7.14.5. Inventory Control System (ICS)

(2) EDS users can select options 2 through 5. Select option 3 and press F1 to access the ICS Menu.

(1) When you select option 1 from the ICS Main Menu, this screen displays. Any login that TOPS has added to the EDS Employee Master file may use this screen.

EDS-ICS-644a

UPDATE MASTER RECORD -EMPLOYEE PLAN

 ***Select one of the following: _

(1) Research Only
(2) Update Status (Open Codes Only)
(3) Update Master Record Only
(4) Update Status, Master Record or Closing Data
(5) Update MIR Data After Closing
(6) Print Case History
(7) Print Closing Form

Enter Search Criteria      DLN:

______

Case No:

_____

EIN:

_-____  Plan No: ___

FFN:

_____

Name Cntl:

___  Zip: ___

TEDS case No:

______

Hit F1: Execute - F10: Exit

(2) Use the initial query screen to select one of the menu options shown above and display the Update Master Record screen or the Print Format/Selection Screen. This same Master File Screen comes up for each menu option except Notices of Qualified Separate Line of Business (QSLOB) filed on Form 5310-A. QSLOB notices will display a unique screen (see Exhibit 7.14.5-4). You may have limited access to some fields depending on the menu option you select. (See item 13 below.)

(3) You must input an entry in one of the eight fields to retrieve an application or notice. The application or notice is identified by the DLN, Case Number, or TEDS case number, which you can use to query it. You can also query by other items but these are not always unique and therefore, you may need to further identify the application.

 Use these identifiers to search for an application:

1. EIN

2. EIN and Plan Number

3. File Folder Number

4. Name Control

5. Name Control and Zip Code

(4) Enter the item(s) according to the validity checks below.

(5) Press F1.

(6) If there are no input errors the screen will display the Master Record(s) found.

a. If searching using EDS case number, DLN, or TEDS case number, you’ll see the Update Master-Case Control Screen below when only one record is found. If the record is a QSLOB notice, you’ll see the screen in Exhibit 7.14.5-4.

b. If more than one record is found continue at (9), below.

(7) If an input error occurs, the error message appears and the cursor is positioned on the field in error.

a. Correct the input error.

b. Continue at (5), above.

(8) If the first record displayed is not the one you are searching for, press F2 to display the NEXT record. Continue pressing F2 until you find the record you’re looking for or you receive the message "No more records in this direction." Press F4 to go back to previously displayed records.

(9) When you find the correct record, press F1 and the Master Record appears.

(10) To search a different item(s) for another Master Record, press F5. Enter the new search item(s) and continue at (5), above.

(11) Each option (1 - 5) determines which fields on the screen below you may update.

a. Option 1 - Use this screen for research. You may not update any field.

b. Option 2 - Use this screen to change open inventory status fields. You may enter updates to Status Date, Status (Open Codes only), Specialist Number, Case Grade, Hours, Reviewer Number and Reviewer Hours fields. You may not enter or update closing codes in this option (See Option 4 below). You may update hours prior to your manager approving the case closing. You aren’t required to input ALL fields for the system to validate the status update. You can’t use Option 2 to display a QSLOB notice.

c. Option 3 - Use this screen to update Master File type fields. You can update all fields except the Status Date, Status, Specialist Number, Hours, Case Grade, Reviewer Number, and Reviewer Hours. When you use this option 3, the system won’t validate inventory status fields.

d. Option 4 - Use this screen to enter or update the inventory status type fields, Master File type fields, MF Indicator, and proposed closing data. The system will perform validity and consistency checks on all fields. Use this option to close a case. You can’t use Option 4 to display a QSLOB notice.

e. Option 5 - Use this screen to update management information report (MIR) fields after closing (after the Case Approval Screen). You may update Status (Closing Codes only, except 30), Specialist Number, Hours, Case Grade, Reviewer Number, Reviewer Hours, Total Participants and Benefit Type. Only users who have a MF Status of 3 or 30 may use Option 5. See IRM 7.14.5.2(3) for how to create a help desk ticket if you need to change your MF Status. You can’t use Option 5 to display a QSLOB notice.

1

Select one of the following

Must be 1 - 7.

2

DLN

Document Locator Number. Must be numeric.

