ADP Workforce Now (NEW)

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 with set up steps as well as help you understand your specific responsibilities for the proper submission of payroll files. Even though we offer integration 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 set up integration and to learn about your initial and ongoing responsibilities.

1. How Does My Integration Work?
2. How Do I Initiate My Integration Set Up?
3. Are There Any Reasons Why My Plan Might Not Be Eligible for an Integration?
4. What Are My Responsibilities?
5. What Does The Integration Handle For Me?
6. Will My Payroll Provider Charge Me Fees to Set Up and/or Maintain This Payroll Integration?
7. How do I disconnect my integration?

How Does My Integration Work?

We have partnered Payroll Integrations to retrieve contribution data from your payroll system and communicate employee savings rate changes made by your employees in their saver portal, back to your payroll system.

ADP Workforce Now offers a 360° level of integration.

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 that do not have an established recurring pay schedule set up in both the portal 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 with more than one ADP company code across multiple retirement plans.
• Plans that allow after-tax contributions (only available if your plan uses a Third Party Administrator). Note: After-tax and Roth contributions are not the same.

Is My Version of ADP Compatible With the Integration?

ADP offers several products that have similar names, but not all are covered by this integration. This integration article outlines the setup steps for clients of ADP Workforce Now, not to be confused with ADP Workforce Now Next Generation. If your login URL is http://workforcenow.adp.com/, and your ADP Company Code is three characters, you are an ADP Workforce Now client.  

If you are an ADP Workforce Now Next Generation user, your ADP login URL will include http://workforcenow.cloud.adp.com/, and your ADP Company Company Code will be four characters,  you will need to navigate to our ADP Workforce Now Next Generation Integration article to continue.

How Do I Initiate My Integration Setup?

Note: You must be a primary admin on your ADP account to complete the following steps

1. Complete the linked form: Payroll Integration Request Form so our team can collect the necessary details to set up your payroll integration
2. Once your request to integration has been reviewed, Vestwell will provide  you with an Onboarding code that you will use in the following steps.
3. Navigate to the Payroll Integrations Application and log into your ADP account.
4. Complete the installation of the Payroll Integrations Connector by following the on-screen instructions provided in the ADP Marketplace. Paste the Onboarding code in the yellow highlighted section which says 'Enter Additional Information Required.
5. Complete the ADP Consent Manager.
6. Once you have completed these steps, our Payroll Integrations team will initiate a review process to verify that all steps have been successfully executed and that the connection is stable, as well as test the integration functionality on your behalf.
7. Provide to the ProgramPay team at voyaaba@vestwell.com your payroll codes from ADP for the below deduction and contribution types.
   1. 401(k) % (allow catch-up contributions)
   2. 401(k) $ (allow catch-up contributions)
   3. Roth % (allow catch-up contributions)
   4. Roth $ (allow catch-up contributions)
   5. Employer Contribution - include match/contribution rules
   6. 401(k) Loan Payment (if applicable)
8. If these do not already exist in your payroll system, or if you are a conversion from ADP Retirement Services, fill out the following form and return it to your ADP representative: ADP Deferred Compensation Form.
9. Lastly, reach out to ProgramPay & provide all the payroll codes that your ADP representative has set up so that we can enable them within the integration.

If your plan is a conversion after your last payroll with your prior recordkeeper and before your plan begins with ProgramPay ensure saver deferrals and employer contributions are cleared from your payroll system.

Please continue to process contributions manually into the ProgramPay or SponsorWeb portals until our team has notified you that the integration can begin.

What Are My Responsibilities?  

