SEBS 401(k) Cancellation Procedures

Email or Print On Letterhead
December 23, 2014
INSERT ADRESS INFORMATION FROM PLANTRAX
<Client Name>
<Client Address>
<City, ST Zip>
Re: <INSERT PLAN NAME FROM PLANTRAX>
Dear Plan Sponsor:
Regretfully, it has come to our attention that your company will be terminating its employer-
sponsored retirement plan and the recordkeeping services provided by Southeastern Employee
Benefit Services.
Please consider the following information carefully before terminating your plan:
• You may not establish a new qualified retirement plan until 12 months after all assets
have been distributed from the terminated plan.
• All participants will become 100 percent vested in all money sources upon plan
termination.
• An annual return (Form 5500) must be filed with the Department of Labor as long as
assets remain in the plan.
• Terminating the plan may have tax consequences for participants with outstanding
loans.
• There is a $1,200.00 fee to process the plan termination.
To terminate your plan, please indicate whether you will be executing a Formal Plan
Termination or an Informal Plan Termination. In the case of a Formal Plan Termination, a
request must be sent to the IRS for approval, and you will need to contact either an ERISA
attorney or CPA to initiate the process.
If you would prefer an Informal Plan Termination which allows all assets to be distributed to
participants, please complete the enclosed materials and return them to Southeastern
Employee Benefit Services.
We have appreciated the opportunity to serve you.
Sincerely,
<INSERT NAME>
<ACCOUNT ASSOCIATE>

SEBS 2015
Fax to 866-775-6450, or send to:
Southeastern Employee Benefit Services
1175 John Street, West Henrietta, NY 14586
Plan Termination Checklist
It is your responsibility as plan sponsor to execute the plan termination. The following Plan
Termination Checklist outlines the required components of the process:
□ Execute an Organization Resolution to terminate the plan. You can customize the
Resolution Template included on page 6 to suit your particular business needs. You
should retain a copy of this resolution with your plan records.
□ Return Pages 2 through 5, with applicable signatures and information, to Southeastern
Employee Benefit Services. Be sure to complete all fields so that the paperwork can be
accepted and processed.
□ Provide written notification to all plan participants that the plan is being terminated.
□ Set a termination date that corresponds with the next plan anniversary. Mid-year
terminations are possible; however, if the plan is a Money Purchase Plan, Target Benefit
Plan, 412(i) Defined Benefit Plan, or a 401(k) Plan with certain provisions, plan
contributions for the year in which the plan terminates may still be required.
□ Contact your payroll provider with the final payroll date for which plan contributions
should be processed.
□ Distribute all plan assets keeping in mind the following distribution guidelines:
1. You must send a letter to each employee notifying him/her of the distribution options
available; in the letter, include instructions for requesting such distribution. This
notice should be sent within 180 days of, but not less than 30 days prior to,
processing forced distributions.
2. There is a time limit on processing distributions from a terminating plan. Usually,
distributions must be made "as soon as administratively feasible” for the plan to
maintain its qualified status. Rev. Rul. 89-87 indicates that, "Generally if distributions
are made within one year of the termination date, it is considered to be
administratively feasible.”
3. The trustee has the right to request that all funds be moved to a safer investment
during the plan termination period. Contact your Account Associate at 877-758-6272
if you want to discuss this option.
4. Read carefully the SPECIAL TAX NOTICE REGARDING PLAN PAYMENTS. The
plan trustee is responsible for making sure that taxable distributions are reported and
that applicable taxes are withheld. Even if the distribution is made in the form of a
qualified rollover, it still must be reported on a Form 1099.
5. All checks will be mailed to the participant’s last known address unless otherwise
stated by the plan Trustee.
6. Married participants with account balances exceeding $5,000 may be required to
take their distributions in the form of a qualified joint and survivor annuity unless the
spouse elects otherwise.
7. If the plan has life insurance, participants who want to continue their life insurance
may transfer the policy ownership to themselves. Keep in mind; the cash surrender
value of the policy at the time of transfer is considered taxable income to the

SEBS 2015
participant. Other options regarding life insurance should be discussed with your
insurance representative.
Authorization of Informal Plan Termination
Name of Terminating Plan: PREFILL USING PLAN NAME FOUND IN PLANTRAX
Plan Contact for Termination:
Email Address: Phone:
As the Adopting Employer of the PREFILL FROM PLANTRAX Employer Sponsored Retirement
Plan, I acknowledge the following:
• I have reviewed the Plan Termination Checklist.
• I have executed an Organization Resolution to terminate the plan.
• I have adopted all necessary plan amendments to conform to required law changes.
• I have notified all plan participants and beneficiaries regarding the termination of the plan.
• I am aware that as a result of terminating the plan all participants’ account balances
automatically become 100 percent vested.
• I have paid all outstanding charges and fees owed to Southeastern Employee Benefit
Services.
• It is my responsibility to ensure that distributions to participants are made in a timely
manner.
• In the event a participant has not responded to the notification of distribution, before
forcing a distribution I must attempt to locate that individual in accordance with the U.S.
Department of Labor’s missing participant guidance.
• I am aware any forfeiture funds in the plan will be allocated to all eligible employees prior
to plan termination.
• Final completion of the plan’s termination is dependent upon the distribution of all assets
in the plan. I must file a Form 5500 Annual Return/Report each plan year in which
• When the plan has distributed all assets, the deadline for filing the final Form 5500 is the
last day of the seventh month following the date the plan asset balance reflects $0.00.
As trustee of the aforementioned plan, I authorize Southeastern Employee Benefit Services
(SEBS) to proceed with an Informal Plan Termination. I understand that the services being
provided are ministerial in nature and based on information I have provided. I agree not to hold
SEBS liable for: loss, damages, costs, attorney fees, expenses, interest, penalties, or any other
loss arising, directly or indirectly, as a result of inaccurate information provided by any person or
entity having responsibilities with respect to the plan.
Final payroll date SEBS should process plan contributions:
Adopting Employer Signature: Title:
Company Name
INSERT NAME OF ADOPTIONG EMPLOYER
** Refer to the Plan Document for the
name of the Adopting Employer. This
signature will need to match this name
EXACLTY. For example, “Robert A.
Smith,” cannot sign as, “Bob Smith.”**

SEBS 2015
Print Name: Date:
Reason for Plan Termination
Your feedback is important to us. We welcome any comments in an ongoing effort to enhance
our products and services.
Please use numbers (with “1” being the primary reason) to indicate your reason(s) for
transferring your 401(k) plan.
Authorized Signature: Date:
Change in Business Structure Price
Business is closing Monthly administration fees are too high
Company buyout Competitor offered a better price
Merging with a company that has established plan Business downsizing/experiencing financial issues
Comments Comments
Dissatisfaction with Service Dissatisfaction with Product
Setup/conversion experience Desired plan option not available
Billing errors Information/reports are inadequate
Issues with plan compliance Web site is unsatisfactory
Lack of investment advice Narrow investment selection
Need more assistance with plan administration Dissatisfaction with non-payroll product
Unhappy with service interaction Comments
Comments
Lack of participation
Dissatisfaction with Sales Employees are not interested/not participating
Plan that was sold is not needed/expected Company no longer has employees
Misrepresentation of product/service by sales rep Owner is unable to contribute
Comments Comments

SEBS 2015
Plan Termination Payment Information
The fee for the plan termination includes: a Plan Valuation once all contributions have been
received based on the asset information provided, a final Annual Return (5500 Series) once
plan assets have been fully distributed, participant forms for distribution elections, and special
tax notices.
Plan termination work will not begin until all outstanding fees have been paid in full. The
$1,200.00 Plan Termination fee will be paid as indicated below. Select all that are applicable.
□ Company Check
□ Plan Forfeitures
□ Plan Assets (Pro-rata across participant balances)
□ Other (Please specify)
Authorized Signature: Title:
Print Name: Date:
Please Note:
Quarterly administration is necessary as long as any assets remain in the plan. Regardless of
whether contributions are being made to the plan if there is participant direction of investments,
annual administration is required. These will be charged separately based on your standard fee
schedule. The fee quotes given are good for a period of 60 days from the date of this letter. Any
outstanding fees must be paid prior to any termination work beginning.