3

Case No

Case Number. Must be numeric.

4

EIN

Employer Identification Number.
Must be numeric.

5

Plan No

Three digit plan number. Must be numeric.

6

FFN

File Folder Number. Must be numeric.

7

Name Cntl

Name Control. See below to determine the Name Control of the Plan Sponsor.

8

Zip Code

Five digit Zip Code. Must be numeric.

9

TEDS case No

Seventeen digit number assigned by TEDS.

10

Plan Sponsor Name

Display only. Name of the plan sponsor.

11

Form

Display only. Application form number and Version.

12

Cntl Dt

Display only. Control Date.

(12) When you select options 1 – 5, you’ll see the following screen. The record is an application or notice of merger. Press F1 from the initial query screen. When you select options 1 or 3 (see Exhibit 7.14.5-4), you’ll see the Update Master File screen for QSLOB. You may update fields on these screens as described in the validity checks below. The system evaluates all fields for validity and consistency depending on the menu option you select. Option 6 or 7 displays the Print Format/Selection Screen (see Exhibit 7.14.5-11 for using the Print Format/Selection screen).

EDS-ICS-644b1  UPDATE MASTER RECORD -EMPLOYEE PLAN
DLN: _____TEDS Case No: _____Case No: __User Fee: ____EIN: __-____ Plan No: ___FFN: _____Req Type: __
Form: ___Ver: _Rev: ___Area Office: __Control Date: __/__/__

Plan Sponsor Name:

__________________

Name Control: ___

__________________

Form 5309: __

__________________

Entity Type: ___

__________________

Model Plan Type: __

   DBA: ____________________401(K):  __

   In Care Of: ____________________

  Address: ____________________

   City: ___________State: __Zip: ___-___

Name of Plan: ____________________

     ____________________ Plan Year Ends: ___

Benefit Type: _Total Part: ____Termination/Merger Effec Dt: __/__/__
Ltr Serial No: (DO) _____(NO)_____ Vesting:_ Reversion Amt: ______
Reason for Termination: _Plan Effec Dt: __/__/__ Law Indicator: _

Dishonored Check: _userfee Payment Status: _MF: _Dt: __/__/__

***Date: __/__/__ Status: __Specialist No: ___Hours: __._ Case Grade: __
Last Letter Created: ___Reviewer No: ___Hours: __._ TC013: _
Hit _F5: New Search_F6: Case History F10: Exit

(13) To update a record, type the data in the field(s) according to the validity checks below. (If not updating, press F5 to bypass the validity and consistency checks, and no changes will be made to the data.)

(14) Press one of the function keys described at the bottom of the screen (F1, F5, F6 or F10). The function keys’ purposes are displayed at the bottom of the screen. If the Form and Version is 5310A and the type request is NM, NS or NT, press F4 to bring up the Update Master Record screen for Merger, Spin Off or Transfer of Assets (Exhibit 7.14.5-5).

(15) If there are no input errors, the function keys listed below will perform the following tasks:

a. F1, updates the record and displays the initial query screen for the next query.

b. F2, displays the next record or case history screen. If the Form is 5310, the Version is A and the Type Request is NM, NS or NT, then Spin Off or Transfer of Assets (Exhibit 7.14.5-5) displays.

c. F4, displays previous record, previous screen or the Update Master File screen. If the Form is 5310, the Version is A and the Type Request is NM, NS or NT, then Mergers, Spin Off or Transfer of Assets (Exhibit 7.14.5-5) displays.

d. F5, when pressed, doesn’t make changes to the record and displays the initial query screen for the next query.

e. F6 displays the Case History screen (Exhibit 7.14.5-6).

f. F10, when pressed, doesn’t make changes to the record and displays the ICS Menu.

(16) If there is an input error, the error message will appear and the cursor is positioned on the field in error.

a. Correct the input error.

b. Continue at (13), above.

(17) When researching in the Query/Update Master Record and Status and Status Screen, press F5 to bypass updating the record or use Option 1. You’ll see the initial query screen for the next query.

