Why do I need to set-up Roth deduction codes in my payroll system if I want to set up Payroll Integration with ProgramPay?
As long as your plan is eligible for Roth contributions, we require that the deduction codes for Roth be set up in your Payroll system. Even if you don’t currently have a participant that is making Roth contributions, one could be added at any time. Setting up the appropriate deduction codes based on your plans rules ensures that if we receive a deferral request from Participant Web that includes a Roth contribution that we can make the update right away.
Why do I need to provide Vestwell admin-level access to my payroll system?
We respect & understand your concerns regarding your employees’ sensitive information that would be accessible when Vestwell is provided this admin access. Vestwell takes great care to ensure that account credentials are protected with encrypted passwords & are only accessible to limited Vestwell employees who work to successfully set up & maintain your payroll integration. An account with administrative access is managed by our dedicated team of Vestwell administrators to set up & maintain payroll concierge services for your plan. Using this access, we will create a set of custom reports that are vital for the integration to function. These reports contain employee census information, which includes all demographic data for your workforce, as well as, payroll information, which includes deduction codes & payroll earnings. Each payroll cycle the Payroll Concierge team will pull this report from your payroll provider & upload it into ProgramPay. In the event that your employees change their deferral rates in the Voya Participant Portal, the Payroll Concierge team will update the employees’ deferral rates.
I completed the ProgramPay registration page indicating that I have Paychex Flex (or any other provider), why isn’t the integration setup yet?
In order for Vestwell to set up the payroll integration for a plan, the plan sponsor must follow the specific instructions for their payroll provider to initiate the setup. The sponsor is presented those instructions on the registration page when they select a payroll provider where integration is available. The instructions can also be found in the ProgramPay Help Center in the Active Payroll Integrations article. Vestwell’s Payroll Operations team monitors requests for payroll integration daily, and will begin the setup typically on the same day that request is received. Each payroll provider is different so the setup experience will be different for different providers. Some, like Paychex Flex, require some back and forth communication between the sponsor and Vestwell. Others, like ADP Run, can be set up based on just the initial request, as long as the request and deduction codes are in good order. Vestwell will communicate with the sponsor and either the assigned RM or firstname.lastname@example.org to notify of any follow up steps, or NIGO items and when the integration is set up and ready to go. Please allow four weeks from the time the request is submitted and the required deduction codes and other payroll system settings are in good order for the integration to be ready. When notifying that the integration is successfully set up, we will inform you of the first pay date that will be managed through the integration.
I have a payroll integration setup, do I still need to process or release my payroll contributions in ProgramPay?
No, if you’ve received notification from Vestwell that your payroll integration is set up, you do not need to take any action to process the payroll contributions each pay period. In fact, if you do take action on that payroll contribution in ProgramPay (or PayAdmin), then you risk releasing multiple pay periods at once. Once the contribution processing has begun, you will see the details within the ProgramPay portal.
Today is my pay date, why don’t I see the payroll in Sponsor Web yet?
Due to the sequencing of activities, it may take 1-3 business days for the payroll to be viewable in SponsorWeb. For Payroll Concierge, Vestwell will typically process the payroll on pay date, unless there is a NIGO item. Depending on the time of day the your payroll is processed will impact when you will see the payroll in Sponsor Web. If the payroll is processed before 1PM ET, Voya will receive that payroll that same day. If it is processed after 1PM, the payroll will be received by Voya on the next business day. For file-based integrated plans, there could be one additional day, as files are typically received from the payroll provider at the end of the day on pay date, and processed through ProgramPay the next business day.
I have a Payroll Integration setup, do I still need to do anything to support my plan contributions?
For 180 integrations, the sponsor is still responsible for running their payroll in their payroll system each pay period, ensuring that all employees are set up in the payroll system, entering and maintaining match amounts/rates, deferral amounts and loans into the payroll system. It's always a good idea to verify the contributions once they have been processed to be sure they are as expected.
For 360 integrations, the sponsor is still responsible for running their payroll in the payroll system each pay period, ensuring all employees are set up in the payroll system, setting employee's initial deferral rates, entering and maintaining match amounts/rates and entering loans. Vestwell will maintain the deferral rates based on deferral changes passed from Participant Web to Vestwell. Once 360 implementation is set up, all deferral changes should be done in Participant Web. It's always a good idea to verify the contributions once they have been processed to be sure they are as expected.
I processed an off-cycle payroll that contains retirement plan deductions. Will that process automatically into ProgramPay?
If your payroll providers supports an automated integration with Vestwell, off-cycle contributions will be sent via the integration into Program Pay. If your payroll provider is supported via Payroll Concierge Services, you must notify us of any off-cycle payroll that you wish to have pulled from your payroll system. Not sure if you have automated integration or Payroll Concierge Services. Check the setup article for your Payroll Provider here to confirm.