SEBS 2015
Resolution
WHEREAS, _______________________________________________, (the Employer), adopted
the ______________________________________ (Plan Name) for the benefit of its eligible
employees, WHEREAS, said Employer now deems it advisable to terminate said Retirement
Plan.
NOW, THEREFORE, BE IT RESOLVED, that at the Board of Directors meeting held on
______________________, 20______________, it was authorized that said Retirement Plan be
terminated effective _______________________, 20______, and that contributions and benefit
accruals under the plan shall cease as of said date.
FURTHER RESOLVED, that the officers of the Employer are directed to take the necessary
action to implement the plan termination and to direct the Trustee(s) as to the disbursement of
trust assets.
Name of Authorized SignerINSERT NAME OF ADOPTIONG EMPLOYER

SEBS 2015
Retirement Plan Amendment
WHEREAS, __________________________________________________, (the Employer)
adopted Plan Name (the Retirement Plan) for the benefit of its eligible employees; and
WHEREAS, under the terms of said Plan, the Employer has the right to amend and to terminate
the Retirement Plan.
NOW, THEREFORE, effective ________________________________, 20___, all contributions
and benefit accruals under the Retirement Plan shall cease and the Plan shall terminate. All plan
participants as of the date of the plan termination shall be 100% vested in the value of their
respective account balances. The Trustee(s) are authorized and directed to distribute the trust
assets in accordance with the terms of the Plan.
Executed this the ______ day of __________________________, 20_____.
Name of Authorized SignerINSERT NAME OF ADOPTIONG EMPLOYER

Email or Print On Letterhead
December 23, 2014
<Client Name>
<Client Address>
<City, ST Zip>
Re: <Plan Name>
Dear Plan Sponsor:
Regretfully, it has come to our attention that your company will be terminating its employer-
sponsored retirement plan and the recordkeeping services provided by Southeastern Employee
Benefit Services.
Please consider the following information carefully before terminating your plan:
• You may not establish a new qualified retirement plan until 12 months after all assets
have been distributed from the terminated plan.
• All participants will become 100 percent vested in all money sources upon plan
termination.
• An annual return (Form 5500) must be filed with the Department of Labor as long as
• Terminating the plan may have tax consequences for participants with outstanding
loans.
• There is a $1,200.00 fee to process the plan termination.
To terminate your plan, please indicate whether you will be executing a Formal Plan
Termination or an Informal Plan Termination. In the case of a Formal Plan Termination, a
request must be sent to the IRS for approval, and you will need to contact either an ERISA
attorney or CPA to initiate the process.
If you would prefer an Informal Plan Termination which allows all assets to be distributed to
participants, please complete the enclosed materials and return them to Southeastern
Employee Benefit Services.
We have appreciated the opportunity to serve you.
Sincerely,
<First Name Last Name>
<Title>

SEBS 2014
Plan Termination Checklist
It is your responsibility as plan sponsor to execute the plan termination. The following Plan
Termination Checklist outlines the required components of the process:
□ Execute an Organization Resolution to terminate the plan. You can customize the
Resolution Template included on page 6 to suit your particular business needs. You
should retain a copy of this resolution with your plan records.
□ Return Pages 2 through 5, with applicable signatures and information, to Southeastern
Employee Benefit Services. Be sure to complete all fields so that the paperwork can be
accepted and processed.
□ Provide written notification to all plan participants that the plan is being terminated.
□ Set a termination date that corresponds with the next plan anniversary. Mid-year
terminations are possible; however, if the plan is a Money Purchase Plan, Target Benefit
Plan, 412(i) Defined Benefit Plan, or a 401(k) Plan with certain provisions, plan
contributions for the year in which the plan terminates may still be required.
□ Contact your payroll provider with the final payroll date for which plan contributions
should be processed.
□ Distribute all plan assets keeping in mind the following distribution guidelines:
1. You must send a letter to each employee notifying him/her of the distribution options
available; in the letter, include instructions for requesting such distribution. This
notice should be sent within 180 days of, but not less than 30 days prior to,
processing forced distributions.
2. There is a time limit on processing distributions from a terminating plan. Usually,
distributions must be made "as soon as administratively feasible” for the plan to
maintain its qualified status. Rev. Rul. 89-87 indicates that, "Generally if distributions
are made within one year of the termination date, it is considered to be
administratively feasible.”
3. The trustee has the right to request that all funds be moved to a safer investment
during the plan termination period. Contact your Account Associate at 877-758-6272
if you want to discuss this option.
4. Read carefully the SPECIAL TAX NOTICE REGARDING PLAN PAYMENTS. The
plan trustee is responsible for making sure that taxable distributions are reported and
that applicable taxes are withheld. Even if the distribution is made in the form of a
qualified rollover, it still must be reported on a Form 1099.
5. All checks will be mailed to the participant’s last known address unless otherwise
stated by the plan Trustee.
6. Married participants with account balances exceeding $5,000 may be required to
take their distributions in the form of a qualified joint and survivor annuity unless the
spouse elects otherwise.
7. If the plan has life insurance, participants who want to continue their life insurance
may transfer the policy ownership to themselves. Keep in mind; the cash surrender
value of the policy at the time of transfer is considered taxable income to the

SEBS 2014
participant. Other options regarding life insurance should be discussed with your
insurance representative.
Authorization of Informal Plan Termination
Name of Terminating Plan:
Plan Contact for Termination:
Email Address: Phone:
As the Adopting Employer of the Employer Sponsored Retirement
Plan, I acknowledge the following:
• I have reviewed the Plan Termination Checklist.
• I have executed an Organization Resolution to terminate the plan.
• I have adopted all necessary plan amendments to conform to required law changes.
• I have notified all plan participants and beneficiaries regarding the termination of the plan.
• I am aware that as a result of terminating the plan all participants’ account balances
automatically become 100 percent vested.
• I have paid all outstanding charges and fees owed to Southeastern Employee Benefit
Services.
• It is my responsibility to ensure that distributions to participants are made in a timely
manner.
• In the event a participant has not responded to the notification of distribution, before
forcing a distribution I must attempt to locate that individual in accordance with the U.S.
Department of Labor’s missing participant guidance.
• I am aware any forfeiture funds in the plan will be allocated to all eligible employees prior
to plan termination.
• Final completion of the plan’s termination is dependent upon the distribution of all assets
in the plan. I must file a Form 5500 Annual Return/Report each plan year in which
• When the plan has distributed all assets, the deadline for filing the final Form 5500 is the
last day of the seventh month following the date the plan asset balance reflects $0.00.
As trustee of the aforementioned plan, I authorize Southeastern Employee Benefit Services
(SEBS) to proceed with an Informal Plan Termination. I understand that the services being
provided are ministerial in nature and based on information I have provided. I agree not to hold
SEBS liable for: loss, damages, costs, attorney fees, expenses, interest, penalties, or any other
loss arising, directly or indirectly, as a result of inaccurate information provided by any person or
entity having responsibilities with respect to the plan.
Final payroll date SEBS should process plan contributions:
Adopting Employer Signature: Title:
Company Name
Name of Authorized Signer

SEBS 2014
Print Name: Date:
Reason for Plan Termination
Your feedback is important to us. We welcome any comments in an ongoing effort to enhance
our products and services.
Please use numbers (with “1” being the primary reason) to indicate your reason(s) for
transferring your 401(k) plan.
Authorized Signature: Date:
Change in Business Structure Price
Business is closing Monthly administration fees are too high
Company buyout Competitor offered a better price
Merging with a company that has established plan Business downsizing/experiencing financial issues
Comments Comments
Dissatisfaction with Service Dissatisfaction with Product
Setup/conversion experience Desired plan option not available
Billing errors Information/reports are inadequate
Issues with plan compliance Web site is unsatisfactory
Lack of investment advice Narrow investment selection
Need more assistance with plan administration Dissatisfaction with non-payroll product
Unhappy with service interaction Comments
Comments
Lack of participation
Dissatisfaction with Sales Employees are not interested/not participating
Plan that was sold is not needed/expected Company no longer has employees
Misrepresentation of product/service by sales rep Owner is unable to contribute
Comments Comments

SEBS 2014
Plan Termination Payment Information
The fee for the plan termination includes: a Plan Valuation once all contributions have been
received based on the asset information provided, a final Annual Return (5500 Series) once
plan assets have been fully distributed, participant forms for distribution elections, and special
tax notices.
Plan termination work will not begin until all outstanding fees have been paid in full. The
$1,200.00 Plan Termination fee will be paid as indicated below. Select all that are applicable.
□ Company Check
□ Plan Forfeitures
□ Plan Assets (Pro-rata across participant balances)
□ Other (Please specify)
Print Name: Date:
Please Note:
Quarterly administration is necessary as long as any assets remain in the plan. Regardless of
whether contributions are being made to the plan if there is participant direction of investments,
annual administration is required. These will be charged separately based on your standard fee
schedule. The fee quotes given are good for a period of 60 days from the date of this letter. Any
outstanding fees must be paid prior to any termination work beginning.

SEBS 2014
Resolution
WHEREAS, _______________________________________________, (the Employer), adopted
the ______________________________________ (Plan Name) for the benefit of its eligible
employees, WHEREAS, said Employer now deems it advisable to terminate said Retirement
Plan.
NOW, THEREFORE, BE IT RESOLVED, that at the Board of Directors meeting held on
______________________, 20______________, it was authorized that said Retirement Plan be
terminated effective _______________________, 20______, and that contributions and benefit
accruals under the plan shall cease as of said date.
FURTHER RESOLVED, that the officers of the Employer are directed to take the necessary
action to implement the plan termination and to direct the Trustee(s) as to the disbursement of
trust assets.

SEBS 2014
Retirement Plan Amendment
WHEREAS, __________________________________________________, (the Employer)
adopted Plan Name (the Retirement Plan) for the benefit of its eligible employees; and
WHEREAS, under the terms of said Plan, the Employer has the right to amend and to terminate
the Retirement Plan.
NOW, THEREFORE, effective ________________________________, 20___, all contributions
and benefit accruals under the Retirement Plan shall cease and the Plan shall terminate. All plan
participants as of the date of the plan termination shall be 100% vested in the value of their
respective account balances. The Trustee(s) are authorized and directed to distribute the trust
assets in accordance with the terms of the Plan.
Executed this the ______ day of __________________________, 20_____.