(18) When you enter a proposed closing code, the system displays a current status of 55, Waiting for Case Approval. Enter all case(s) on the Case Approval Screen. Case(s) will be considered for TEQMS Sample and/or Mandatory review and updated to status 31 if selected. See Exhibit 7.14.5-10. Update all case(s) to status 31 in the Approval Screen. If a case is not selected for review, the group secretary enters the closing code.

(19) If you inadvertently close a case, a manager or group secretary can reopen the case and update the status to 31. Once the batch has been run, however, the record may not be reopened. See Exhibit 7.14.5-11.

(20) To assign multiple case(s) to one specialist, see Exhibit 7.14.5-7.

(21) The system displays a message to verify any hours entered greater than 10 (010.0) for all proposed closing codes except 06. If the proposed closing code is 06, the system displays a message to verify any hours greater than one (001.0) hour.

(22) Reviewer Number and Hours must be entered when you update a case status to 32, 54 or 56 or prior to entering the case number on the Case Approval Screen (Exhibit 7.14.5-10) The system displays a message to verify any hours greater than one (001.0) hour.

(23) The system displays a message to verify the name control when you enter a proposed closing code and the service center reported a mismatch when the opening record was established on EACS. Place a bracket (]) in the correct position of the name or enter a Y to signal the batch program to send a name update to Master File. THIS MESSAGE displays WHEN THE SERVICE CENTER REPORTS A DIFFERENT NAME CONTROL ON MASTER FILE FROM THE NAME CONTROL ON THE EDS CASE BEING ESTABLISHED.

1

DLN

Document Locator Number. Display only.

2

TEDS case number

TEDS case number. Display only.

3

Case No

Case number. Display only.

4

User Fee

User Fee. Display only.

5

EIN

Employer Identification Number. Must be numeric. The third digit must not contain a "9".
The first two digits must be in the following ranges: 01-06, 11, 13-16, 21-25, 31, 34-39, 41-48, 51-59, 61-67, 71-76, 81-88, 91-99.

6

Plan No

Three digit plan number. Must be numeric.

7

FFN

File folder number. Must be numeric. The first two digits must match the first two digits of the case number.

8

Req Type

Request Type. The first character is a display only. Must be one of the following:

I -Initial Application

A -Amendment Application

T -Termination Application

NM - Notice of Merger

NQ - Notice of Qualified Separate Line of Business

Form Revision 05/89 and Later

Form  Request Type

5300  I, A

5307  I, A

5310  T

5310A  NM, NQ

5316  I, A

9

Form

Display Only. Form Number of Application. Should be one of the following:

5300, 5307, 5310, 5310A or 5316

10

Ver

Display only. Version Code. Should be A, B or blank.

11

Rev

Display only. Revision date of the application form.

12

Area Office

Area Office. 01 - Northeast Area, 02 - Mid-Atlantic Area, 03 - Great Lakes Area, 04 - Gulf Coast Area, 06 - Pacific Coast Area, 07 - Foreign (including Guam/Puerto Rico/Virgin Islands), 08 - Military and 09 - Unused.

13

Control Date

Control date entered during transcription. May be updated if the MF Status is "0" or "5", otherwise a display only field. See item 33 below for the description of MF status.

14

Plan Sponsor Name (Line 1)

Must be entered. If the Plan Sponsor Name is more than 35 characters long, continue on line 2. Do not break a word after exactly 35 characters, carry the full word or grouping to line 2. All 35 positions of line 1 do not have to be filled to continue on line 2. The first position must be alphabetic or numeric. No characters may follow two consecutive blanks, except blanks. All characters on the keyboard may be entered. The characters that are sent to Master File are alphabetic, numeric, hyphen, ampersand, right bracket "(A-Z, 0-9, -, &, ]," and blank). All other characters entered will be stripped from the line before sending to Master File.

NAME CONTROL -
The name control must be designated by a right-hand bracket(s) (]) if other than the first four characters of the name are used to generate the name control. To prevent an unpostable when the case is sent to the EPMF, make sure that the name control is correct. The word "THE" should not be used as a name control unless only one word follows "THE".

Note: Do not place blanks on either side of the right-hand bracket(s). You may have no more than 2 right-hand brackets. Before entering, validate that the name on the application matches the legal name shown on the plan documents.

Examples:
1. PELICAN COMPANY
No brackets necessary because the first four
positions are the name control.

