Administration Guide – payroll integration

VOLUNTARY RETIREMENT SAVINGS PLAN (VRSP) POOLED REGISTERED PENSION PLAN (PRPP)

Managing your VRSP/PRPP Congratulations on setting up a workplace savings plan for your employees! By setting up a VRSP/PRPP, you’ve enhanced the value of your employee benefit package and demonstrated your commitment to helping your employees save for retirement. Manulife’s VRSP/PRPP is straightforward and easy to manage since most of the administrative duties – such as monitoring employee eligibility and automatically enrolling eligible employees – are managed by Manulife. With payroll integration established, you will also benefit from additional features that will further simplify the management of your plan.

Your ongoing responsibilities for managing this plan include: Sending contribution remittances to Manulife for processing – completed by Ceridian as part of your payroll integration Notifying Manulife and Ceridian of new hires and employment status changes Protecting your employees’ personal and confidential information To manage your plan, log in to Manulife’s employer secure site at manulife.ca/grs by selecting Sign in then Employer from the drop-down menu. Note: If you’re a first time user, register by selecting Register now on the login page.

We’re here to help! If you have any questions about this guide or managing your plan, call 1-855-795-0004 Monday to Friday, from 8 a.m. to 8 p.m. ET to speak with a Customer Service Representative. If you’re a member of a VRSP plan in Quebec, email [email protected]. If you’re a member of a PRPP plan in any other province or territory, email [email protected].

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Setting up integration

Enrolling employees

Making contributions

Managing employee information

Managing your plan

Your VRSP/PRPP guide at a glance Setting up integration....................................................................................... 4 Enrolling employees Add employee(s)................................................................................................ 5

Making contributions Payroll deduction instructions............................................................................. 7 Submit your contributions.................................................................................. 7 Employer maximum contribution report............................................................. 9

Managing employee information Update employee personal information............................................................ 10 Terminate an employee.................................................................................... 10

Managing your plan Plan changes.................................................................................................... 11 Online reporting.............................................................................................. 11

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Setting up integration

Enrolling employees

Making contributions

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Managing your plan

Complete the integration set up process As a Ceridian customer, payroll integration with your VRSP/PRPP is automatically turned on for you within Manulife’s administration systems. To complete the integration set up process, you’ll need to log on to your Ceridian payroll solution platform. Ceridian will send a unique PIN number to the email that was entered for your Plan Administrator on your Manulife VRSP/PRPP online application. Log on to the Ceridian payroll solution platform and enter your unique PIN number to complete the pension plan registration process.

Register your employee(s) with Ceridian To add employees to your VRSP/PRPP, you’ll need to register them in the plan through your Ceridian payroll platform. Please set aside enough time to register all employees in one sitting. If you select Save and Submit repeatedly, multiple employee files will be created and sent to you. When registering an employee, there are mandatory fields required for every employee that will be associated with your company’s VRSP/PRPP plan. These are: Email address

Date of birth

Mailing address

Gender

SIN

Employment type

An employee cannot be registered with your company’s VRSP/PRPP plan until the employee profile screen has been updated with all mandatory fields. If you have questions about completing the Registration process, please contact your Ceridian Service Representative.

IMPORTANT NOTE: The information you provide will display exactly as you have entered it on the Employee File within Manulife’s administration system. Please ensure all information is accurate and up to date.

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Enrolling employees Add employee(s) Now that your plan and payroll integration is set up, you need to provide Manulife with your employees’ information. Manulife will use this information to monitor when your employees become eligible to join

TIP: GETTING ORGANIZED

the plan.

To get started, create a new file folder for the administration of your plan. Saving all relevant documents in this folder can help you stay organized and make it easier to manage your plan.

Please follow the instructions below carefully. Adding employees any other way may result in system inaccuracies. Manulife will automatically enroll your employees in the plan once they become eligible and provide them with notice of their enrolment in accordance with applicable legislation. As you hire new employee(s), follow these same instructions to register the employee(s) with your company’s VRSP/PRPP plan with Manulife.

IMPORTANT NOTE: To ensure that all eligible employees are enrolled in the plan in accordance with applicable legislation, you must provide Manulife with your employees’ information within 30 days of the plan effective date.

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Setting up integration

Enrolling employees

Making contributions

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STEP 1: Obtaining your employee file

STEP 2: Upload the employee file to Manulife

Once you’ve finished registering your employee(s) on Ceridian’s payroll system, you will receive an Employee File via the Ceridian Secured email application. This is the file that you will use when sending your employees’ information to Manulife. Follow the instructions below to save the attachment to your local file system. If you do not receive the file, please contact Ceridian.

After obtaining the employee file, log in to Manulife’s secure website

a. The Employee File appears in the Attachment Filename list at the bottom of the Ceridian Secured email application. The file name has the format “Members.[Date.Time].csv, where “Date.Time” is the date and time the file was created, separated by a dot. b. Check the box to the left of the file name of the file you want to download. c. Click on the Save Checked Files button. This saves the attachment in a compressed file called “Attachments.zip”. The web browser may prompt you to browse to a folder in which to save the file. Otherwise, the file will be automatically saved to the default Download folder on your web browser. d. Open Windows Explorer and navigate to the folder containing the “Attachments.zip” file. This file behaves like a folder. Double-click on the file and view the contents. It contains the member import file. e. Click on the file that you’d like to save, then click the Unzip or Extract button. You are prompted to enter or navigate to a folder in which to store the file. Navigate to an appropriate folder and click Save. Do not make changes to the contents of the file. It is recommended that you store any files that have not yet been imported in a single directory. Once a file is imported, move it to an “Archive” folder.

at www.manulife.ca/grs. Select Manage your plan and then the Add employees menu option. Click the Choose file button and select the applicable employee file to upload, then select Upload file. You’ll receive an email from Manulife to confirm your employee file has been processed. Note: If an employee wants to join the plan before he/she is eligible, contact Manulife Customer Service at 1-855-795-0004.

