Paylocity

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 Payroll Concierge services.

1. In your Paylocity portal, Navigate to HR & Payroll > Web Link > Web Services > Integrations
2. Select Browse Marketplace and search for “Vestwell” in the Name field
3. Click Begin Integration to access, complete, and sign the Integration form
4. View the alert window and press OK to open DocuSign
5. Select the Electronic Records and Signature Disclosure link to read the disclosure
6. Agree to use electronic records and signatures and Continue
7. Select Start to complete the form (DocuSign proceeds through each required field)
8. Enter the following information.  Note, you MUST complete the following information exactly as follows, or your request will be rejected by Paylocity and your integration will be delayed. 

• Client Information: Complete ALL fields
• Vendor Name: Vestwell
• Plan ID(s)/Policy Numbers(s): Paylocity company ID (this is your Paylocity company code and NOT your Vestwell plan number)
• Vendor Contact Name: Ashley Lettieri
• Effective Date: your representative will provide you with this date
• Vendor Contact Email: payrollintegrations@vestwell.com
• Vendor Contact Phone: 917-979-5358
• TPA Information: Leave all fields blank.  Even if you are working with a TPA, please leave this section blank.
• Broker/Advisor Information: Leave all fields blank. Even if you are working with an Advisor, please leave this section blank.

Sign the document and click "Finish" to submit the request to Paylocity

You will see the notification that your request has been successfully submitted along with a reference number. 

Send the reference number you received to payrollintegrations@vestwell.com - we will need this when checking up on the status of your integration. 

Once the integration setup is complete and automation is activated, we will reach out to you by email to inform you of the first payroll date and review your responsibilities again.

NOTE:Upon setting up your plan with the Paylocity team, you will be given the option to elect to auto-approve each deferral rate change or review each deferral rate change in Paylocity’s Weblink. If you choose to review each change, Vestwell will send deferral rates to Paylocity through the integration, but a Company Admin from your team will need to approve each one prior to it reflecting in payroll. Read more about this process here and reach out to your Paylocity representative with any further questions.

 

 

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

• Plans that do not have an established recurring pay schedule setup in both ProgramPay and the payroll system
• Plans that do not use the same payroll provider for all pay group(s)
• Plans that 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 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
  • Set up and maintain certain payroll codes within your payroll system:
    • • Pre-Tax 401(k) $
      • Pre-Tax 401(k) %
      • Roth 401(k) $
      • Roth 401(k) %

• 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 ProgramPay 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, learn more here. For further assistance, please contact voyaaba@vestwell.com.
• Employee Deferral Updates
  • 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.
• 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.
• 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 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 Paylocity charge me any fees to set up and/or maintain my payroll integration? 

Paylocity may charge fees in conjunction with the integration. Please check with your Paylocity 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 ABA Retirement Relationship Manager or contactus@abaretirement.com, and we will assist you.