2. THE]CHARITABLE CONTRIBUTION
Right-hand bracket precedes the four characters that are the correct name control.

3. SAM L]PERRY]NANCY REED & JIM FERRIS
If a name follows the name containing the name control, the name containing the name control should be encased in two right-hand brackets.

15

Name Control

Display only. To correct the name control, see item 14 above, Plan Sponsor Name (Line 1).

16

Plan Sponsor Name (Line 2)

May be entered. If any data is entered, the first position must be alphabetic or numeric. No characters may follow two consecutive blanks except blanks. All characters may be entered. The characters that are sent to Master File are alphabetic, numeric, hyphen, slash, ampersand, percent and ("A-Z, 0-9, -, /, &, %,") blank. All other characters will be stripped before sending to Master File.

17

Form 5309

Must be blank or Y. If Form 5309 is attached enter a Y. May be entered for any Form 5300.

18

Plan Sponsor Name (Line 3)

If entered, Plan Sponsor Name (Line 2) must be entered. See Plan Sponsor Name (Line 2) description.

19

Entity Type

Must be blank or at least one of the following alpha codes:.
G - Government/Church not subject to ERISA.
M - Multiple Employer
W - Multi-Employer
O - Other

20

Plan Sponsor Name (Line 4)

If entered, Plan Sponsor Name lines 2 & 3 must be entered. See Plan Sponsor Name (Line 2) description. Note: If State is (. ), this line should contain the foreign street address. Lines 2 & 3 may be left blank. The characters sent to Master File if a foreign address are alpha, numeric, hyphen, slash, ampersand and ("A-Z, 0-9 -, /, &,") blank

21

Model Plan Type

Must be present if Form 5307.
N -Not Applicable
M -Master/Prototype Plan
V -Volume Submitter Plan

22

DBA

Doing Business As, Also Known As (AKA), or any other name the organization is known as. This field may or may not be entered. If entered, the first position must be alphabetic or numeric. No characters may follow two consecutive blanks except blanks. All characters may be entered. The characters that are sent to Master File are alphabetic, numeric, hyphen, slash, ampersand ("A-Z, 0-9, -, /, &,") and blank.

23

In Care of

May or may not be entered. No characters may follow two consecutive blanks except blanks. All characters may be entered. The characters that are sent to Master File are alphabetic, numeric, hyphen, slash, ampersand ("A-Z, 0-9, -, /, &,") and blank.

24

401(K)

Section 401(K) indicator (contains Cash/Deferred Arrangement). Must be blank, Y or N.

25

Address

May or may not be entered. If entered, the first position must be alphabetic or numeric. All characters may be entered. The characters that are sent to Master File are alphabetic, numeric, hyphen slash, ampersand, percent, "(A-Z, 0-9, /, &, %,") and blank. All other characters will be stripped before sending to Master File. Note: If this is a foreign address, enter the street address on the Plan Sponsor Name (Line 4). Enter the foreign City on this line.

26

City

Must be entered. The first position must be alphabetic or numeric. No characters may follow two consecutive blanks except blanks. All characters on the keyboard may be entered. The characters that are sent to Master File are alphabetic, numeric, hyphen "(A-Z, 0-9, -,") and blank. All other characters will be stripped before sending to Master File. Note: If this is a FOREIGN address, enter the city on the Address line. Enter the foreign Country on this line. If this is a MILITARY address, FPO or APO must be entered on this line if State is "AA", "AE" or "AP".

27

State

Must be entered. Must be a valid state abbreviation or, for foreign addresses, a period followed by a blank (.). If this is a MILITARY address, enter the following:

State Code Geographic Region

AA  No & So America
AE  Europe
AP  Pacific

28

Zip

Five digit Zip Code. Must be numeric. A validity check is executed on EDS to verify the state and zip code. If an invalid zip code is entered, the system message will ask you to verify the current zip code is correct.

29

Name of Plan

If Name of Plan is more than 35 characters long, go to Line 2 for a continuation; do not break a word exactly 35 characters but carry the full word or grouping to Line 2.

