This article describes how to configure a client for the Standard 401k to Lincoln Director moov definition. Each client configuration will vary based on their plan specification and will need to be configured accordingly.
If you have not already done so, please add the Standard 401k to Lincoln Director moov to your account by following these steps.
Once the Standard 401k to Lincoln Director moov has been added to your account, access the moovs section on the left side menu and click on the Standard 401k to Lincoln Director moov.
The Standard 401k to Lincoln moov provides a notification for when the moov is complete. The notification can be sent to any email address you wish and can also be configured to sent to multiple email addresses.
To edit the notification step, click on the cog icon under the Action - Notify step on the left. Then toggle the "Use default parameters" off and enter in the email addresses you would like to receive the notification. If you would like to enter multiple email addresses, separate them with a comma. A Reply to email is also required in the event that a recipient of the notification replies to the email.
Note: these settings apply to any client configuration you set up for this specific moov. You also have the ability to configure the notification step for each client configuration if you wish to add or remove email addresses per client.
To save your parameters click on the Save Changes button.
In the moov configuration section, click the Add button to add a new client to send retirement data to Lincoln.
Client/Entity - either select an existing client or click the + sign to create a new client.
Status - the status field is important when configuring a new integration with Lincoln as it provides the correct file name and SFTP directory used to send to Lincoln while in their testing phase. This field should be set to 'Testing' until the testing phase has been completed.
Expected Frequency - the client's payroll frequency
File Name Starts With - typically the client or company code within your payroll platform. The value entered into this field is important as the file you send to detamoov must start with this value.
File Name Contains - optional value that is included in the file name
For more information on the Lincoln file specifications detamoov uses to transform the Standard 401k extract file, please visit the Standard 401k to Lincoln Financial help page.
If you are a UKG Ready user and an employee was not paid in the current pay period, a field override is needed to provide the PAY DATE. detamoov has provided custom fields that take the existing dates from the source file and allow you to apply them to the missing fields.
To provide the override custom fields, locate the Action - Transform step, click the Field Overrides panel, and click the Add button. Then select the appropriate field from the Output Field dropdown, change the Override Type to Custom Field, and then select the Custom field from the dropdown menu as shown below:
Lincoln requires that the Payroll Frequency be included in the file sent to them. To include the Payroll Frequency, you can provide a field override using the following chart of values:
Weekly = W
Bi-Weekly = B
Semi-Monthly = S
Monthly = M
Quarterly = Q
Annually = A
To add a Field Override, locate the Action - Transform step, expand the Field Overrides panel and click the Add button. Then select the appropriate Output field, set the Override Type to Text and enter the Override Value.
Lincoln requires that the fields for data like contribution and loan amounts for each plan follow a specific format. Below is sample data that Lincoln may send specific to your client's plan.
Sample data from Lincoln:
Plan ID: A1BC
Location Code: 0001
Payroll Frequency: S for Semi-monthly
Employment Statuses: E for Eligible/Not Participating, P for Eligible/Participating, L for Leave, T for Terminated
Sources: EMPLOYEE SALARY DEFERRAL, ROTH
Loans: 0
Lincoln to detamoov field mapping
Each Lincoln field maps to a specific field on the detamoov moov definition's field override. Below is a list of the mapping to ensure the Lincoln plan has the correct mapping:
| Lincoln Source | detamoov Field |
|---|---|
| EMPLOYEE SALARY DEFERRAL | CURRENT PAYROLL EMPLOYEE PRETAX CONTRIBUTION |
| EMPLOYER DISCRETIONARY | CURRENT PAYROLL NON ELECTIVE CONTRIBUTION |
| ROTH | CURRENT PAYROLL EMPLOYEE ROTH CONTRIBUTION |
| SAFE HARBOR/SIMPLE MATCH | CURRENT PAYROLL SAFE HARBOR EMPLOYER MATCH |
| SAFE HARBOR/SIMPLE NON-ELECTIVE | CURRENT PAYROLL SAFE HARBOR NON ELECTIVE |
To ensure each client's plan is set up accurately, you must map each Lincoln Source to the appropriate detamoov Field. Setting transformation overrides allows you to accomplish this and create a plan specific configuration for each client. In the above sample data, there are 2 contribution amounts that must be mapped using the transformation overrides: EMPLOYEE SALARY DEFERRAL and ROTH.
To create a Transformation Override, locate the Action - Transform step, expand the Transformation Overrides panel and click the Add button. Then in the pop-up window select the field you wish to override. We'll start with EMPLOYEE SALARY DEFERRAL:
After you have selected the EMPLOYEE SALARY DEFERRAL field, click the Add Override button.
Lincoln requires that the header of each contribution or loan provided include the Plan ID. detamoov gives you the ability to do just that but utilizing the Override Field Name on the Transformation Override page.
To correctly override the field name, enter in the Plan ID and then the Field Name exactly as it appears in the Field Name field above the Override Field Name field. For example, in our sample data above you have a Plan ID of A1BC, so you would enter:
A1BC_EE SALARY DEFERRAL
Note that case-sensitivity is important and it must be entered exactly. Once the field name override is entered click the OK button.
Going back to our sample data, you would repeat the transformation override for the ROTH field.
Now that all the contribution and/or loan amount fields have been mapped (our sample data has no loan amount so nothing to map there), you will need to remove any field not used that starts with (PLAN ID).
To remove a field from the output, repeat the following steps for each field:
Step 1
On the Action - Transform step, click the Add button under the Transformation Overrides section and select the first (PLAN ID) field in the list and click Add Override.
Step 2
On the New Transformation Override page, toggle the 'Exclude from output' switch to the on position and click the OK button.
Note: it is important that you repeat these steps for every field remaining in the Select Field dropdown menu where the name of the field starts with (PLAN ID).
Lincoln file names are plan specific and are in the following format:
Test files: TEST-[PLAN ID]-[DATETIME IN YYYYMMDDHHmmss].csv
Production files: [PLAN ID]-[DATETIME IN YYYYMMDDHHmmss].csv
If you do not store the Plan ID in payroll then you will need to add a File Name Override for the Plan ID field for both the testing and production file name.
To add a file name override, locate the Action -Name File step and toggle the 'Use default parameters' off.
In BOTH the Production and Test naming rule sections, locate the Custom Field for Plan ID and change the Naming Component Type to TEXT and then enter in the Plan ID in the Text field.
PRODUCTION FILE NAME:
TEST FILE NAME:
At the beginning of this article you configured the notification step for the moov to send a notification once the moov had completed. You also have the ability to configure the notification step for each client configuration if you wish to add or remove email addresses per client.
To override the notification step, locate the Action - Notify step and toggle the "Use default parameters" off and enter/remove email addresses from Email Address and Reply To fields. If you would like to enter multiple email addresses, separate them with a comma.
To complete the configuration for your client, click the Next button at the bottom of the page and then the Save button on the moov summary page.
