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TRANSCRIPT
© 2007. Transamerica Life Insurance Company. All rights reserved. Information in
this document is subject to change without notice. No part of this document may be
copied, reproduced, translated, transmitted, or reduced to any electronic medium or
machine-readable form without prior written consent from Transamerica Life
Insurance Company.
Participant Information
© 2007. Transamerica Life Insurance Company. All rights reserved. i
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USING THIS GUIDE ......................................................................................... 1 Navigating Through this Guide.......................................................................... 1
Guide Icons ............................................................................................. 1 Guide Tables............................................................................................ 2 Standard Field Names and Descriptions ................................................. 3 Standard Address Format ....................................................................... 3
PARTICIPANT INFORMATION ......................................................................... 5 Account Access .................................................................................................. 6
Search Results......................................................................................... 8 Account Statement .......................................................................................... 10
Search Results....................................................................................... 11 Confirmation ......................................................................................... 13
Indicative Data ................................................................................................ 13 Updating One Participant...................................................................... 15 Updating Multiple Participants ............................................................. 20
User Guide
ii © 2007. Transamerica Life Insurance Company. All rights reserved. Version 2
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Figure 1: Participant Information Window................................................................. 6 Figure 2: Account Access Window .............................................................................. 7 Figure 3: Account Access Window Search Results–Last Name .................................. 8 Figure 4: Account Access Window Search Results–Social Security Number.............. 9 Figure 5: Account Statement Window ...................................................................... 11 Figure 6: Account Statement Window Search Results–Last Name .......................... 12 Figure 7: Account Statement Window Search Results–Social Security Number ..... 12 Figure 8: Account Statement–Confirmation Window............................................... 13 Figure 9: Indicative Data Window ............................................................................ 14 Figure 10: Indicative Data Window–Update Individual Participant ........................ 15 Figure 11: Indicative Data Window Search Results–Last Name .............................. 16 Figure 12: Indicative Data Window Search Results–Social Security Number ......... 16 Figure 13: Change Indicative Data Window–Frame 1.............................................. 17 Figure 14: Change Indicative Data Window–Frame 2.............................................. 18 Figure 15: Change Indicative Data Window–Frame 3.............................................. 19 Figure 16: Indicative Data Window–Update Multiple Participants .......................... 21
Participant Information
© 2007. Transamerica Life Insurance Company. All rights reserved. 1
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The Transamerica Retirement Services (TRS) website, www.TA-Retirement.com, provides TPA
firms with access to client information within the TRS recordkeeping system. This guide
provides an overview of the functionality, field descriptions, and navigational steps for the
Partner I Series Participant Information section of the website.
Navigating Through this Guide
Screen captures display a visual graphic of a window to assist in understanding functionality.
Additional icons and tables that display throughout the guide consist of the following:
Guide Icons
Online Instructions
The Online Instructions icon and text display prior to a Step Action Table containing specific instruction for navigating within the website
Business Rule
The Business Rule icon and text display when there are specific Business Rules relevant to a particular process
User Guide
2 © 2007. Transamerica Life Insurance Company. All rights reserved. Version 2
Guide Tables
The Field Name and Description table outlines the names and the descriptions of each field
within a window.
Field Name Description
The Notice Type and Timing table displays the types of notices provided at various stages of a
process. The timing column explains when the notices are distributed.
Notice Type Timing
The Step Action table displays specific instructions for navigating within the website.
Step Action
1
Participant Information
© 2007. Transamerica Life Insurance Company. All rights reserved. 3
Standard Field Names and Descriptions
The following Field Names and Descriptions display on multiple windows within the website.
This section of the guide details their respective definitions and meaning. Additional tables
within the guide define Field Names and Descriptions specific to a single window or process.
Field Name Description
Company Name Name of Company
Plan Name Name of plan
Contract ID Identifying number assigned by TRS
• A six digit number followed by a four digit sub id
Standard Address Format
The following Address format displays on multiple windows within the website. This Address
field functions similarly throughout this guide.
Field Name Description
Address System generated or required fields. Type of field is dependent upon purpose of the window
Current contact address information
Street address
• Maximum characters 50 City
• Maximum characters 50 State
• Drop-down list contains available options • 2 character state code
User Guide
4 © 2007. Transamerica Life Insurance Company. All rights reserved. Version 2
Field Name Description
ZIP/Postal Code
• Maximum characters 15 Country
• Maximum characters 30 Zip Code
• Maximum characters 15 City, Province
• Maximum characters 50 Daytime Telephone
• Format: ###-###-#### Evening Telephone
• Format: ###-###-#### Email Address
Participant Information
© 2007. Transamerica Life Insurance Company. All rights reserved. 5
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Participant Information provides access to participant accounts and data. The following menu
items display in the Participant Information window:
Account Access
Account Statement
Indicative Data
Business Rule
Read the following business rules carefully as they apply to user rights viewing participant information.