Termination Procedures
- SEBS Daily Plans -
REQUEST IS RECEIVED FROM CLIENT TO TERMINATE THE PLAN:
The request may come in via phone, email, or hardcopy mail, from either the client themselves, the new
recordkeeper, or the investment provider. If this request is received by someone other than the Account
Associate, the recipient will forward the request on to them. The current Account Associate can be
found on the main screen in PlanTrax.
A. First, begin a SEBS Termination Checklist for the client, and indicate the date the termination request
was received. Save the Checklist to a new folder within the main client folder, with the naming convention
<PLANID Termination>.
B. Make all appropriate retention efforts and, when necessary, send the client the Termination Package to
begin the process. In conjunction with sending the paperwork, have a conversation to ensure the client is
aware of, and understands all of the components of the plan termination; including pricing, responsibilities,
timing and relevant IRS regulations. Enter the sent date of the paperwork on the Checklist. Once the
paperwork is received back from the client, note this date on the Checklist as well, and forward the
documents to SEBS_Cancellation@Paychex.com.
**Note: The Termination Team does not need to be included in any correspondence prior to receipt of the
completed and signed paperwork.
Suggested Word Track for Client Email:
Good Afternoon,
Regretfully, it has come to our attention that your company will be terminating its Employer-Sponsored
Retirement Plan, and the recordkeeping services provided by Southeastern Employee Benefit Services.
Attached is the Termination Information needed to move forward with that process. The paperwork
outlines the basic components of the termination, and includes all of the necessary documentation to be
returned. Once this paperwork has been completed and signed by the Plan Trustee, please return it by
responding to this message. If you would prefer to mail the information instead, please send it to us at
1175 John Street, West Henrietta, NY 14586. Upon receipt, a final invoice will be prepared for you and
will include the cost of the termination, in addition to any outstanding charges. This invoice must be paid
in full before work on the termination can begin. Keep in mind you will be asked to provide a few things,
including an updated census, throughout this process, so if your contact information has changed,
please let us know. If at any point you have questions, or wish to discuss the termination in further
detail, do not hesitate to contact myself or the termination team for more information.
Thank you,
Account Associate
STAGE 1 - Account Associate

PAPERWORK IS RECEIVED THROUGH THE SEBS CANCELLATIONS EMAIL:
Requests sent to this email should already have passed through all the phases of Stage 1, and should
be accompanied by completed and signed Termination Paperwork.
A. Verify all fields on the paperwork have been completed correctly, and the signature is that of an
Authorized Signer. Once both of these items are confirmed, add the plan to the Plan Termination Log at
Stage 1. If the plan is a TransAmerica plan, email Marisa at Marisa.SantaAna@Transamerica.com to
let her know the client is terminating their plan.
Suggested Word Track:
B. The final payroll date will be indicated on the Termination Paperwork. If there will not be any further
payroll contributions processed, mark the plan as, “Inactive,” on the main screen in PlanTrax, along
with the today’s date. If there are additional payrolls to be run, do not make this change until after the
final contributions have been processed.
**Note: If SEBS processes payroll for the client, update the notes on the appropriate payroll
log to reflect the final date for which contributions should be processed. The, “First Payroll,”
date in PlanTrax, on the Misc. Tab, should also be removed
C. Within PlanTrax, view the Plan Information Screen to determine what type of Termination Fee will
apply. If the plan is on old Premier Pricing, there is no fee. Any other billing platform will incur a flat
$1,200.00 Termination Fee. Email SEBS_Billing@Paychex.com to request the applicable invoice with
any outstanding charges and credits included. When the invoice is received from billing, save it to the
plan’s Termination Folder, and forward it on to the client. The Account Associate should be included on
this email. Indicate the sent date on the Plan Termination Checklist and update the Log to Stage 2.
STAGE 2 – Termination Specialist
SUBJECT: Plan ##### Termination Notification
Good Afternoon Marisa,
This client is terminating their retirement plan and has returned all of the necessary paperwork to begin the
process. I will keep you updated on the status of the termination and request the final documents once all assets
have been distributed. Please let me know if there is anything you need from me.
Thank you,
Termination Specialist

Suggested Word Track for Billing Email:
Suggested Word Track for sending Invoice to Client
SUBJECT – Client Name – Termination Invoice
Good Afternoon,
Please find the attached invoice for your plan. Please either make a check payable to SEBS, or pay via credit card by
calling into the Customer Service number listed on the attached invoice. If you chose to pay via check, the address of
where to send the check is below:
SEBS
Lockbox #24996
24996 Network Place
Chicago IL, 60673-1249
If you have any questions regarding the payment or the termination procedures, please don’t hesitate to contact us.
Thank you,
D. Monitor the Cash Receipt Spreadsheet <K Drive→ Daily Billing Updates →Year →Month →date>
for the status of the payment. Only once the full payment has been received and documented
should the plan termination continue. Document the process date of the payment information on the
Checklist, and update the Plan Termination Log to Stage 3. Email the Account Associate to begin
Compliance Testing.
SUBJECT – SEBS Plan Termination Invoice Request – Client #####
Good Afternoon,
Please prepare an invoice for $XX.XX for the plan termination of Client #####. Additionally, any outstanding
charges or credits should be listed and included in the total amount due. Please let me know if you need any
further information. The completed invoice can be sent to SEBS_Cancellation@Paychex.com
Thank you,

CENSUS IS UPDATED AND VAL/TESTING COMPLETED:
It is important to verify all census information is correct and up to date so Compliance Testing and
Valuations are accurate.
A. Contact the client and instruct them to review the current Census Information to verify that it is current.
Indicate both the Request Date and Received Date of the information on the Checklist. Also, let the
client know that they may want to start collecting distribution forms from participants so there is no
delay later in the termination process.
**Note: Termination Distributions should NOT be processed until all testing has been completed, and
any corrective contributions or forfeiture allocations have been made. Make this clear to the client and
advise they pass the information onto participants to avoid multiple calls for distribution statuses. When
forms do come in, move them to,” Pending L-and-D,” in the K Drive, in a plan specific folder.
B. Complete the necessary Compliance Testing and Valuation for the client, and determine if the plan
requires any Corrective Contributions to be processed. When applicable, contact the client to explain
how to fund these contributions. For more detailed information on completing Plan Valuations, refer to
the specific procedures <K Drive→ DAILY TEAM→ Procedures→ Daily Valuation Training
Folder>. Update the Plan Termination Log to Stage 4, and email the Termination Specialist to begin
the next steps in the process.
Good Afternoon,
At this point of the Termination Process, certain compliance tests will need to be run on the plan to ensure no
additional funding is necessary. In order for this testing to be accurate, participant census information needs to be up
to date. Please review the current census information for the plan and indicate any changes that need to be made.
Once this has been completed, I will begin the appropriate testing.
In addition, if you would like to start requesting Distribution Forms from participants with account balances, we will
keep them on file until the money is ready to be paid out. This may prevent a later delay of the termination when all
assets need to be removed from the plan.
If you have any questions, do not hesitate to contact me.
Thank you,
Account Associate

CONTRIBUTIONS ARE MADE AND ASSETS ARE DISTRIBUTED FROM THE PLAN:
This includes any corrective contributions, as well as possible forfeiture allocations, and participant
distributions.
A. In TSM, update the vesting for all participants to 100% for all money sources, regardless of hire date
or service with the company. Do this by accessing the Contribution Sequence Screen in TSM, and
for any money types subject to vesting, uncheck, “Vesting Related.”
<TSM: Setup→ Plans→ Contribution Sequence→ Search (choose contribution type)>
B. Update the exceptions note in the L-and-D log to read, “Plan Term – OK to Process,” for that plan code.
Add any distributions already saved in the client folder, as well as any that continue to come in, to the
Distribution Log so they can be processed by the Loans and Distributions team members. It may be
necessary to email the client periodically and remind them of distribution forms we are missing.
Suggested Word Track for Distribution Reminders:
C. When all distributions have been processed and the plan reflects a 0.00 balance, update the plan
status on the Plan Info tab in PlanTrax to, “Inactive/No Vals,” as of today’s date. Note this date on the
plan Checklist as well. Email the Account Associate to let them know they can begin preparing the
final form 5500. Update the Termination Log to Stage 5.
**Note: If the plan is TransAmerica, you will need to contact Nestor
at Nestor.Casino@Transamerica.com to request the Final Activity Statement and Schedule A, before
emailing the Account Associate. Once received, save these documents to the plan’s Termination
Folder. If the plan is a Matrix plan, email Jason at Matrix at Jason.Hinde@broadridge.com, and request
that he close out the Plan Account before emailing the Account Associate.
STAGE 4 – Termination Specialist
Good Afternoon,
In review of the termination of your plan, it appears that there are still a few outstanding balances that need to be
distributed to participants. Until all assets have been removed from the plan, the final 5500 cannot be prepared,
and the plan cannot be fully terminated. Please reach out to the following employees for completed distribution
forms:
Employee A
Employee B
Please let me know if you have any questions or need any additional information.
Thank you,
Account Associate

