Intuit Quickbooks Online

Since ProgramPay, powered by Vestwell, supports Payroll Concierge services with your payroll provider, we can take a lot of work off your plate regarding the processing of your payroll files through automation (yay!). This guide will help you with set up steps as well as help you understand your specific responsibilities for the proper submission of payroll files. Even though we offer Concierge services with your payroll provider, Plan Sponsors have ongoing responsibilities to make sure the content is correct.  Please read this whole article to understand the steps to setup Payroll Concierge services as and to learn about your initial and ongoing responsibilities.

*Please note: To integrate your payroll, you must be using Quickbooks Online Payroll. We do not support integration with the desktop version of Quickbooks.

How do I initiate my integration setup?

1. Complete the linked form:Payroll Integration Request Form so our team can collect the necessary details to set up Payroll Concierge services.
2. Sign into Quickbooks Online. (For instructions on Quickbooks' help center, click here.)
3. Click My Accountant on your left-hand side.
4. Enter the email payrollintegrations@vestwell.com into the textbox, and press Invite.
5. We will then receive an invite to accept the access and get started with integrating your plan; if we're missing anything, we will reach out.
6. Setup required Payroll Deduction Codes, Initialize employee deferral rates & any outstanding loans (See details below)

Please allow 4 weeks for Payroll Concierge setup. You must grant the appropriate access and complete any other required setup 10 days prior to the first desired payroll date.

Are there any reasons why my plan might not be eligible for an integration? 

In order for our Payroll Concierge team to know when to pull your payroll, you must have a recurring payroll schedule setup in both ProgramPay and your payroll system. Without that, we won't be able to setup this service for your plan.

There are some plan design and payroll system features that currently prohibit the use of our payroll concierge service, including:

• Plans which have multiple EINs
• Plans which have multiple log ins into their payroll system
• Plans which do not have an established recurring pay schedule setup in both ProgramPay and the payroll system
• Plans which do not use the same payroll provider for all pay group(s)
• Plans which have limitations preventing each pay group from being integrated.
• Plans with per pay period non-mandatory employer contributions
• Plans that allow after-tax contributions
  • Note: After-Tax and Roth contributions are not the same

If your plan has been amended or if you are considering an amendment to your original plan documents, please inform your ABA Retirement Representative to understand what actions on your part will be required to submit and process your payroll files correctly.

Special note on Safe Harbor contributions and hourly workers:  Due to the way your payroll provider stores  and calculates Safe Harbor (SH) contributions, Vestwell may not be able to accurately facilitate the SH contribution for employees that are paid on an hourly basis, have different compensation amounts from pay period to pay period AND request a dollar-based amount for their deferral.  In this scenario, we recommend that the employee use a percentage based deferral rate.

How does Payroll Concierge work?

With this type of support, ProgramPay's team of payroll experts accesses your payroll system so we can transfer your payroll files and Plan-related data between ProgramPay and your payroll provider.  

Why do I have to grant access to my payroll system for Payroll Concierge?

In order to provide our Payroll Concierge services, we need the ability to view and download information relating to your Plan. These activities require Administrator or Accountant-level permissions.

We realize that you are trusting us with some of your most sensitive employee information by granting us this level of access. We are committed to data security and privacy; you can read about our internal processes and controls in our Privacy Policy and security area of our website.

What are my responsibilities?  

Our ability to setup Payroll Concierge Services and successfully process your payroll files on behalf of your plan depends on you! It is your responsibility to:

• Payroll  (Deferral/Deduction) Codes
  • Set up and maintain certain payroll deduction codes within your payroll system.  ProgramPay requires that these specific payroll codes be setup before Concierge Services can be enabled:
    • Type: 401(k) > Description (appears on paycheck as): Pre-Tax 401k (use this for pre-tax deferrals for participants under 50 years old)
    • Type: 401(k) Catch up > Description (appears on paycheck as): 401(k) Catch up (use this for pre-tax deferrals for participants who are 50 years of age and older)
    • Type: After-Tax Roth 401(K) > Description (appears on paycheck as): Roth 401k
    • Type: Loan Repayment > Description (appears on paycheck as): 401k Loan