TPA Owners have the ability to search for participants in all the TPA firms’ contracts
TPA users associated with a specific TPA location only have the ability to search for participants associated with the location
Online Instructions
Participant Information
To access Participant Information, complete the following steps:
Step Action
1 Open Internet Explorer and access www.TA-Retirement.com
Result: The TA-Retirement.com Home page displays
2 Log on with Username and Password
Result: The TPA Home page displays
User Guide
6 © 2007. Transamerica Life Insurance Company. All rights reserved. Version 2
Step Action
3 Click Participant Information from the left navigation menu
Result: The Participant Information window displays
Figure 1: Participant Information Window
Account Access
The Account Access window provides a search function to locate a participant and view account
information.
Participant Information
© 2007. Transamerica Life Insurance Company. All rights reserved. 7
Online Instructions
Account Access
To view Account Access, complete the following steps:
Step Action
1 Click Account Access from the Participant Information window
Result: The Account Access window displays
Figure 2: Account Access Window
User Guide
8 © 2007. Transamerica Life Insurance Company. All rights reserved. Version 2
Step Action
2 Enter the Participant’s Last Name or Social Security Number (SSN)
• SSN without spaces or dashes
3 Click Search to view the results of the search criteria
Search Results
Performing the Account Access search by populating the Last Name or Social Security Number
(SSN) field provides different views of the Account Access window.
Figure 3: Account Access Window Search Results–Last Name
Participant Information
© 2007. Transamerica Life Insurance Company. All rights reserved. 9
Figure 4: Account Access Window Search Results–Social Security Number
Step Action
4 For a Last Name search, select the radio button for the appropriate participant in the window that displays. Click Submit to advance to the Account Information window OR
For a Social Security Number (SSN) search, click Continue in the window that displays to advance to the Account Information window
In both instances, Click Cancel to return to the Participant Information window
5 Click X to close the window with the participant account information
Result: The Account Access window displays
6 Click TPA Home from the left navigation menu to return to the TPA Home page OR
Click LOGOUT from the upper left hand corner of the window to log off TA-Retirement.com
User Guide
10 © 2007. Transamerica Life Insurance Company. All rights reserved. Version 2
Account Statement
The Account Statement window provides the ability to generate participant statements for a
designated period.
Business Rule
Read the following business rule carefully as it applies to generating participant statements.
Once generated, the participant statement is stored in the Recently Generated Reports section of Plan Reports for 72 hours
Online Instructions
Account Statement
To access Account Statement, complete the following steps:
Step Action
1 Open Internet Explorer and access www.TA-Retirement.com
Result: The TA-Retirement.com Home page displays
2 Log on with Username and Password
Result: The TPA Home page displays
3 Click Participant Information from the left navigation menu
Result: The Participant Information window displays
4 Click Account Statement from the Participant Information window
Result: The Account Statement window displays
Participant Information
© 2007. Transamerica Life Insurance Company. All rights reserved. 11
Figure 5: Account Statement Window
Step Action
5 Enter the Participant’s Last Name or Social Security Number (SSN)
• SSN without spaces or dashes
6 Enter the Start Date and End Date
• Format: mm/dd/yyyy
7 Click Submit to view the results of the search criteria OR
Click Cancel to return to the Participant Information window
Search Results
Performing the Account Statement search by populating the Last Name or Social Security
Number (SSN) field provides different views of the Account Statement window.
User Guide
12 © 2007. Transamerica Life Insurance Company. All rights reserved. Version 2
Figure 6: Account Statement Window Search Results–Last Name
Figure 7: Account Statement Window Search Results–Social Security Number
Step Action
1 For a Last Name search, select the radio button for the appropriate participant in the window that displays. Click Submit to view the participant statement in another window OR
For a Social Security Number (SSN) search, click Continue in the window that displays to view the participant statement in another window
2 In both instances, click X to close the window displaying the participant statement
Result: The Account Access window displays
3 Click TPA Home from the left navigation menu to return to the TPA Home page OR
Click LOGOUT from the upper left hand corner of the window to log off TA-Retirement.com
Participant Information
© 2007. Transamerica Life Insurance Company. All rights reserved. 13
Confirmation
This window provides notification that the participant statement is generated. If the participant
statement does not automatically open, the confirmation provides a link to view the participant
statement. Other links on this page allow generating a statement for another participant,
accessing a participant’s account and changing a participant’s indicative data.
Figure 8: Account Statement–Confirmation Window
Indicative Data
The Indicative Data window provides the ability to update participant indicative data. Updating
participant indicative data is completed on an individual basis or for multiple participants via a
file upload.