All 35 positions do not have to be filled to continue Line 2. All characters may be entered. The first position must be alphabetic or numeric. No characters may follow two consecutive blanks, except blanks. The characters that are sent to Master File are alphabetic, numeric, hyphen, ampersand, "(A-Z, 0-9, -, &") and blank.

30

Plan Year Ends

Must be 1-12 if Form is 5300, 5307, 5310, or 5310-A. Otherwise, must be 0 (zero).

31

Benefit Type

Must be present for all Forms except 5316 and one of the following codes:
W - Cash Balance, no conversion
Z - Cash Balance with conversion
Q - Pension Equity Plan (PEP)
A - Profit Sharing/Safe Harbor
S - Stock Bonus
L - ESOP
K - 401(k) Plan
M - Money Purchase
T - Target benefit
B - Defined Benefit

32

Total Part

Total Participants. If entered must be Form 5300, 5307 or 5310. Must not be entered for Form 5316. If present, must be 000000-999999.

33

Termination/Merger
Effective Dt

Effective date of Merger/Consolidation/Transfer of Assets or Liabilities or the proposed date of Termination. Must be entered if Form is 5310 or 5310A.

34

Ltr Serial No: (DO)

Letter Serial Number assigned for a Prototype or Mass Submitter of a Master or Prototype Plan. Positions 2-8 must be numeric. Valid only for Forms 4461, 4461A and 4461B.

35

Ltr Serial No: (NO)

Letter Serial Number assigned for a Master or Prototype Plan. Positions 2-7 must be numeric. Valid for Form 4461B.

36

Vesting

Plan Vesting provision code. May or may not be entered for Forms 5300, 5307, or 5310. Must not be entered for Forms 5310A or 5316. Must be alpha A-H. Must be entered when a proposed closing code 00, 01, 02, 06, or 09 or status 40 is entered.
A -Full and Immediate
B -Full after 2 Years of Service
C -Full after 3 Years of Service
D -Full after 5 Years of Service
E -6 Year Graded
F -3 to 7 Year Graded
G -Other

37

Reversion Amt

Possible reversion amount or if closed the amount that reverted to the plan sponsor. Must be entered if Form is 5310. Valid entry is 0- 9999999999.

38

Reason for Termination

Must be entered if Form is 5310. Must be one of the following alpha codes:
A -Change in Ownership by Merger
B -Liquidation or Dissolution of Employer
C -Change in Ownership by Sale or Transfer
D -Adverse Business Conditions
E -Adoption of a New Plan
F -Other

39

Plan Effec Dt

Date Plan is effective. Must be in valid date format (mmddyyyy). Must be entered when a proposed closing code 00, 01, 02, 06 or 09 or status 40 is entered and the form is NOT 5310.

40

Law Indicator

Indicates which law the application was submitted. Must be K, M, or J. Must be entered when a proposed closing code 00, 01, 02, 04, 06, or 09 or status 40 is entered.

K-Reliance for GUST
M- Reliance for the first 5-year and 6-year cycles. Also used for terminations between February 1, 2006 and January 30, 2011.
J- Reliance for the second 5-year and 6-year cycles. Also used for terminating plans with control date on or after February 1, 2011.

41

MF

Must be B or Y. May only be changed by opening a Help Desk ticket.

B -Will send BOTH the application and closing record to Master File.
Y -Will send the application or closing record to Master File if the record was an unpostable.

A "Y" may be entered if the status is 5, 6, 7, 2000-2999, 3000-3999, 4000-4999, 5000-5999, 6000-6999, 7000-7999, 8000-8999 or 9000-9999. A "Y" may also be entered if the status is 1, 3 or 13, BUT the system will display a message for verification that the entry is correct. A "B" may only be entered if the status is 3.

MF (Status)

Display only. The code in the Master File describes the status of the EDS record and whether the application and/or closing data is waiting or has been sent to Master File (EPMF).

0 -Application record waiting to be sent to MF.

1 -Application record was sent to MF.

2 -Closing record waiting to be sent to MF.

3 -Closing record was sent to MF.

4 -Both application and closing record waiting to be sent MF.

10 -Not sent to MF (Forms 4461B, 5310A 9999).

11 -Not sent to MF, entity entered from LGS.

12 -Update MIR data, waiting to be sent to Detroit.

