FAQ 490: Copying census data from a DC plan to a DB plan

Problem: We have a client with a DC and DB plan. We have entered the census data in the DC plan. How can we transfer the data to the DB plan without entering the whole thing again?

Solution: There are three options for transferring census from a DC plan to a DB plan. (These also apply for transferring from a DB to a DC plan.) 1. Utilities > Export > DC Census to DB (or the DB Census to DC) menu. a) Upload the census data to the DC plan, run the Utilities > Data Check > Employee Data program and make any required changes. b) With the DC plan open, select Utilities > Export > DC Census to DB c) In the Export Census menu that opens, select Multiple Plans and setup the DB plan if the plans are not already paired through Multiple Plan Maintenance d) Select an Employee Matching option and click OK to run the utility New employees will be added if there is no match on the Employee Matching index selected. The fields that will transfer are: Name, SSN, Officer, Ownership %, Family, Spouse and Lineal Descendant/Ascendant Codes, Key & HCE Status, Location Code, Birth, Hire, Termination and Rehire dates, Hours and Compensation which will be loaded into both the Current Compensation and Compensation Rate fields in the DB plan. 2. Copy Basic Employee Data, Including History, Into a New DB Plan a) Create a new DB plan b) Go to File > Copy Plan c) In the Copy Option, select 'Copy and Clear Employees Fields' d) Uncheck 'Maintain Transaction Records' and 'Maintain Plan Specifications' e) In the Copy from Plan section, click Setup to select the DC plan that will be used to copy data into the newly created DB plan. f) Click OK. The census will be copied, including history. 3. The third option for moving data between DC and DB plans is to create a file of the census data that you want to move, and then use ASCript to import the data into the alternate plan. Depending on the size of the plan's census, you may choose to input the data again on the DB side. Here are the steps to do it electronically: a) Create a grid in the DC case with the data that you want to move, e.g., name, SSN, DOB, DOH, DOT, Compensation, Hours, etc. Go to View > Grid > Export to File and Save as type .txt or .xlsx. b) Open up the DB case and run Access > ASCript > Import. For detailed ASCript Import instructions, please refer to the Compliance Training Manual. The Creating a New Variable Import File section begins on page 4-6. The Compliance Training Manual is available in the ASC Main Menu > Help > Manuals and can also be downloaded from the Client Support Center \ Updates & Downloads. For information about transferring census data from a DB plan to a DC plan, refer to FAQ 791.