Suggested Word Track TransAmerica:
Suggested Word Track Matrix:
TransAmerica
Good Afternoon Nestor,
Plan ABC has terminated and is now reflecting a $0.00 balance in our system. Please send over the Final Activity
Statement and Schedule A, so that we can begin preparing the final form 5500 for this client. If there is anything
else you need, or you have any questions, please let me know.
Matrix
Good Afternoon Jason,
Plan ABC has terminated, and all participant distributions have been processed. Please close out this account in
Matrix, as they are no longer an active client. If there is anything you need, or you have any questions, please
let me know.
Thank you,

THE FINAL 5500 IS PREPARED AND FILED:
The filing is due on the last business day, of the 7th month, following the day the plan balance reaches
0.00. Filings submitted after this point will incur fees assessed by the Department of Labor.
A. Prepare the Final 5500 and publish it to the Fort Williams website for the client to file. Work with the
client until the form is in a, “Filing Received,” status. Once this is complete, update the log to Stage 6
and email the Termination Specialist to mark the plan DEAD.
Suggested Word Track to mark DEAD:
Good Afternoon,
Plan ABC has successfully filed their final form 5500 and is officially terminated. Please mark this plan DEAD in
PlanTrax as of today’s date, and update the Fort Williams website to reflect the termination.
Thank you,
Account Associate

THE PLAN IS MARKED DEAD AND TERMINATION IS COMPLETE:
A. Email the Account Associate and verify that the plan is ready to be marked DEAD. Once they confirm,
update the Plan Status in PlanTrax to reflect, “DEAD,” and enter today’s date. If PlanTrax indicates
the, “Source,” as Paychex or Paychex Premier, email Sara Demlein at sdemlein@paychex.com to
inform her of the status change. Update TSM by entering today’s date as an, “End Date,” in the Plan
Set-Up screen.
Suggested Word Track
B. Log-on to the Fort Williams Website using personal credentials, and search for the appropriate plan.
Select the plan from the list and click the Edit Plan button to the right. Change the option under Plan
Documents, in the Plan Modules section, from Yes to No.
**Note: If this option is gray, and you are not able to make changes, you may not have appropriate
access to the site. Talk to your Supervisor about having you access level updated so you are able to
complete this task.
C. End date plan in TSM. Setup > Plan > Plan and enter date in End Date field
D. Update the Termination log to read, “COMPLETED,” in the status field.
E. Move the Client Folder to the appropriate, “Dead Plans,” folder.
Good Afternoon,
Plan ABC has been marked DEAD in PlanTrax as of ##/##/####. This was a Paychex/Paychex Premier plan.
Thank you,
Account Associate

1. SEBS is made aware of the Client's intent to terminate their Plan.
2. The Account Associate assigned to the plan will contact the client in an attempt to
retain their business.
3. If the retention attempt is not successful, the Account Associate will send
the client the necessary paperwork to begin the Termination process, and wait
for the completed paperwork to be returned. The completed Termination
Paperwork is then forwarded to SEBS_Cancellation@Paychex.com
4. The Termination Specialist reviews the Paperwork and requests a Termination
Invoice from SEBS_Billing@Paychex.com. The invoice is sent to the client, and only
once this fee has been collected and processed can the Termination continue.
5. The Account Associate will then verify all of the client census information is
correct and perform compliance testing on the plan. If any corrective
contributions are necessary, the Account Associate will notify the client.
6. The Termination Specialist will process the corrective contributions, allocate any
remaining forfeitures, and process all participant distributions.
7. The Account Associate will then prepare the final form 5500 and make it
available for the client to file
8. The Plan Termination Specialist will monitor the status of the 5500 until the FTW
website indicates a successfully filed status. Once this verified, all remaining
Termination Information is entered in PlanTrax and the Termination is complete.

2015 Paychex/Bank/Market Holiday Schedule

@ 2010 Wells Fargo, N.A., All rights reserved.
Institutional Retirement and Trust Service Center
Minneapolis, MN
Bank Name: Wells Fargo Bank, N.A.
ABA Routing Transit Number: 121000248
Beneficiary Account Number: 0000840245
Beneficiary Account Name: Trust Wire Clearing
For Further Credit: PLAN NAME: Longrigde 401(k)
ACCOUNT NUMBER: 123456789
If the address to which the wires are being sent is needed: Wells Fargo Bank NA
733 Marquette Ave So
Minneapolis, MN 55479
If you have any questions regarding your wire instructions, please contact LaTonya Johnson, Project Leader,
Wells Fargo Institutional Retirement and Trust. 704-590-8829.

Matrix Liquidation
A. OBTAIN A COMPLETE LIST OF PLAN FUNDS FROM TSM:
1. In TSM, access the Plan Holdings screen to view the plan fund list. Along the top of the
screen, move the Position selection to, “Fund Totals.”
< TSM: → Inquiry→ Plan Holdings >
B. ENTER THE FUND INFORAMTION INTO MATRIX:
1. In Matrix, access the Enter Trade Order screen. Enter the plan code in the, “Account,” field and
click REFRESH.
< Matrix: → Trading→ Enter Trade Orders >

2. On the right-hand side of the Enter Trade Order screen, select, “Add By Account,” and complete
the applicable fields using the screen shot below as a guide. Enter the Plan Code in the,
“Account,” field and choose the appropriate fund from the, “Cusip/Fund,” drop-down menu. The,
“Trade Type,” and the, “NSCC Trans Type,” will be the same for every fund. When all of the
information is correct, click SAVE. Complete this process for each fund on the TSM list.
*** If the, “units,” filed in the lower right-hand corner says Unknown, there are no assets in that fund.***
3. Once this process has been completed for all funds in the plan, click, “Select All,” and then,
“Release for Transmission.” Make a note of the total number of units you are selling out on
the Transfer Checklist in the Additional Notes section.

C. INFORM AMTRIX OF THE LIQUIDATION
1. Email Jason at Matrix (Jason.Hinde@broadridge.com) and let him know you have processed
the trade orders for the liquidating plan.
Hello Jason,
I have processed a complete liquidation for plan #XXXXXXX and the account can be closed. Please
let me know if there are any funds remaining in the plan not set to trade this afternoon. Once the
Thank you for your assistance!
Transfer Specialist

Matrix Wires
A. ADD DISBURSEMENT TO MATRIX
1. Access the Manage Disbursements screen in Matrix and Select, “ADD.”
< MATRIX: → Cash Disbursements→ Manage Disbursements >
2. Enter the Payment Details using the screen shot below as a guide and click, “Next.” The dollar
amount will be the amount that was previously liquidated.
The Gross
Amount and
Net Amount
should be
the same
The MSCS #
will populate
automatically

3. Enter the Payee and Participant Details using the screen shot below as a guide and click,
“Next.” Only the left side of the form needs to be completed.
4. Enter the Bank Details based on the Wire Instructions provided by the new Recordkeeper. If
anything on the instructions is unclear, contact the new provider for clarification. This will
prevent the wire from being returned which can cause a delay in the transfer out process.
This should
always be
111111111
regardless of the
client
Use the
Company
name and
address listed
in PlanTrax

June 9, 2016
CONFIDENTIAL
Client Name:
Client Address:
City, Sate Zip Code:
Re: Plan Name
Dear Plan Sponsor,
Regretfully, it has come to our attention that your company will no longer be utilizing the plan recordkeeping
provided by Southeastern Employee Benefit Services. As you weigh the criteria for a new 401(k) plan
recordkeeper, please remember all of the services included with our product at no additional charge:
• A certified representative assigned specifically to your plan
• A Team of experienced 401(k) professionals processing transactions
• Manual submission of participant payroll data to your investment provider
• Annual ADP/ACP and 410(b) testing completed by a plan specialist
• Annual analysis of client and participant accounts
• Client requested document amendments
• All non-New Comparability profit sharing allocations
• Preparation of the annual 5500 form required by the Department of Labor
• Onsite enrollment meetings
• Partnerships with a wide range of investment providers
• Plan flexibility to suit your particular 401(k) needs
Should you decide to proceed with the transition of your plan from Southeastern Employee Benefit Services,
please review and complete the enclosed documents to ensure an efficient transfer of assets to your new
Recordkeeper:
• Plan Asset Transfer Form
• Plan Transfer Payment Information Form
• Plan Asset Transfer Instruction Letter
• Plan Transfer Information Form
Thank you,
Account Associate