What happens next? Once the employee file is successfully processed, Manulife will monitor your employees’ eligibility. When an employee becomes eligible to join the plan, Manulife automatically enrolls them and mails an Employee Notification Package directly to the eligible employee. The employee has 60 days to notify Manulife if they don’t want to participate in the plan.

TIP: FILE NAMING Add a date to the file name to make it easier to reference and locate the file at a later date.

If you do not receive the email with your employee file or have questions about how to save the file to your computer, please contact your Ceridian Service Representative.

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Making contributions Payroll deduction instructions

Submitting contributions

Manulife collects the contribution instructions for each employee

Ceridian will automatically submit contributions to Manulife on your behalf.

participating in the plan. An employee can choose to set their contribution

Contributions will be processed and allocated to members’ accounts on

rate as a percentage of earnings or a flat dollar amount per pay period. If

the following business day. Members will receive the next business day’s

no contribution rate is provided by the employee during the 60 day opt-out

unit value(s).

period, the default contribution rate will apply. During the first week of each month, Manulife will automatically send to Ceridian, on your behalf, a list of the contribution instructions for employees who have joined the plan and employees who have changed their contribution rate during the previous month. The instructions will automatically be applied to your employees’ payroll record the next time your payroll is run.

DEFINITIONS:

VRSP: Gross salary is remuneration from the employer that is part of an employee’s base wages (within the meaning of Section 1159.1 of the Taxation Act), excluding bonuses and remuneration for work carried out in addition to the usual work hours.

PRPP: Employee earnings are determined by the employer for the purposes of calculating contributions. continued on next page

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Setting up integration

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Making contributions

Managing employee information

Managing your plan

Once Ceridian has completed submitting a contribution, you can check on the status on the Employer section of www.manulife.ca/grs. To view the status, select Manage your plan, then choose Submit contribution file. You can view the status of past and current contributions.

IMPORTANT INFORMATION:

VRSP legislation requires that an employer remit employee contributions to the plan on or before the last day of the month following the day on which they’re collected or paid on behalf of the employee(s). If contributions are not remitted within this time period, the employer must pay interest on the contributions due and may be liable for fines under the applicable legislation.

PRPP legislation requires that an employer remits employee contributions no later than 30 days after the end of the period in which the contributions were deducted. Employer contributions must be remitted at least monthly and no more than 30 days after the end of the period in which the amount is required to be paid under the PRPP Act.

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Employer maximum contribution report If you’re contributing to your plan and have set an annual maximum contribution amount per employee, Manulife monitors the total employer contribution amounts and provides an Employer Annual Contribution Limit Monitoring Report when your contributions for any employee reaches 85% or more of the annual maximum contribution amount. You will receive an email notification when the report is available to view on the secure site. This report is only produced if there are employee(s) to report.

IMPORTANT INFORMATION: Manulife doesn’t automatically stop contributions when 100% of the employer maximum contribution limit is reached. It’s your responsibility to adjust the future employer contribution amount remitted for an employee to stay within your chosen annual maximum contribution amount. You can make changes to your future contributions by visiting the Employer section of www.manulife.ca/grs. Updates will be communicated by Manulife, on your behalf, to Ceridian.

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Setting up integration

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Making contributions

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Managing employee information Update employee personal information

Terminate an employee

If any of the following details of an employee’s personal information

When an employee leaves your organization, you must update his/her

changes or is incorrect, you must notify Manulife and your payroll provider.

employment status with Manulife and your payroll provider.

You are also required to inform Manulife and your payroll provider when an employee is terminated. Date of birth Gender Preferred Language Mailing address Hire Date Employment Type

To update an employee’s status on the Employer section of manulife.ca/grs: select Manage your plan and choose Manage employees, then use Search to locate the employee’s record and proceed to Terminate participation where you can indicate the termination reason that applies – termination of employment, retirement, or deceased. provide the termination date and the contribution period end date in which final contributions (if applicable) will be sent to Manulife.

Province of Employment To make information changes before an employee becomes a member in the plan:

IMPORTANT INFORMATION:

select Manage your plan and choose Manage employees, then

VRSP: For any employees that choose to opt-out of

use Search to locate the employee’s record and update information.

the VRSP or set their VRSP contributions to zero, you

After an employee becomes a member of the plan, please contact our

will need to follow up every two years and offer them the opportunity to re-enroll.

Customer Service team to make changes to their information. Please note: Once an employee becomes a member of the plan, the employee is responsible for notifying Manulife of an address or name change.

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Setting up integration

Enrolling employees

Making contributions

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Managing your plan Plan changes

Online reporting

You can make changes to your plan by selecting the corresponding menu

The following reports are available under Reporting:

item under Your plan details:

Financial Activity Report – provides your plan’s financial activity details

Contribution details – to change your contribution formula and/or

during a specified report period(s). You can use this report to see the total

amounts, or the frequency of contributions.

contributions and withdrawals.

Note: When changing your contribution formula, you must provide notice

Financial Activity Report by Fund – provides your plan’s financial

to the administrator (Manulife), and your employees. Where employer

activity details by funds available in your plan during a specified report

contributions are reduced, the new contribution formula cannot take effect

period(s). You can use this report to see what funds your employees are

until 30 days after the notice was provided to the administrator and

investing in and how the funds are performing.

the employees.

You can get these reports by specifying the report period or by scheduling a

Organization details – to update your organization’s mailing address.

recurring report for a specific frequency.

Contact information – to update signing authority and/or plan administrator contact information. Change administrator – to replace the current plan administrator with a new one. Only the designated signing authority has the ability to change the current plan administrator.

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