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

• Continue to process payrolls via your payroll provider platform on your scheduled pay frequency
• Payroll Deduction/Contribution Codes
  • Work with your payroll representative to set up & maintain payroll codes within your payroll system
    • 401(k) % (allow catch-up contributions)
    • 401(k) $ (allow catch-up contributions)
    • Roth % (allow catch-up contributions)
    • Roth $ (allow catch-up contributions)
    • Employer Contribution - include match/contribution rules
    • 401(k) Loan Payment (if applicable)
  • This includes the initial set up of any employer contribution codes which will be funded on a per-pay period basis. 
  • Please be sure that the ProgramPay deferral codes and rates are present prior to processing your first integrated payroll. It is important that these payroll codes do not change once the integration setup is completed.
• Pay Groups -  
  • Make sure any pay groups in your payroll system are also set up in ProgramPay and vice versa. Learn more about the importance of pay groups here.
  • Note: Once the payroll integration is connected, 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 to add or remove pay groups, please contact voyaaba@vestwell.com.
  • The number of pay groups or companies in your payroll system may affect your plan’s integration eligibility.
• Employee Deferral Rate Management
  • ProgramPay uses the rates set by your employees via online enrollment and the participant website when initiating a new payroll integration.  Employers should review rates and encourage employees to review and update their rates in the participant website prior to payroll integration being implemented.
  • For the best experience, on an ongoing basis, be sure your employees are setting and maintaining their deferral rates via Voya participant website. Rates sent via online enrollment and the participant website will flow automatically into ProgramPay and update your payroll system.
  • Any employee deferral rates shared directly with you by eligible employees, not using the Voya’s participant website, must be set by you directly in the payroll system. However, for the best outcomes, please redirect employees to set their rates on the participant website.  Integration may override any deferral rates set directly in the payroll system.  
  • Deferral rates set by employees in the participant website before 4PM ET on any given business day will be available in ProgramPay the following business day by approximately 10AM.
• Employee Loans
  • If applicable to your plan, set up and maintain retirement loans within your payroll system
    • If you set up your first loan code AFTER the integration is connected, you must notify ProgramPay of the code.  Loan payments will not flow through on contributions if ProgramPay does not know what loan deduction code you are using.
  • Provide the loan repayment code in your payroll system to the ProgramPay team at voyaaba@vestwell.com 
• Mandatory Employer Contributions 
  • Set up and maintain mandatory per pay period company contributions within your payroll system and upload these contributions through your ProgramPay portal as an off-cycle contribution.
    • These contributions may be pulled through the integration as long as the employee contribution payroll code is provided to your ProgramPay Rep when setting up the integration. 
  • Set up and maintain annual and/or quarterly mandatory company contributions within your payroll system and upload these contributions through your ProgramPay portal as an off-cycle contribution.
  • For Safe Harbor Non-Elective plans, each time an employee becomes eligible, the SHNE contribution must be added to the employee profile by you in your payroll system. Additionally, SHNE needs to be maintained in the payroll system when employee deferral rate changes are made.
• Discretionary and/or Profit-Sharing Contributions
  • Set up and maintain discretionary company contributions within your payroll system and upload these contributions through your ProgramPay portal as an off-cycle contribution.
    • These contributions may be pulled through the integration as long as the  payroll code is provided to your ProgramPay Rep when setting up the integration. 
      • Please note: If your plan also has a mandatory per pay period contribution (i.e SH), you will need to process the discretionary employer contribution as an off-cycle into the ProgramPay portal. 
  • 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
• Employee Status Changes
  • Make updates in your payroll system when employees are hired, terminated, or re-hired, etc.
  • Include a specific date when making these status changes in your payroll system.
• 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.
• Negative Contributions/Corrections
  • Negative contributions or corrections are not able to be processed through the integration. For assistance with negative contributions or corrections, please contact your Voya ABA Retirement Plans representative.
• 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.
• Miscellaneous Service & Support
  • Monitor for emails from the ProgramPay Employer Services team at VoyaABA@vestwell.com and respond to questions and outreach in a timely manner.

What Payroll Activities Does the Integration Handle for Me?

• Employee Deferral Management
  • ProgramPay will set employee deferral rates in your payroll system if they were set by the employee via Voya’s online enrollment and deferral management tools in the participant website prior to your first integrated pay date.
    • Please do not process your first integrated payroll before this step is completed.
    • If your plan has an auto-enrollment feature, the same guidelines above apply.
  • Deferral rates set by employees directly in Voya’s participant website will be updated automatically within 2 business days.
  • NOTE: Any deferral changes shared by eligible employees directly with you, not using the Voya participant website, must be set by you directly in the payroll system.  For the best outcomes, please direct employees to maintain their deferral rates within the participant website.   

• Employee Status Changes
  • 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 & Loan Payments
  • The integration will 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.
    • Per pay period employer contributions will only be processed via the integration if the employer contribution code and formula is set up in the payroll system and mapped within ProgramPay.
      • The integration only supports one employer contribution source in a payroll, giving priority to mandatory employer contributions. 
  • The integration will process both scheduled and off cycle contributions.

Will ADP Run Charge Me Any Fees to Set Up and/or Maintain My Payroll Integration? 

Yes. Enabling 360 integration introduces a monthly processing fee from Payroll Integrations, the third-party provider that facilitates this integration. Activation of the integration authorizes Payroll Integrations to pass fees to your firm through your ADP invoice. 

You will be billed on a monthly basis based upon the number of unique employee SSNs (see tiers below) with contribution delivered via the integration ProgramPay for the calendar month. Billing occurs in arrears and begins approximately 1 month after the integration’s activation.

ProgramPay will not charge you additional fees to facilitate this integration.

How do I disconnect my Payroll Integration? 

If you change payroll providers, terminate or deconvert your plan, it is your responsibility to inform us so that we can terminate the integration 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.