Plan Asset Transfer Form
As the adopting employer of , I hereby authorize Southeastern Employee Benefit
(Plan Name)
Services to facilitate the transfer of assets from the above stated plan, to the provider I have indicated on this page. I
have completed all of the necessary paperwork within this Transfer-Out Package to initiate this process.
*Please complete all fields or paperwork will not be accepted*
What is the date of the last check from which Southeastern Employee Benefit Services should collect 401(k) contributions?
(Please provide a date in the future. If no more contributions will be processed, today’s date should be used.)
____ / /_____
As the adopting employer, I acknowledge the following:
Southeastern Employee Benefit Services will facilitate the liquidation of assets and transfer of all relevant plan information
to the new recordkeeper and provider as efficiently as possible. I understand that failure to complete and return the
paperwork required by SEBS will delay the process, as the transfer cannot take place without confirmation of this
information. SEBS will continue to provide recordkeeping services pending the plan’s transfer, and will continue billing
administrative fees until the Plan Transfer Final Invoice has been paid.
I understand that I am responsible for providing a Blackout Notice to all plan participants at least 30 days prior to the start of the
Blackout Period. Furthermore, I acknowledge that Southeastern Employee Benefit Services assumes no responsibility for the Plan’s
compliance with the Blackout Notice requirements.
After the plan asset transfer has been completed, reports will be sent by e-mail to the parties I have identified below. As adopting
employer, it is my responsibility to provide these reports to our new recordkeeper. SEBS will communicate only with authorized contacts
or the 401(k) administrator concerning this transfer. No information will be provided to the new recordkeeper or to any other advisors
associated with this plan without written consent by the adopting employer.
I understand that in-kind transfers cannot be accommodated. Any residual assets after the initial plan asset transfer will be mailed
directly to the 401(k) adopting employer or new recordkeeper within 90 days of the transfer, and it is my responsibility to ensure this
information sent to appropriate parties..
Adopting Employer’s Signature _________________________________________________________________
Adopting Employer (Print Name) ___________________________________ Date________________________
(Name of Authorized Signer)
Email Addresses to which final reports should be sent securely:
_____________________________________________________________________________________________
_____________________________________________________________________________________________
Plan Contact Information:
Company Name: __________________________________________ Plan ID: ______________
Contact Name: __________________________________________________
Email Address: ____________________________ Phone Number: _______________________

Plan Transfer Payment Information
The fee for the Plan Transfer-Out includes the preparation and liquidation of assets,
the wiring of assets to the new provider, and a complete valuation of plan information
from the beginning of the plan year through the date of liquidation.
Plan Transfer-Out work will not begin until all outstanding fees have been paid in full. The $1200.00 Plan
Transfer-Out fee, including any outstanding charges, will be paid as indicated below. Select all that are
applicable.
Company Check
Plan Forfeitures
Plan Assets (pro-rata across participant balances)
Credit Card
Other (please specify)
Print Name: Date

Plan Asset Transfer Instruction Letter
To process your company’s plan transfer, Southeastern Employee Benefit Services must receive the following
information typed on letterhead and signed by the trustee of the plan. Please be aware that any alterations
to the bank routing number or bank account number will require an original corrected letter before
funds can be wired.
New Recordkeeper Wire Instructions
1. Bank Name
2. Bank Account Name
3. Bank Routing/ABA Number
4. Bank Account Number
5. Further Credit Listing (plan number set up with new recordkeeper)
Recordkeeper Information
6. Name of New Recordkeeper
7. Contact
8. Recordkeeper Phone Number
9. Physical Address
10. Name and Physical Address of Third-Party Administrator (if applicable)
11. Name of Broker/Financial Advisor and Brokerage Firm
Plan Trustee’s Signature_______________________________________________________
Print Name: Date
Company Letterhead

Plan Transfer Information
• Complete all Required Paperwork - The adopting employer of the plan must complete the documents within this
package and return all items to begin the process of transferring plan records and assets to the new recordkeeper/trustee.
This includes; the Plan Asset Transfer Form, Plan Transfer Payment Information Form, Plan Asset Transfer Instruction Letter,
and The Plan Transfer Information Form (pages 2-5).
• Discuss with your new recordkeeper – Determine a final payroll date for which SEBS should collect 401(k)
contributions for the plan. Please keep in mind that the Blackout Period for the plan cannot be initiated until after this final
payroll has been processed.
• Notify Participants – Send a notice to all plan participants no later than 30 days prior to Blackout Date. This notice should
indicate the final date all transactions; including investment reallocations, distributions, loans, etc., can be requested from
SEBS.
• Forward Final Reports - All plan deconversion information will be sent to the email addresses indicated on the Plan Asset
Transfer Form no more than 5 business days following the wiring of funds. If the new recordkeeper has not been included on
this list, the Plan Trustee is responsible for forwarding all of the necessary documents to the appropriate parties.
Print Name: Date:
Your feedback is important to us, and in an ongoing effort to improve our products and services, we welcome your
comments. Please use numbers (with “1” being the primary reason) to indicate your reason(s) for transferring your plan:

June 9, 2016
CONFIDENTIAL
Client Name:
Client Address:
City, Sate Zip Code:
Re:
Dear
Regretfully, it has come to our attention that your company will no longer be utilizing the plan recordkeeping
provided by Southeastern Employee Benefit Services. As you weigh the criteria for a new 401(k) plan
recordkeeper, please remember all of the services included with our product at no additional charge:
• A certified representative assigned specifically to your plan
• A Team of experienced 401(k) professionals processing transactions
• Manual submission of participant payroll data to your investment provider
• Annual ADP/ACP and 410(b) testing completed by a plan specialist
• Annual analysis of client and participant accounts
• Client requested document amendments
• All non-New Comparability profit sharing allocations
• Preparation of the annual 5500 form required by the Department of Labor
• Onsite enrollment meetings
• Partnerships with a wide range of investment providers
• Plan flexibility to suit your particular 401(k) needs
Should you decide to proceed with the transition of your plan from Southeastern Employee Benefit Services,
please review and complete the enclosed documents to ensure an efficient transfer of assets to your new
Recordkeeper:
• Plan Asset Transfer Form
• Plan Transfer Payment Information Form
• Plan Asset Transfer Instruction Letter
• Plan Transfer Information Form
Sincerely,
PREFILL COMPANY
ADDRESS FROM
PLANTRAX
PREFILL PLAN NAME FROM PLANTRAX
PREFILL NAME OF SPONSOR
INSERT NAME
AND TITLE

Plan Asset Transfer Form
As the adopting employer of PREFILL FROM PLANTRAX I hereby authorize Southeastern Employee Benefit
Services to facilitate the transfer of assets from the above stated plan, to the provider I have indicated on this page. I
have completed all of the necessary paperwork within this Transfer-Out Package to initiate this process.
*Please complete all fields or paperwork will not be accepted*
What is the date of the last check from which Southeastern Employee Benefit Services should collect 401(k) contributions?
(Please provide a date in the future. If no more contributions will be processed, today’s date should be used.)
____ / /_____
As the adopting employer, I acknowledge the following:
Southeastern Employee Benefit Services will facilitate the liquidation of assets and transfer of all relevant plan information
to the new recordkeeper and provider as efficiently as possible. I understand that failure to complete and return the
paperwork required by SEBS will delay the process, as the transfer cannot take place without confirmation of this
information. SEBS will continue to provide recordkeeping services pending the plan’s transfer, and will continue billing
administrative fees until the Plan Transfer Final Invoice has been paid.
I understand that I am responsible for providing a Blackout Notice to all plan participants at least 30 days prior to the start of the
Blackout Period. Furthermore, I acknowledge that Southeastern Employee Benefit Services assumes no responsibility for the Plan’s
compliance with the Blackout Notice requirements.
After the plan asset transfer has been completed, reports will be sent by e-mail to the parties I have identified below. As adopting
employer, it is my responsibility to provide these reports to our new recordkeeper. SEBS will communicate only with authorized contacts
or the 401(k) administrator concerning this transfer. No information will be provided to the new recordkeeper or to any other advisors
associated with this plan without written consent by the adopting employer.
I understand that in-kind transfers cannot be accommodated. Any residual assets after the initial plan asset transfer will be mailed
directly to the 401(k) adopting employer or new recordkeeper within 90 days of the transfer, and it is my responsibility to ensure this
information sent to appropriate parties..
Adopting Employer’s Signature _________________________________________________________________
Adopting Employer (Print Name) Date _____________________
Email Addresses to which final reports should be sent securely:
_____________________________________________________________________________________________
_____________________________________________________________________________________________
Plan Contact Information:
Company Name: __________________________________________ Plan ID:
Contact Name: __________________________________________________
Email Address: ____________________________ Phone Number: _______________________
** REFER TO THE PLAN DOCUMENT
FOR THE NAME OF THE ADOPTING
EMPLOYER. THIS SIGNATURE WILL
NEED TO MATCH THIS NAME
EXACLTY. FOR EXAMPLE, “ROBERT
A. SMITH,” CANNOT SIGN AS, “BOB
SMITH.”**
** THIS DATE SHOULD BE
EITHER TODAY’S DATE OR A
DATE IN THE FUTURE**
**REMIND THE CLIENT THAT THE ADDRESS ON THIS LIST WILL RECEIVE A FULL SET
OF FINAL REPORTS CONTAINING SECURE PLAN AND PARTICIPANT INFORMATION**
PREFILL PLAN ID
PREFILL PLAN NAME FROM PLANTRAX
PREFILL NAME OF ADOPTING EMPLOYER
ALL FIELDS MUST BE COMPLETED FOR PAPERWORK TO BE ACCEPTED!
** THIS INFORMATION SHOULD BE THAT OF AN INDIVIDUAL WITH
WHOM SEBS CAN BE IN CONTACT THROUGHOUT THE TRANSFER
PROCESS. THIS CANNOT BE THE NEW PROVIDER, IT MUST BE AN
AUTHORIZED CONTACT OF THE TRANSFERRING PLAN**

Plan Transfer-Out work will not begin until all outstanding fees have been paid in full. The $1200.00 Plan
applicable.
Company Check
Plan Forfeitures
Credit Card
Print Name: Date
(Name of Authorized Signer)INSERT NAME OF ADOPTIONG EMPLOYER
AT LEAST 1 OPTION MUST BE SELECTED FOR PAPERWORK TO BE ACCEPTED!