13 -Update MIR data, sent to Detroit.

30 -Closing record posted to MF.

2000-2999 -Both application and closing record unposted while attempting to post to MF. Waiting for correction. (See IRM 7.13.8 for instructions).

3000-3999 -Updated MIR data unposted while attempting to post to Detroit. Waiting for correction. (See IRM 7.13.8 for instructions).

4000-4999 -Closing record unposted while attempting to post to MF. Waiting for correction. (See IRM 7.13.8 for instructions).

5000-5999 -Application record unposted while attempting to post to MF. Waiting for correction. (See IRM 7.13.8 for instructions).

6000-6999 -Updated MIR data unposted while attempting to post to Detroit. Waiting for correction. (See IRM 7.13.8 for instructions).

7000-7999 -Both application and closing record unposted while attempting to post to Master File. Waiting for correction. (See IRM 7.13.8 for instructions).

8000-8999 -Closing record unposted while attempting to post to Master File. Waiting for correction. (See IRM 7.13.8 for instructions).

9000-9999 -Application record unposted while attempting to post to Master File. Waiting for correction. (See IRM 7.13.8 for instructions).

MF (Dt)

Display only. The date each MF status above, occurred.

42

Date

Date of the current case status described below. If updating, overlay the date displayed. Must be a valid date format (mmddyyyy), no later than the current date and no earlier than the case control date.

43

Status

Case status. Consists Open Status Codes and Closed States Codes. If updating, overlays the status displayed. See Part II of Form 6476, Employee Plans System Codes.

If the Closing Code needs to be updated after Case Approval Screen, use Option 5. (This Option may only be accessed by submitting a Help Desk ticket.)

-Must enter a proposed closing code before updating the status to 31.
-Must enter status 31 before entering status 32, 33, 38, 54 or 56.
-May not enter status 37 unless the current status is 32, 33, 52, 53, 55 or 50.
-May not enter status 39 unless the current status is 50, 51, 60 or 62.
-May only enter status 31, 39 or 50 if current status is 55 and the closing code entered previously was 06.
-May not enter status 52 if current status is 31 or 38. Must enter status 32 or 33 to update to 52.
-May only enter status 31, 37, 50, 52, or 53 if current status is 55 and the closing code entered previously was any closing code except 06 or 09.
-Closing codes 06 or 09 may only be entered if the current status is 39 or 50.
-May NOT enter proposed closing code 02 unless status 40 has been previously entered.
-May enter status 35 only after status 40 has been entered.

44

Specialist No

Five digit EDS specialist number. First two digits are valid Associate District Code. (See item 8 under validity checks for Exhibit 7.14.5-8). Must be numeric. Must be present if the status entered is 52, 58 or a proposed closing code. If updating, type over the specialist number displayed. To correct the Specialist Number after case has been approved, use option 5.

45

Hours

Number of hours spent on the case. Must be numeric. Fractions can only have one decimal position. Must be present if a proposed closing code 00, 01, 02, or 06 or status 40 is entered. Must be present for proposed closing codes 03, 04, 08 or 09 if the previous status was 52. If updating, type over the hours displayed. To correct the Hours after the case has been approved, use option 5.

46

Case Grade

First two digits must be 09, 11, 12 or 13. Must be present if a proposed closing code 00, 01, 02, 06 or 09 or status 40 is entered. If updating, type over the case grade displayed. To correct the Case Grade after the case has been approved, use option 5.

47

Last Letter Created

Display only. The letter number of the last letter created.

48

Reviewer No

Five digit EDS reviewer number. Must be numeric. Must be present if status entered is 32, 54 or 56 or prior to entering the case number on the Case Approval Screen. If the Reviewer Number needs to be corrected after the case has been approved, submit a Help Desk ticket.

49

Hours

Number of review hours spent on the case. Must be numeric. Fractions can only have one decimal position. Must be present if status entered is 32, 54 or 56 or prior to entering the case number on the Case Approval Screen. To correct the Reviewer Hours after the case has been approved, submit a Help Desk ticket.

50

TC013

When a case is established on EDS if the name control differs from the name control on Master File an indicator will be set to identify the mismatch. When you close a case, enter Y or N. If you enter "Y," transaction code 013 generates to update the name on Master File. If you enter "N," update the name on EDS to match the name on Master File.

