variance is $0

8. Notify TM for approval prior to submitting.

9. Once approved, Open the report, select Submit Report at the bottom of the page

10. Confirm the totals, and select Confirm Report

11. Under the Payment Option, select ACH -3636

12. Select the Future Payment Date not later than the due date (20th) or leave blank if needing paid asap

13. Check the box to authorize the charges

14. Select Continue

15.  Download the PDF payment confirmation

16. Go back to enter reports, in the Submitted list below, select Download PDF next to your filing.

17. Enter AP: Record AP Payment in Vista the same day as payment is made. (Month is the same as reporting month)  (Vendor 500) [AP Ref: YY-290-MMAOC1][**Enter to Expense GL Accounts Listed on Recon Sheet**] 

Health Daniel

Union 290 – Health Daniel

Due: 20^th of every month (online)

1. Login online: https://employeredge.zenith-american.com/

2. Select Enter Reports

3. Click on the 117 - C1 Assoc 2D link for the current month

4. Only one employee is entered on this report - Daniel Carlson. 

5. Enter a 1 into the H&W Month field, leave the others blank. 

6. Select Save. 

7. Update the EFT Request ASSOC2 tab of the Union 290 Recon sheet in Excel. 

   1. Update the invoice date

   2. Update the Invoice Number

   3. The amount stays the same month to month - confirm it matches the online total with no variance. 

8. Notify TM for approval prior to submitting.

9. Once approved, Open the report, select Submit Report at the bottom of the page

10. Confirm the totals, and select Confirm Report

11. Under the Payment Option, select ACH -3636

12. Select the Future Payment Date not later than the due date (20th) or leave blank if needing paid asap

13. Check the box to authorize the charges

14. Select Continue

15.  Download the PDF payment confirmation

16. Go back to enter reports, in the Submitted list below, select Download PDF next to your filing.

17. Enter AP: Record AP Payment in Vista the same day as payment is made. (Month is the same as reporting month)  (Vendor 500) [AP Ref: YY-290-MMAOC2][**Enter to Expense GL Account Listed on Recon Sheet**] CM 24 (Heritage Bank)