Plan Asset Transfer Instruction Letter
To process your company’s plan transfer, Southeastern Employee Benefit Services must receive the following
information typed on letterhead and signed by the trustee of the plan. Please be aware that any alterations
to the bank routing number or bank account number will require an original corrected letter before
funds can be wired.
New Recordkeeper Wire Instructions
1. Bank Name
2. Bank Account Name
3. Bank Routing/ABA Number
4. Bank Account Number
5. Further Credit Listing (plan number set up with new recordkeeper)
Recordkeeper Information
6. Name of New Recordkeeper
7. Contact
8. Recordkeeper Phone Number
9. Physical Address
10. Name and Physical Address of Third-Party Administrator (if applicable)
11. Name of Broker/Financial Advisor and Brokerage Firm
Plan Trustee’s Signature_______________________________________________________
Print Name: Date
Company Letterhead
** THESE INSTRUCTIONS MUST BE TYPED AND
SIGNED BY THE ADOPTING EMPLOYER. IF THERE
IS ANYTHING UNCLEAR ON THE FORM, PLEASE
REACH OUT TO THE CLIENT OR PROVIDER TO
PREVENT LATER PROCESSING DELAYS**
** THIS INFORMATION SHOULD BE THAT OF THE
MAIN CONTACT WITH WHOM SEBS WILL BE
COMMUNICATING WITH. IT MIGHT BE THE NEW
PROVIDER, FINANCIAL ADVISOR, ETC**

Plan Transfer Information
• Complete all Required Paperwork - The adopting employer of the plan must complete the documents within this
package and return all items to begin the process of transferring plan records and assets to the new recordkeeper/trustee.
This includes; the Plan Asset Transfer Form, Plan Transfer Payment Information Form, Plan Asset Transfer Instruction Letter,
and The Plan Transfer Information Form (pages 2-5).
• Discuss with your new recordkeeper – Determine a final payroll date for which SEBS should collect 401(k)
contributions for the plan. Please keep in mind that the Blackout Period for the plan cannot be initiated until after this final
payroll has been processed.
• Notify Participants – Send a notice to all plan participants no later than 30 days prior to Blackout Date. This notice should
indicate the final date all transactions; including investment reallocations, distributions, loans, etc., can be requested from
SEBS.
• Forward Final Reports - All plan deconversion information will be sent to the email addresses indicated on the Plan Asset
Transfer Form no more than 5 business days following the wiring of funds. If the new recordkeeper has not been included on
this list, the Plan Trustee is responsible for forwarding all of the necessary documents to the appropriate parties.
Print Name: Date:
Your feedback is important to us, and in an ongoing effort to improve our products and services, we welcome your
comments. Please use numbers (with “1” being the primary reason) to indicate your reason(s) for transferring your plan:
AT LEAST 1 REASON MUST BE SELECTED FOR PAPERWORK TO BE ACCEPTED!

Plan Transfer-Out work will not be initiated until all outstanding fees have been paid in full. The $1200.00 Plan
applicable.
Company Check
Plan Forfeitures
Credit Card
Print Name: Date

A REQUEST IS RECEIVED FROM THE CLIENT TO TRANSFER THE PLAN:
The request may come in via phone, email, or hardcopy mail; from either the client themselves, the new
recordkeeper, or the investment provider. If this request is received by someone other than the Account
Associate, the recipient will forward the request on to them. The current Account Associate can be
found on the main screen in PlanTrax.
A. Begin a SEBS Transfer-Out Checklist for the client, and indicate the date the transfer request was
received. Save the Checklist as “PLANID Transfer-Out Checklist,” to a new folder within the main client
folder, with the naming convention < PLANID Transfer-Out >.
B. Make all appropriate retention efforts and, when necessary, send the client the Transfer-Out Package
to begin the process. In addition to sending the paperwork, have a conversation with the client to
ensure he/she is aware of, and understands all of the components of the plan transfer; including
pricing, responsibilities, timing and relevant IRS regulations. Enter the sent date of the paperwork on
the checklist.
Suggested Word Track for Client Email:
C. Once the completed paperwork is received back from the client, note this date on the checklist, and
forward the documents to SEBS_Cancellation@Paychex.com. Please make sure all of the paperwork
is completed fully and accurately before it is sent to the Cancellations Team.
**Note: The Cancellations Team does not need to be included in any correspondence prior to receipt of the
completed and signed paperwork.
Good Afternoon,
Regretfully, it has come to our attention that your company will be transferring its retirement plan from the recordkeeping
services provided by Southeastern Employee Benefit Services. Attached is the information needed to move forward with
that process. The paperwork outlines the basic components of the transfer out, and includes all of the necessary
documentation to be returned. Once this paperwork has been completed and signed by the Plan Trustee, please return it
by responding to this message. If you would prefer to mail the information instead, please send it to us at 1175 John
Street, West Henrietta, NY 14586. Upon receipt, a final invoice will be prepared for you and will include the $1200.00
Transfer Fee, in addition to any outstanding charges. This invoice must be paid in full before work on the transfer can
begin. If at any point you have questions, or wish to discuss the process in further detail, do not hesitate to contact myself
or the cancellations team for more information.
Thank you,
Account Associate
Completed Paperwork Verification:
1. All signatures match the name referenced below the signature line
2. Company contact information is filled out on page X
3. New provider contact information is filled out on page X
4. A reason for transfer is indicated on page X
5. A final payroll date is indicated on page X
6. A method of payment has been selected on page X
7. Typed wire instructions are included on a separate page
8. There are no blank fields anywhere on the paperwork

PAPERWORK IS RECEIVED THROUGH THE SEBS CANCELLATION EMAIL:
Requests sent to this email should already have passed through all the phases of Stage 1, and should
be accompanied by completed and signed Transfer-Out Paperwork.
A. Verify the paperwork is complete and enter the reason for transfer on the PlanTrax main tab. Add the
plan to the Plan Transfer-Out Log at Stage 1.
**Note: If the plan is a Transamerica plan, email Marisa at Marisa.SantaAna@Transamerica.com to let her know
the client has initiated the transfer of their plan.
Suggested Word Track for Notification Email:
B. The Final Payroll Date will be indicated on the Transfer-Out Paperwork on page X. If there will not be
any further payroll contributions processed, mark the plan as, “INACTIVE,” on the main screen in
PlanTrax along with the today’s date, and update the status on the Plan Transfer-Out Log. If there are
additional payrolls to be run, do not make these changes until after the final contributions have been
processed.
**Note: If SEBS processes payroll for the client, update the Misc. Tab in PlanTrax by deleting out the, “First
Payroll,” date. The notes on the appropriate Payroll Log should also be updated to reflect the final date for which
contributions should be processed, as follows:
“Plan is TRANSFERRING. Do not process any payrolls after the xx/xx/xxxx check date.”
C. Request an invoice from SEBS_Billing@Paychex.com. The invoice should be for $1200.00 and all
outstanding charges and credits should be included. When the invoice is received, save it to the plan’s
Transfer-Out folder, and forward it on to the client, with the Account Associate included on the email.
Indicate the sent date of the invoice on the Plan Termination Checklist and update the Log to Stage 2.
Suggested Word Track for Billing Request Email:
D. Monitor the Cash Receipt Spreadsheet < K Drive→ Daily Billing Updates →Year > for the status of the
payment. Only once the full payment has been processed should the plan transfer-out continue.
Record the process date of the payment information on the checklist.
STAGE 2 – Transfer-Out Specialist
SUBJECT – SEBS Plan Transfer-Out Invoice Request – Client #####
Good Afternoon,
Please prepare an invoice for $1200.00 for a plan transfer-out for Client ######. Additionally, any outstanding
charges or credits should be listed and included in the total amount due. Please let me know if you need any
further information. The completed invoice can be sent to SEBS_Cancellation@Paychex.com
Thank you,
Transfer-Out Specialist
SUBJECT: Plan ##### Transfer Notification
Good Afternoon Marisa,
This client has indicated they will be transferring their retirement plan, and all necessary paperwork has been
returned to begin the process. Please let me know if there is anything I can assist with.
Thank you,
Transfer Specialist