(1) When you select option 3 from the ICS Main Menu, this screen displays. This option allows any EDS user to transfer, assign or reassign a case to another specialist or Area using status 52. The Action History Record on the case will show the person’s login who updated the case.

 EDS-ICS-663a   Case Assignment

 Org Code: ___Employee Number: ____Case Grade: __

Case Number      Employer/Organization Name     Status     Message

_____  

_____  

_____  

_____  

_____  

_____  

_____  

_____  

_____  

_____  

_____  

_____  

_____  

_____  

Hit F1:Execute  F10: Exit

(2) Enter a case number(s) and an employee number on this screen. You may also enter the Case grade. All case(s) you enter on one screen must have the same grade. If the group number does not match the group number assigned to the employee in the employee Master File, a message appears on the screen. If this message appears, contact TOPS by submitting a Help Desk ticket.

(3) Enter these fields according to the validity checks below.

(4) Press F1.

(5) If there are no input errors (i.e., UPD Failed, etc.), the screen shows the employee’s current group, the Plan Sponsor Name or Organization Name, the current status, and any error messages, if appropriate.

(6) If an input error occurs, the message displays and the cursor is positioned on the field in error.

 a. Correct the input error.

 b. Continue at (4), above.

(7) Verify that the case(s) displayed are the correct case(s) to assign. You can correct an incorrect case number by re-entering the correct case number. Press F1 to process the corrected case number with the others. Once you’ve verified the case(s), press F5.

(8) The screen will display again with the message(s) "ASSIGNED" or "UPD FAILED." The case(s) with the message "ASSIGNED" will be updated with status 52 to the specialist number entered on the screen. For the list of other messages, see item 7 in the validity checks.

(9) If you have more case(s) to assign, press F1 to display a blank screen and continue.

(10) If you have no more case(s) to assign, press F10 to exit.

(11) If the error message "Cannot Assign Case to This Employee" appears, ask TOPS to verify the "Function Code" in the File Maintenance System. The employee’s function code cannot be 61, 62, 77, 79, 98 or 99.

(12) If the error message "UPD FAILED" appears, contact TOPS by submitting a Help Desk ticket. There is a file mismatch.

1

Org Code

Display Only. Displays the group the specialist is assigned to.

2

Employee Number

Specialist number. The five digit number assigned to each specialist. Must be entered and must be numeric.

3

Case Grade

If entered, must be numeric. Must be one of the following valid case grades: (09, 11, 12 or 13).

4

Case Number

Must be numeric. Enter the nine digit number assigned by DTS.

5

Employer/Organization Name

Display only. The first name line of the Employer or Organization.

6

Status

Display only. The current status of the case if it is not 50 or 51.

7

Message

Display only. The following messages will be displayed when appropriate:

ASSIGNED
CASE CLOSED
CASE NOT FOUND -Case number may have
been entered incorrectly.
CLOSE PENDING -Case is currently in
55 status.

DUPLICATE -Case number was duplicated
on the screen.
INCON UPDATE -Inconsistent update.
Case is currently in a Review status.
UPD FAILED - contact TOPS by submitting a Help Desk ticket. There is a mismatch file.

EDS-CSS-652

REPRINT TRANSMITTAL SHEET

Enter Case Number(s):

 _____ _____ _____ _____
 _____ _____ _____ _____
 _____ _____ _____ _____
 _____ _____ _____ _____
 _____ _____ _____ _____

Hit F1:Execute F10:Exit

1

Enter Case number(s)

Must be numeric. Must be a case number in the EDS system.

1

Case Grade

If entered, must be numeric. Must be a valid case grade:

EP-09, 11, 12 or 13

2

Case Number

Must be numeric. Enter the nine digit number assigned by DTS.

3

Plan Sponsor/Organization Name

Display only. The first name line of the Plan Sponsor or Organization.

4

Status

Display only. The current status of the case if it is not 50.

5

Message

Display only. The following messages are displayed when appropriate.

CASE CLOSED
CASE NOT FOUND-Case number may have been entered incorrectly.
DUPLICATE
INCON UPDATE
INVALID UPDATE
UPD FAILED