IBEW Federal CU (Vacation) Reporting

Union 16 – IBEW Federal CU (Vacation) 

Due: 10th of every month (mailed)

1. Save the PR Tax Report for the month for codes 111 and 132.
   

2. Save the GL Trial Balance for GL 2350

3. Combine employee amounts from both Tax Reports and enter on the Word Doc Template

4. Update the date on the Word Doc, the total amount, and the month.

5. Confirm the total of the Word Doc matches the GL Balance.

6. Enter transaction in AP: Month is the same as reporting month, Vendor 2025, AP Ref: YY-16VACA-MM, for payment amount, GL 2350, and post.

7. Update the Union 16 Recon IBEW VACA tab with the GL and Payment info. Update the invoice date and number. Make sure there is no variance. 
   

8. Notify TM in the Union Reporting Teams channel that the AP has been posted. TM will mail the check with a printed copy of the Word Doc.

401(k) Reporting

Union 16 – 401K Report

Due: 15^th of every month (online)

1. Download the PR 401K Census out of Viewpoint for the month you are reporting for and Deduction Codes 116,117.

2. Save as PDF file in Dropbox

   1. Save within the Union folder, under the appropriate Union folder and time period

   2. Name the file as 'YYYYMM PR 401(k) Census'

3. Download the GL Trial Balance for GL 2354 for the month; see example below of how to run the report

4. Verify the GL matches the Census report.

5. Login to EmpXG WC Earhart https://empxg.wcearhart.com/EARHART/Login/Login.aspx via Lastpass and:

   1. Click on the "401k" line with the due date for this month

   2. Select Open at top left (or double click the line and it'll open)

   3. Enter in the employee lines one by one

      1. Employee ID = the EE's SSN

      2. Press Tab

      3. DOL = the EE's 401k contribution amount to enter

      4. Press Tab, and enter the rest of the EEs

   4. Verify your totals match your Viewpoint report.

   5. Enter your report and GL totals on the Trust Fund tab of the Union 16 recon workbook. Confirm no variance. 

   6. Notify  TM for review and approval.

   7. Do not proceed until approval has been received

   8. Submit report by clicking Pay at the bottom of the page

   9. Select the remittance date no later than the 15th. 

   10. Check the box for the remittance for the 401k, and select the green apply checkbox

   11. Select Confirm and Review the details. Select OK if all looks good.

   12. Select Print Confirmation and save

   13. Save Receipt:

   14. 

   15. Record in AP: Record AP payment in Vista the same day as payment is made. (Month is the same as reporting month)  (Vendor 2023) - AP Ref Format: 401K-YY-MM, GL 2354 (CM 24-Heritage Bank)

National Pension

Union 16 & 66 – National Pension

Due: 15th (online)

1. Download and save the PR Craft Full Details with Rates reports for both Craft 16 and 66.

2. Download and save the +PR TM Total Hours by Craft Class report for Crafts 16 and 66, for earn codes 1,2,3,4.

3. Download and save the GL Trial Balance for GLs 2363-2368 for union 66, and GL 2355 for union 16.

4. Login online: https://secure.smwnbf.org/EmployerSite/Auth/Login?returnUrl=/EmployerSite/Dashboard

5. Click on the status "Invoiced" for the current month
   

6. Using the PR Craft Full Details with Rates fill in the hours for the Union 66 guys and the Union 16 Guys. The bottom portion (Western WA Building Trades) is local 66 the top portion (Portland - Area 1) is local 16.

   1. Enter just earnings for RT, OT, DT. Do not enter hours for sick or vacation.

   2. Watch their classification to make sure they are entered in the correct category.

   3. Arch Jrny classification gets reported in the Architectural section

   4. Be careful when entering values less than one. If you key .5 it records 5 hours. You must enter 0.5 to record a half hour. 

   5. If you need to add a new classification, see the reference card in Trello: https://trello.com/c/V0vNc6U8/174-union-16-66-national-pension-adding-new-contract

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7. When complete, verify total hours match the Total Hours by Craft Class report, and the dollar amount matches the GL Recon Workbook. Enter the GL Amount and Online Report values on the "3.National Pension" tab of the Union 16 Recon Workbook. A small rounding variance is acceptable here. Also update the date and invoice number. 

8. Notify TM the report is ready for review and approval.

9. Once approved, select Finalize all at the top right

10. Select Finalize 

11. Select Make a Payment

12. Select the Pay National checkbox for all the current month reports

13. Confirm your total matches, and select Pay

14. Review the pay date (on or before the 15th), and select Submit Payment

15. Save the payment confirmation screen

16. Select each of the Payment Archive Reports to download and save

17. Record the payment in AP: Record AP Payment in Vista the same day as payment is made. (Month is the same as reporting month)  (Vendor 2024) (AP Ref: YY-16-66NP-MM) GL 2355. CM 24 (Heritage Bank)

Trust Reporting

1. Download and save the PR Craft Full Details with Rates out of Vista and save in Dropbox

2. Download and save the +PR TM Total Hours by Craft Class report for Craft 16

3. Download and save the GL Trial Balance report for GLs 2349-2353

4. Download and Save the + PR TM Union 16 Upload report as Excel Data Only report for each of these classes listed online:

   1. 40% Classified - Class 40

   2. Apprentices - 50% App,55% App,60% App,65% App,70% App,75% App,80% App,85% App,90% App

   3. Architectural - Arch Jny

   4. Classified 45%-60% - Class 45,Class 50,Class 60

   5. 45-60% Pre Apprentice - 45% Pre A,50% Pre A,60% Pre A

   6. Journeymen/Foreman/General Foreman - Journeyman,Journey+,Gen Fore,Gen For SP,Foreman+,Foreman *,Foreman,SR GEN FOR,SR Gen F,SR Gen For,SVCJourney

5. As of 9/8/2025, the current Vista export duplicates hours if an employee is reported under more than one classification. To eliminate duplicates, sum the total hours of each report, and compare to the PR TM Total Hours by Craft Class report. Totals should match. If you have a variance, review the PR Craft Full Details with Rates sheet for employees with more than one classification, and reduce the hours and deduction amounts appropriately until your hours match. 

6. Upload files online:

   1. Login https://empxg.wcearhart.com/EARHART/Dashboard/Dashboard.aspx

   2. Select the appropriate report, and select Upload

   3. Browse to your saved Excel file, and then select Upload File.

   4. Select Next, and review the data

   5. To do the next file, select Back, and proceed with the next until all uploads are complete

      1. For any blank reports, you can select No Work, instead of uploading a file

      2. If you need to re-do a report, you can select Delete and it will clear the data and allow you to restart

      3. Be careful selecting your reports, as the current month and next month are both available to report on.

7. Oregon Paid Family Leave Report

   1. Report the employees listed in the email from TM, for the hours listed.

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8. Update the Trust Fund sheet of the Union 16 Recon Sheet Excel.

   1. For each filing online, review and enter the totals from online. The deduction amounts for WR, Y2Y, and PAC get reported to separate GLs, and the balance gets grouped on one line.

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Make Payments and Save receipts. Have to make and record them separately.  

1. Click on the Line you want to pay and OPEN. 

Click on PAY at the bottom 

Add the Payment Date, Select the remittance to pay, then click APPLY. 

Click CONFIRM

Click FINISH. 

Go to the History Tab and find the remittance you just submitted. Click on RECEIPT and Save the Confirmation 

Enter in AP