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?
1. Complete the linked form:Payroll Integration Request Form so our team can collect the necessary details to set up Payroll Concierge services.
Let your Voya Representative know that you'd like to integrate. From there, you will work with our Payroll Integrations Specialist, who will guide you through the rest of the setup process. 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 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 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 ProgramPay 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) %
- 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 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 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 PSS before the first payroll date supported through the automation.
- Employee Deferral Updates
- Initial deferral selection / new employees *
- Ongoing deferral changes made in the Voya Participant portal by eligible employees will be set in your payroll system within two business days. Please note: you are responsible for any deferral updates NOT processed through Participant Web.
- 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 Vestwell 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, Vestwell will never process the contributions file before the actual pay date.
Will PSS charge me any fees to set up and/or maintain my payroll integration?
PSS may charge fees in conjunction with the integration. Please check with your PSS 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.