Pre-Tax 401k Example:

401k Loan Example:

• Initializing Deferral rates: You are responsible for ensuring that all employee deferral rates are set up in Quickbooks Online before the first payroll date supported through Payroll Concierge. 
  • • NOTE: *If you have converted your 401k to ABA RF, please recheck all your deferral & match rates and loans after QuickBooks Online has creates the new payroll deferral codes.  In some instances, you may need to re-enter those rates into QuickBooks Online.
• New Employee Deferral Rate
  • Initial employee deferral rates must be added directly in QuickBooks Online for each new employee.
• Loans
  • Set up and maintain retirement loans within your payroll system 
• Pay Groups 
  • Once Payroll Concierge services are active, you will no longer be able to edit pay groups in the ProgramPay portal as this can disrupt the processing of contributions. For further assistance, please contact voyaaba@vestwell.com.
• Employee Deferral Updates/ Changes
  • • Ongoing deferral changes shared directly with you, not using the Voya ParticipantWeb by eligible employees, must be set by you directly in the payroll system.
    • Please note: You are responsible for any deferral updates NOT processed through Participant Web.
• Employee Status Changes - Payroll System
  • Make updates in your payroll system when employees are hired, terminated, or re-hired, etc.
• Employee Personal Information
  •  Maintain complete, accurate, and up-to-date personal information within your payroll system - including date of birth, social security number, and email address. 
• Pay Frequency/Schedule Changes
  •  Report any pay frequency or pay schedule changes to ProgramPay.
• Review Payroll Data
  • We rely on you to provide us with correct, updated, and complete data about your employees regardless of whether we receive that data directly from you or from your payroll provider. Regular audits and spot checks of the data provided to us will help you quickly identify and rectify any discrepancies. 
• Validation Errors on Payrolls
  • From time to time, we may receive data from your payroll company that triggers a validation error in ProgramPay and we are unable to process one or more contributions or loan payments.  When that happens, you will be alerted by email about the issue with instructions on next steps to resolve the issue.  These alerts will be sent from "ProgramPay@notices.vestwell.com". Please adjust spam or other filters in your email system to allow you to receive these important communications.  You can learn more about the contribution validations and the types of errors that can occur here. 
• Discretionary and/or Profit-Sharing Contributions 
  • Set up and maintain annual and/or quarterly non-mandatory company contributions within your payroll system and upload these contributions through your ProgramPay portal as an off-cycle contribution. 
• Mandatory Employer Contributions
  • Set up and maintain mandatory employer contributions that are on a frequency other than on a per pay period basis and upload these contributions through your ProgramPay portal as an off-cycle contribution.
• Per pay period Safe Harbor employer contribution
  • Setup and maintain mandatory employer contributions that are on a pay period basis.
• Off-Cycle Payroll Submissions
  • Report any off-cycle payroll run through your payroll system tovoyaaba@vestwell.com. These will not be uploaded automatically through Payroll Concierge.

What payroll activities does ProgramPay handle for me?

• Employee Deferral Updates made through ParticipantWeb
  • Deferral rate changes made by employees directly in Voya ParticipantWeb will be updated automatically within 2 business days.
  • NOTE: Ongoing deferral changes shared directly with you from eligible participants, not using the Voya Participant portal, must be set by you directly in the payroll system.  
  • Remember, initial deferral rates must be setup by you directly in the payroll system, including the for employees who are auto-enrolled (if applicable to your plan)
• Processing Contributions & Loan Payments
  • Process supported employee/employer contributions and applicable loan payments into your retirement plan based on what was processed in the payroll system.  Even if you process your payroll early, ProgramPay will never process the contributions file before the actual pay date.  
• Employee Status Changes - ProgramPay Portal
  • When you add, rehire, or terminate employees in your payroll system, the changes will be reflected in the ProgramPay portal one business day after the next pay date. 

Will QuickBooks Online charge me any fees to set up and/or maintain my payroll integration? 

Quickbooks Online may charge fees in conjunction with the integration. Please check with your Quickbooks Online representative for more specific details.

ProgramPay will not charge you to facilitate this integration.

How do I disconnect my integration?