OnPay

Since ProgramPay, powered by Vestwell, has an integration 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 set up your integration as well as understand your specific responsibilities for the proper submission of payroll files. Even though your payroll provider is integrated with our platform, all Plan Sponsors have ongoing requirements to make sure the content is correct.

How do I initiate my integration setup?

Complete the linked form:Payroll Integration Request Form so our team can collect the necessary details to set up a Payroll Integration.

After we've received your request form, we will generate an integration link for you that creates the sync of OnPay with ProgramPay.  Allow up to 10 days for this next step.  

Once you've clicked through the integration link, our team will have a few remaining steps to review your payroll system setup and complete setup of the integration.  We will let you know when the integration is setup and ready to use.  Please continue to process contributions manually until you've been notified that the integration is setup and ready to use. 

There may be a few action items for you to complete along the way--prompt completion of these action items is crucial to ensure a timely setup!

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

There are some plan design features that currently prohibit the use of payroll integration, including:

• 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.

How does my integration work?

Your integration is a 360° Automated Integration. This is a two-way integration in which ProgramPay, powered by Vestwell, will automatically receive certain information about your plan and participants from your payroll system, process employee and employer contributions to the plan, and automatically send your employees’ selected deferral elections from their Voya Participant portal to your payroll provider.

What are my responsibilities if my plan has an active payroll integration? 

Our ability to successfully process your payroll files and administer your plan depends on you! It is your responsibility to:

• Payroll Codes
  • You must set up these deduction codes within your payroll system using these instructions: Creating new deductions
    • 401k Retirement (leave employer match and percent of gross blank; Vestwell will enter the proper amount through the integration)
    • Roth 401k Retirement (leave employer match and percent of gross blank; Vestwell will enter the proper amount through the integration)

• Loans
  • Set up and maintain retirement loans within your payroll system 
• 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 Vestwell portal. 
• 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.
• Per pay period Safe Harbor employer contribution
  • Setup and maintain mandatory employer contributions that are on a pay period basis.
• Pay Groups 
  • Once your integration is 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 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. 

What does ProgramPay handle for me if my plan has an active payroll integration?

• Employee Deferrals - First Payroll
  • You are responsible for ensuring that all employee deferrals are set up in OnPay before the first payroll date supported through the automation
• Employee Deferral Updates
  • Initial deferral selection / new employees *
  • Ongoing deferral changes shared directly with you, not using the Voya Participant portal by eligible employees must be set by you directly in the payroll system. Please note:  Deferral changes made by employees directly in Voya Participant web will be updated automatically within 2 business days.
  • If your plan has an auto-enrollment feature, the same guidelines above apply. 
• 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. 
• Processing Contributions
  • Process employee deferrals and employer contributions which are maintained by the integration shortly after you run payroll in your payroll system. Even if you process your payroll early, ProgramPay will never process the contributions file before the actual pay date. 

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

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

ProgramPay will not charge you to facilitate this integration.

How do I disconnect my integration?

If you change payroll providers, it is your responsibility to inform us so that we can disconnect your integration and assess whether integration with a different payroll provider is available. Please reach out to your Voya Representative, and we will assist you.