A TIMELINE FOR THE PLAN TRANSFER IS ESTABLISHED AND COMMUNICATED:
Once the invoice has been paid in full, the dates for the plan transfer-out events can be determined.
Transamerica Plans:
If the plan is a Transamerica plan, Marisa, the Transamerica cancellations contact, will work with the client to
establish a timeline. Once the Transamerica timeline is received, verify all previous steps in the Transfer
Procedures have been completed. If any of the below information is in discrepancy, send an email addressed
to the Client, Marisa SantaAna, and the Account Associate to make all parties aware of the issue. The plan
transfer-out cannot move forward until all of the problems have been resolved.
Matrix Plans:
If the plan is a Matrix Plan, SEBS will be responsible for determining a timeline for plan transfer. Before setting
the dates on the timeline, verify all previous steps in the Transfer Procedures have been completed. If any of
the below information is in discrepancy, send an email addressed to the Client and the Account Associate to
make all parties aware of the issue. The plan transfer-out cannot move forward until all of the problems have
been resolved.
A. Update all of the Transfer Documents to reflect the dates on the calendar, and email the proposed
timeline to the client and new provider
• On the Transfer Schedule, make a copy of each of the six boxes along the top of the screen. In the
copied boxes, add the plan ID after the dash mark in each box. Drag and drop the events onto the
appropriate date on the calendar.
• On the Exceptions Tab of the L & D Log, Add the plan ID with the note, “Plan Transfer – Do not
process L & D after xx/xx/xxxx,” (this should be the Blackout date for the plan).
• Update the Plan Transfer Log to Stage 3.
Timeline Verification Checklist:
1. Verify that there is signed paperwork within the client’s transfer-out
folder
2. Check the Daily Billing spreadsheet to ensure the final invoice has
been paid
3. Make sure the final check date given by the client is prior to the
Blackout Date provided by Transamerica
4. Review the plan checklist for any missing dates or initials
Timeline Verification Checklist:
1. Verify that there is signed paperwork within the client’s transfer-out
folder
2. Check the Daily Billing spreadsheet to ensure the final invoice has
been paid
3. Review the plan checklist for any missing dates or initials

Utilize the Timeline tab on the plan transfer-out checklist, to layout the full schedule of events for the process.
All boxes listed along the top of the page should be dragged and dropped onto the appropriate date on the
calendar. If any of the boxes do not seem applicable to the current plan, communicate with the Account
Associate to see if any special circumstance or exceptions exist.
**Note: In the following instructions there is a distinct difference in the use of the word, “DAY,” as opposed to,
“BUSINESS DAY.” The first is inclusive of all 365 days of the calendar year, while the second includes only
weekdays, Monday-Friday, that are not Banking Holidays or Federal Holidays.
Setting the Plan Transfer Timeline:
1.The first box that needs to be placed is the FINAL PAYROLL date. This date is indicated on the Transfer-Out
package. All other events will be scheduled based on this date, so make sure it is the first event box dropped
onto the calendar.
2.Drag the BLACKOUT BEGINS box to the date 2 business days following the FINAL PAYROLL date box. Count
backwards from this date to verify a full 38 days falls between the current date and the blackout date. Move the
BLACKOUT BEGINS box forward as many days as necessary to comply with this timeframe requirement. If this
date falls on a weekend or holiday, move the box forward to the following business day.
3.Drag the SYSTEM SHUT OFF box to the business day immediately preceding the BLACKOUT BEGINS box.
4.Move the BLACKOUT NOTICE box to the date 30 days prior to the BLACKOUT BEGINS box.
5. Move the TIMELINE SENT box to the date 7 days prior to the BLACKOUT NOTICE date box. This should always
fall on a weekday based on how the BLACKOUT BEGINS date was set. The only time this date will need to be
adjusted is if it falls on a Banking or Federal Holiday (refer to the 2015 banking schedule on page X). If this
happens, move the box forward to the very next business day.
6.Move the FUNDS LIQUIDATED box to the date 7 days following the date of the BLACKOUT BEGINS box. This
should always fall on a weekday based on how the BLACKOUT BEGINS date was set. The only time this date
will need to be adjusted is if it falls on a Banking or Federal Holiday. If this happens, move the date forward to the
very next business day.
7.Move the BALANCE SYSTEM box to 1 business day before the date of the FUNDS LIQUIDATED box.
8.Move the WIRE SENT box to the date 2 business days after the FUNDS LIQUIDATED date.
9.Move the WIRE POSTED box to the date 2 business days after the WIRE SENT date (this is solely a reference
date and no action needs to be taken to confirm the posting).
10. Move the REPORTS SENT box to the business day immediately following the WIRE POSTED box.
11. Move the SYSTEM CLOSED OUT box to 14 days following the REPORTS SENT box. This should always fall on
a weekday based on how the REPORTS SENT date was set. The only time this date will need to be adjusted is if
it falls on a Banking or Federal Holiday. If this happens, move the date forward to the very next business day.
***Note: If the client has requests specific dates for liquidation, wire, etc., the timeline will need to be adjusted in
such a way that certain timeframes are NOT VIOLATED. Begin by setting the timeline as usual, and make
adjustments where necessary abiding by the following statements:
- There are 30 days between the Blackout Notice date and the Blackout date
- The Blackout date is AFTER the Final Payroll Date
- There are 2 business days between the Liquidation date and the Wire Sent date
- There are 2 business days between the Wire Sent date and the Wire Post date
- The Reports Sent date is no more than 3 business days following the Wire Post date

THE ASSETS ARE TRANSFERRED TO THE NEW PROVIDER:
Once the Timeline is set, there will be a period of inactivity while participants are granted time to make
changes to their accounts. At the end of that timeframe, assets can be transferred. There are 3 distinct
phases in the process of transferring assets; the Blackout, the Liquidation, and the Wire.
A. On the day before the Blackout period begins, all participant request systems need to be turned off in
TSM no earlier than 4:00pm; this includes internet and VRU access.
•The function of the Blackout period is to allow any currently processing transactions to settle. During this
time, no requests for loans or distributions can be made, no payrolls can be processed, and participants
cannot change their investment elections. This time period ensures that there is no money in an, “in-
between stage,” when the plan funds liquidate.•
B. The day before the funds are set to liquidate, our recordkeeping systems need to match all of the other
systems that play a role in the transfer process (Matrix and Transamerica for example). In order to
ensure this is the case, a system True-up or a System Verification needs to occur. This guarantees that
final reports will exactly match the amount of the wire. The funds will then be liquidated and
subsequently wired to the account requested on the Wiring Instructions portion of the paperwork.
C. Please refer to the, “Stage 4 – Processes,” section of the procedures for detailed instructions on how to
complete the True Up, The Liquidation, and the Wiring of Funds. Each process will have detailed step-
by-step instructions and include screen shots for reference.
D. Once the Wire has been sent, the final reports can be run and emailed to the client and new provider.
Depending on the file type requested in the original transfer paperwork, a specific set of documents is
required. All plans will receive the standard set of files, which are sent in PDF format, and any client
who has selected Enhanced Files will also receive several documents in Excel format.
**Note: There are specific processing instructions that correspond to each report on the above list. To utilize
these documents, you can access them in the K Drive at:
< Plan Termination and Deconversion → TSM Report Procedures>
E. These files should be sent via Secure Email to the individual email address(s) listed on the Plan
Transfer Checklist. All of the reports contain personal identification information that can NOT be
sent through an unsecured communication channel. If the recipient cannot access the documents
through secure email, the reports can be sent as a password protected file with the applicable
password sent in a separate, secondary email.
Standard Files (PDF):
1. Cost Report
2. Loan Report
3. Loan Source Report
4. Outstanding Loan Report
5. Register Totals Report
6. Register Report
7. Year to Date Report
8. Vesting Report
9. Participant Statements
Enhanced Files (Excel):
1. Loan Report
2. Fund Report
3. Investment Election Report
4. Participant Information Report

Transamerica TSM True Up
A. CREATING A NEW POSITION FILE:
1. Access the Transamerica, “Position,” file in the K-Drive and save a copy as, “POSITION-1.txt,” so
there is always a copy that remains unchanged. Close the new copy, “POSITION-1.txt,” and work
from the original, “POSITION.txt.”
a. < K: → TransAmerica → Confirmations → POSITION.txt>
2. From the file, delete out all plan numbers EXCEPT the plan you are performing the True-up on.
Make sure there are no blank lines above or below the remaining text and save the file.
B. UPLOAD THE NEW FILE TO TSM:
1. In TSM, upload the newly created file. Complete the upload form using the screen shot below
as a guide.
< TSM: → File→ Upload >
Make sure you are working
out of the, “POSITION.txt,” file
Only line with the specific plan
code you are working with
should remain.

C. IMPORT THE UPLOADED FILE:
1. In TSM, access the, “Import from Trustee,” option. Complete the import screen using the screen
shot below and select process.
< TSM: → Asset Reconciliation→ Import from Trustee>
2. From the Job Queue, select the correct report by right-clicking the most recent job and selecting
the file name most similar to the one below. Save this file to < K:→TransAmerica→Trade
Export→Extracts→AdjShare.> You will not need to change the name of the file.
< TSM: → File→ Job Queue >
D. UPLOAD THE NEW SAVED FILE:
1. In TSM, upload the newly created file. Complete the upload form using the screen shot below
as a guide.
< TSM: → File→ Upload >
The date
used should
be the
previous
Market Day.

E. APPLY THE UPLOADED DOCUMENT:
1. In TSM, apply the file that was just uploaded to the appropriate interface using the screen shot
below.
< TSM: → Interface→ Conversion File >
2. Verify that the process has completed by checking the Job Queue.
< TSM: → File→ Job Queue >
3. Delete the, “POSITION.txt,” file that was used for editing and re-name the original file from the
folder, “POSITION.txt,” once again.
The date used
should be the
previous
Business Day.

