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 requirements to make sure the content is correct.
How Do I Initiate Payroll Concierge?
Grant Vestwell Access to your ADP Workforce Now account
Note: You must have a security role of "Security Master" in ADP to complete the following steps
- Log into ADP Workforce Now
- Go to Setup > Security > Security Management
- Under the Quick Links, click on Add a New User
- Set up a new Product User with an External Client User Type
- Enter email address payrollintegrations@vestwell.com and name "Vestwell Integration"
- Add the Service Profiles named iReports and WFN Portal Practitioner
- After the Practitioner Profile has been successfully set up, in the main menu, click on Setup -> Security -> Access Permissions
- Click on Payroll & People Access, then Payroll Processing Access
- Change access to View & Edit Access for all company codes and press Save
Ask your ADP representative to set up the following payroll codes if they do not already exist:
Note: Catch-up contributions must be included in all deduction code set up.
- 401k $
- 401k %
- Roth $
- Roth %
- Employer Contribution - include match/contribution rules
Once you have completed the above, one of our Payroll Integration specialists will reach out to confirm everything is in good order.
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 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 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 Vestwell 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 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) %
- Set up and maintain certain payroll codes within your payroll system.
- 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 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.
- Initializing Deferral rates: You are responsible for ensuring that all employee deferral rates are set up in ADP Workforce Now before the first payroll date supported through Payroll Concierge. Even if you have used ADP Workforce Now for some time, please re-check the deferral rates are set properly before running the first payroll with Payroll Concierge services.
- New Employee Deferral Rate
- Initial employee deferral rates must be added directly in ADP Workforce Now for each new employee.
- 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: 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.
What payroll activities does ProgramPay handle for me?
- Employee Deferral Updates made through ParticipantWeb
- Deferral rate changes made by employees directly in Voya Participant web will be updated automatically within 2 business days.
- NOTE: 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.
- If your plan has an auto-enrollment feature, the same guidelines above apply.
- Remember, initial deferral rates must be setup by you directly in the payroll system.
- 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 ADP Workforce Now charge me any fees to set up and/or maintain Payroll Concierge?
No, ADP Workforce Now does not charge any fees at this time.
How do I disconnect Payroll Concierge?
If you change payroll providers, it is your responsibility to inform us so that we can terminate the Payroll Concierge Service and assess whether an integration with a different payroll provider is available. Please reach out to your Voya Representative, and we will assist you.