Online Instructions
Indicative Data
To access Indicative Data, complete the following steps:
Step Action
1 Open Internet Explorer and access www.TA-Retirement.com
Result: The TA-Retirement.com Home page displays
2 Log on with Username and Password
Result: The TPA Home page displays
User Guide
14 © 2007. Transamerica Life Insurance Company. All rights reserved. Version 2
Step Action
3 Click Participant Information from the left navigation menu
Result: The Participant Information window displays
4 Click Indicative Data from the Participant Information window
Result: The Indicative Data window displays
Figure 9: Indicative Data Window
Step Action
5 Select the appropriate radio button. Options are:
• Update indicative data for an individual participant • Update indicative data for multiple participants via file upload
6 Click Next to advance to either the Indicative Data–Participant Search window or the Indicative Data–Select Plan for Upload window depending on the option selected
Participant Information
© 2007. Transamerica Life Insurance Company. All rights reserved. 15
To continue with the next section of the user guide, locate the appropriate type of update (One
Participant or Multiple Participants) and resume with Step 1 below.
Updating One Participant
Upon selecting the Update indicative data for an individual participant option, a window displays
providing a search function to locate the participant to update.
Figure 10: Indicative Data Window–Update Individual Participant
Step Action
1 Enter the Participant’s Last Name or Social Security Number (SSN)
• SSN without spaces or dashes
2 Click Back to return to the Indicative Data window OR
Click Search to view the results of the search criteria OR
Click Cancel to return to the Participant Information window
Performing the Indicative Data search by populating the Last Name or Social Security Number
(SSN) field provides different views of the Indicative Data window.
User Guide
16 © 2007. Transamerica Life Insurance Company. All rights reserved. Version 2
Figure 11: Indicative Data Window Search Results–Last Name
Figure 12: Indicative Data Window Search Results–Social Security Number
Step Action
1 For a Last Name search, select the radio button for the appropriate participant in the window that displays. Click Submit to advance to the Change Indicative Data window OR
For a Social Security Number (SSN) search, click Continue in the window that displays to advance to the Change Indicative Data window
In both instances, Click Cancel to return to the Participant Information window
The Change Indicative Data window allows edits to existing participant data. The window pre-
populates with information regarding the selected participant.
Participant Information
© 2007. Transamerica Life Insurance Company. All rights reserved. 17
Business Rule
Read the following business rule carefully as it applies to Indicative Data updates to vesting.
Vesting for Partner i Series contracts updates per the data entered in the vesting panel of this window. Vesting for all other contracts updates per the Hours Worked YTD field
Figure 13: Change Indicative Data Window–Frame 1
User Guide
18 © 2007. Transamerica Life Insurance Company. All rights reserved. Version 2
Figure 14: Change Indicative Data Window–Frame 2
Participant Information
© 2007. Transamerica Life Insurance Company. All rights reserved. 19
Figure 15: Change Indicative Data Window–Frame 3
Step Action
1 Enter changes to Indicative Data in the appropriate fields
Note: Vesting fields only display for Partner i Series plans
2 Click Submit to advance to the Participant Information–Change Indicative Data Review window OR
Click Cancel to return to the Participant Information window
The Change Indicative Data Review window allows the user to edit existing participant
indicative data. From this window, the user can also confirm edits to existing participant data.
User Guide
20 © 2007. Transamerica Life Insurance Company. All rights reserved. Version 2
Step Action
3 Click Confirm to advance to the Indicative Data Confirmation window OR
Click Edit to return to the Change Indicative Data window OR
Click Cancel to return to the Participant Information window
The Indicative Data Confirmation window provides confirmation of the edits to existing
participant indicative data. From this window, the user views the Confirmation Number and
Transaction Date followed by the edits to existing participant data.
Step Action
4 Click Print Page to display the print window and enable specific print instructions
5 Click TPA Home from the left navigation menu to return to the TPA Home page OR
Click LOGOUT from the upper left hand corner of the window to log off TA-Retirement.com
Updating Multiple Participants
Upon selecting the Update indicative data for multiple participants via file upload option, a
window displays allowing selection of the plan to update. After specifying the plan, update data
via a file upload.
Participant Information
© 2007. Transamerica Life Insurance Company. All rights reserved. 21
Figure 16: Indicative Data Window–Update Multiple Participants
Step Action
1 Select the radio button for the appropriate plan
2 Click Back to return to the Indicative Data window OR
Click Submit to advance to the Census Information–Send Data window OR
Click Cancel to return to the Participant Information window
3 Select the radio button for the File Type
4 Click the Calendar icon to select and populate the date
5 Click Browse to select the File to Upload
6 Click Upload to advance to the Send Data–Validation window
7 Click TPA Home from the left navigation menu to return to the TPA Home page OR
Click LOGOUT from the upper left hand corner of the window to log off TA-Retirement.com