ADP Workforce Now

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

How Do I Initiate Payroll Concierge?

To initiate Payroll Concierge services, first you must 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

Next, be sure you have the required 401(k) deductions types & codes with the names listed below:

• 401k $ 
• 401k % 
• Roth $ 
• Roth % 
• Loans
• Employer Match - (if match is setup as deduction. If match is setup as a memo code, please let us know that what code was used)

Ask your ADP representative to set up the following payroll codes if they do not already exist. 

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

Please provide us the associated "code" from ADP for each one of the deduction types by sending an email to voyaaba@vestwell.com. Be sure to include your plan name & number, and reference ADP Workforce Now setup and provide the deduction type name & associated ADP codes.

After the deduction codes are present, be sure to initialize employee deferral rates & any outstanding loans.  Catch-up contributions should be included when setting up the desired deferral rate. 

Once you have completed the above, one of our Payroll Integration specialists will reach out to confirm everything is in good order.

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? 

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 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 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:
    
    • 401k $ 
    • 401k % 
    • Roth $ 
    • Roth % 
    • Loans 

• 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.
• 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 for each participant 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. 
• 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.

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 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, terminate or deconvert your plan, it is your responsibility to inform us so that we can terminate the Payroll Concierge Service and assess whether integration with a different payroll provider is available. Please see this article and reach out to your Voya Representative for further assistance.