ADP Run

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. Please read this whole article to understand the steps to setup Payroll Concierge services and to learn about your initial and ongoing responsibilities.

How Does Payroll Concierge Work?

With this type of support, Vestwell’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. 

Is My Version of ADP Compatible With the Integration?

ADP offers several ADP Run products, but not all are covered by Payroll Concierge services. As the wholesale version of ADP Run does not have Accountant Connect, it is not supported. Please make sure your retail ADP Run account has Accountant Connect prior to setup request.

How do I initiate Payroll Concierge?

APPROVAL: Please approve the request through your ADP Run portal. You can find this request by logging into your ADP Run account & navigating to Settings. Under Integrated Accounting, click "Add Your Accountant" & approve the request for Reports & Tax Forms, General Ledger, & Payroll access.

Our team will reach out to you via email to confirm once we have received access.

IMPORTANT* - If you have an existing 401K that is converting to Voya ABA RF there are other steps you must complete.

• Your plan’s deferral & loan data will not automatically transfer to the new deduction codes.  You will be responsible for setting up your employees deferral details before Vestwell can successfully process your employee contributions & loan repayments.

• Please be sure to contact your ADP Run representative to remove all previous “ADP RS” deduction codes that may appear as (but are not limited to):
  • • ADP RS employee before-tax $
    • ADP RS employee before-tax %
    • ADP RS employee Roth 401(k) $
    • ADP RS employee Roth 401(k) %
    • ADP RS 401(k) loan 1 repayment

Remaining Set Up Steps

1. Please ensure that your ADP Run representative added all the required deduction codes to your plan. To set up Pre-Tax & Roth codes 
   • Login to ADP Run: General Ledger > Settings > Payroll > Earnings and deductions > Add deduction:

     Category: Retirement
     Deduction: 401(k) plan $
     Do you offer a company match? No (regardless if the plan has a match or not)
     Do you offer Catch-up Contributions? Yes (if asked, not all ADP Run accounts have this option)
     Save
     Repeat step 1 for each deduction code below:
     401(k) plan %
     Roth 401(k) plan $
     Roth 401(k) plan %

2. Enter initial deferral amounts per participant in ADP Run using the codes your ADP Run representative created
   • (Search each employee in ADP Run and Edit or Add the deferral code & deferral amount)
3. If you have a per pay period Employer Mandatory Contribution:
   • Create Employer Mandatory Contribution code:
     Login to ADP Run > General Ledger > Settings > Payroll > Earnings and deductions > Add deduction:
     Category: Retirement
     Deduction: Employer Contribution to 401(k) %
     Rename to Employer Mandatory Contribution
     Save

Once you have completed the above, our team will reach out to confirm everything is in good order and the pay date in which Payroll Concierge services will begin processing your payroll. Until the integration is activated, contribution uploads into the ProgramPay portal will be required until our team has notified you that the integration can begin.

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? 

In order for our Payroll Concierge team to know when to pull your payroll, you must have a recurring payroll schedule setup in both ProgramPay and your payroll system.  Without that, we won't be able to setup this service for your plan.

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

• Plans which have multiple pay groups
• Plans which have multiple EINs
• Plans which have multiple log ins into their payroll system
• Plans which do not have an established recurring pay schedule setup in both ProgramPay and the payroll system
• Plans which do not use the same payroll provider for all pay group(s)
• Plans which 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.

Special note on Safe Harbor contributions and hourly workers:  Due to the way your payroll provider stores & calculates Safe Harbor (SH) contributions, Vestwell may not be able to accurately facilitate the SH contribution for employees that are paid on an hourly basis, have different compensation amounts from pay period to pay period AND requests a dollar-based amount for their deferral.  In this scenario, we recommend that the employee use a percentage based deferral rate.

Why do I have to grant access to my payroll system for Payroll Concierge?

To provide our Payroll Concierge services, we need the ability to view and download information relating to your Plan from ADP Run. These activities require 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 ongoing responsibilities?  

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

• Payroll (Deferral/Deduction) Codes
  • Set up and maintain payroll codes within your payroll system. (See deduction code requirements above)
• Loans
  • Set up and maintain retirement loans within your payroll system - Follow the steps below to set up a loan in ADP Run:
    * Navigate to Settings and select Earnings and Deductions:
    * Click Add Deduction
    * In the drop down for Category: select Miscellaneous deductions
    * In the drop down for Deduction: select 401(k) loan
    * Scroll down and click Save
    * Navigate to the saver's profile in ADP Run and select Earnings and Deductions
    * Select + Add Deduction and select 401(k) loan
    * Don't forget to enter the saver's loan repayment amount and click Save
• Initializing Deferral rates:
  • You are responsible for ensuring that all employee deferral rates are set up in ADP Run before the first payroll date supported through Payroll Concierge. 
    • NOTE: *If you have converted your 401k to ABA RF, please recheck all your deferral & match rates and loans after ADP has creates the new payroll deferral codes.  In some instances, you may need to re-enter those rates into ADP Run.
• New Employee Deferral Rate
  • Initial employee deferral rates must be added directly in ADP Run for each new employee.
• Employee Deferral Updates/ Changes
  • 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.
• 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.
• 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.
• Off-Cycle Payroll Submissions
  • Report any off-cycle payroll run through your payroll system to voyaaba@vestwell.com. These will not be uploaded automatically through Payroll Concierge.
• 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.
    • If they 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.

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 Run charge me any fees to set up and/or maintain Payroll Concierge? 

ADP Run may charge fees in conjunction with the integration. Please check with your ADP Run representative for more specific details.

ProgramPay will not charge you to facilitate this integration.

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.