1. SEBS is made aware of the Client's intent to Transfer their Plan.
2. The Account Associate assigned to the plan will contact the client in an attempt to
retain their business.
3. If the retention attempt is not successful, the Account Associate will send
the client the necessary paperwork to begin the Transfer-Out process, and wait
for the completed paperwork to be returned.
4. The Transfer Specialist reviews the completed paperwork and requests a Transfer
Invoice. The invoice is sent to the client, and only once this fee has been collected and
processed, does the Transfer continue.
5. Once all the paperwork is in order, the Transfer Specialist can create a
timeline for all the events of the transfer based on IRS Compliance and internal
processing timeframes
6. A notice is sent out by the Client to plan participants, based on the established
timeline, to commence a 30 day period to change investment elections, request
distributions, etc.
7. Once the 30 day notice time period has ended, the plan enters a Blackout
period before the funds liquidate, to ensure all transactions are completely
settled
8. Once the Blackout period has ended, the funds are liquidated and prepared for a
transfer to the new provider
9. When the liquidation transactions settle, the money can be sent from the
current account to the new provider

TSM Reports
-Hardship (Cost) Report-
In TSM, select the Reports option from the menu along the top of the screen. From the Dropdown, choose
the Participant Reports, and then the Current Holdings option. Open the appropriate plan by selecting the
plan number in the top-right corner and searching for the plan code." Once the appropriate plan is
selected, select the, “All Participants,” and the, “Cost Reports Only,” options.” The, Sort Order,”
and the, Print,” sections will default to, “Participant ID,” and, “Fund,” respectively. These do not
need to be changed. Click Process.
TSM: < Reports→ Participant Reports→ Current Holdings >

TSM Reports
-Participant Extracts-
In TSM, select the Interfaces option from the menu along the top of the screen. From the Dropdown,
choose the Exports option and then the Participant Extract Option. Open the appropriate plan by selecting
the plan number in the top-right corner and searching for the plan code.
TSM: < Interface→ Exports → Participant Extracts >
Inclusion Criteria Tab:
In the lower left-hand corner, choose, “STEPHENS Deconv.” This will automatically populate the fields
highlighted below. Fill in the date options as indicated below. You will need to de-select the, “Vesting
Export,” option on the left-hand side.
LIQUIDATION DATE
LIQUIDATION DATE1ST
MARKET DAY OF PLAN YEAR
1ST
DAY OF PLAN YEAR

Output Options Tab:
Enter in the Plan ID in the, “Customized Name for Extract Files,” field. In the lower left-hand corner,
“STEPHENS Deconv,” should automatically populate form the previous tab. In the list of available output
options, choose, “Excel File.” Set the Delimiter option to, “Comma (,),” and the Text Qualifier option to,
“Double Quotes (“).”
Plans Tab:
Selct the plan number from the list on the left-hand side and click the Single Arrow pointing right to being it to
the Selected Plans list on the right.

Data Tab:
You do not need to edit anything on this tab.
CLICK EXTRACT.
Job Queue: The list below identifies each applicable report as it is coded in the job queue.
These are the only reports that need to be saved and sent.
TSM NAME:
PART LA
PART FD
PART AI
PART
SAVE AS NAME:
LOANS
FUNDS
INVESTMENT ELECTIONS
PARTICIPANT INFORMATION

TSM Reports
-Retrieving Extracted Files-
In TSM, select the File option from the menu along the top of the screen. From the Dropdown, choose the
Job Queue option. If more than 1 report is included in the job, left-click the link in the Reports section.
From the dropdown menu, choose the applicable report.
TSM: < File → Job Queues >
Left-click the link to choose from multiple
reports

TSM Reports
-Loan Report-
In TSM, select the Statements option from the menu along the top of the screen. From the Dropdown,
choose the Statement Run option. Open the appropriate plan by selecting the plan number in the,
“Available Plans,” list, and clicking the single arrow pointing to the, “Selected Plans,” list." Once the
appropriate plan is selected, complete the, “Statement Period,” field FROM: 1/1/20XX, TO: the date of the
liquidation. On the right side of the screen, change the, “Run Sort,” option to, “Last Name,” and make sure
there is a checkmark in the box for, “Refresh all data as of the last run,”, “Show Reports in Queue,”, and
“Zip Reports.” Select the, “Loan Report,” option from the Generate List section and click, “Process.”
TSM: < Statements → Statement Run >

TSM Reports
-Loan Source Report-
the Loan Reports, and then the Loan Source Report option. Open the appropriate plan by selecting the
plan number in the top-right corner and searching for the plan code." Once the appropriate plan is
selected, select the, “All Participants,” option.” The, Sort Order,” section will default to,
“Participant ID,” and does not need to be changed. In the, “Effective Date,” filed enter the date of
liquidation. Click Process
TSM: < Reports→ Loan Reports→ Loan Source Report >
LIQUIDATION DATE

TSM Reports
-Outstanding Loan Report-
the Loan Reports, and then the Outstanding Loans option. Open the appropriate plan by selecting the plan
number in the top-right corner and searching for the plan code." Once the appropriate plan is selected,
select the, “All Participants,” option.” The, Sort Order,” section will default to, “Participant ID,” and
does not need to be changed. In the, “Effective Date,” filed enter the date of liquidation. Click
Process
TSM: < Reports→ Loan Reports→ Outstanding Loans >
LIQUIDATION DATE

TSM Reports
-Participant Statements-
In TSM, select the, “Statements,” option from the menu along the top of the screen. From the Dropdown,
choose the, “Statement Run,” option. Open the appropriate plan by selecting the plan number in the,
“Available Plans,” list, and clicking the single arrow pointing to the, “Selected Plans,” list." Once the
appropriate plan is selected, complete the, “Statement Period,” field FROM: 1/1/20XX, TO: the date of the
liquidation. Select the, “Statements,” option from the Generate List section. On the right side of the screen,
change the, “Run Sort,” option to, “Last Name,” and make sure there is a checkmark in the box for,
“Refresh all data as of the last run,” “Show Reports in Queue,” and “Zip Reports.”

TSM Reports
-Register-
In TSM, select the, “Statements,” option from the menu along the top of the screen. From the
Dropdown, choose the, “Statement Run,” option. Open the appropriate plan by selecting the plan number
in the, “Available Plans,” list, and clicking the single arrow pointing to the, “Selected Plans,” list." Once the
appropriate plan is selected, complete the, “Statement Period,” field FROM: 1/1/20XX,
TO: the date of the liquidation. Select the, “Register,” option from the Generate List section. On the right
side of the screen, change the, “Run Sort,” option to, “Last Name,” and “Detail Sort” option to,
“Contribution Desc., Fund Desc. ” Make sure there is a checkmark in the box for, “Refresh all data as of the
last run,” “Show Reports in Queue,” and “Zip Reports.”

TSM Reports
-Register Totals-
In TSM, select the, “Statements,” option from the menu along the top of the screen. From the
Dropdown, choose the, “Statement Run,” option. Open the appropriate plan by selecting the plan number
in the, “Available Plans,” list, and clicking the single arrow pointing to the, “Selected Plans,” list." Once the
appropriate plan is selected, complete the, “Statement Period,” field FROM: 1/1/20XX,
TO: the date of the liquidation. Select the, “Register Totals,” option from the Generate List section. On the
right side of the screen, change the, “Run Sort,” option to, “Last Name,” and “Detail Sort” option to,
“Contribution Desc., Fund Desc. ” Make sure there is a checkmark in the box for, “Refresh all data as of the
last run,” “Show Reports in Queue,” and “Zip Reports.”

TSM Reports
-Vesting Report-
In TSM, select the, “Reports,” option from the menu along the top of the screen. From the Dropdown,
choose the, “Participant Reports,” and then the, “Vested Percentages Report.” Open the appropriate
plan by selecting the plan number in the top-right corner and searching for the plan code. Once the
appropriate plan is selected, select the, “All Participants,” option.” The, Sort Order,” section will
default to, “Participant ID,” and does not need to be changed. In the, “Effective Date,” field enter the
date of liquidation. Click Process. Once the report pulls, select save and choose File Format
“MSExcel DataOnly”, then Run Export
TSM: < Reports→ Participant Reports→ Current Holdings >

• Once the excel file opens you will need to shift the headers one cell to the left to reflect the layout of
the bottom report.
Original:
Reformatted:

TSM Reports
-Year to Date Report-
the Contribution Reports, and then the Contribution Analysis option. Open the appropriate plan by
selecting the plan number in the top-right corner and searching for the plan code. The Effective Date
should be completed FROM: 1/1/20XX TO: the date of Liquidation. The Payroll Date should be
completed FROM: 1/1/20XX TO: the Current Date. The Sort order will default to, “Participant ID,” and does
not need to be changed. Select the, “Posted,” option in the lower left-hand corner. Click Process.
TSM: < Reports→ Contribution Reports→ Contribution Analysis Report >
CURRENT DATELIQUIDATION DATE

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