BambooHR

Since our platform 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.

BambooHR offers a 180° level of integration. 

This guide will help you set up your integration as well as help you understand your specific responsibilities for the proper administration and submission of payroll files. 

1. How Does My Integration Work?
2. Are There Any Reasons Why My Plan Might Not Be Eligible for an Integration? 
3. How Do I Initiate My Integration Setup?
4. What Are my Responsibilities If My Plan Has an Active Payroll Integration? 
5. What Payroll Activities Does Vestwell Handle for Me?
6. Will BambooHR Charge Me Any Fees To Set Up and/or Maintain My Payroll Integration?
7. How Do I Disconnect My Integration?

How Does My Integration Work?

Your integration is a 180° Automated Integration. This is a one-way integration in which Vestwell will automatically receive certain information about your plan and participants from your payroll system and process employee and employer contributions to the plan. 

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 setup in both Vestwell 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. 
• Eligibility rules that exclude certain classes of employees, types of compensation, or certain types of hours worked
• Plans with per pay period non-mandatory employer contributions
• Plans that allow after-tax contributions (only be available if your plan uses a Third Party Administrator). Note: After-tax and Roth contributions are not the same; please see our article "Participant Contribution Types: Differences between Pre-tax, Roth, and After-tax.”

How Do I Initiate My Integration Setup?

Submit an integration request to the BambooHR Payroll Reporting team by completing this form with the information below:

• Company Name
  
• Payroll Client ID (If you don’t know your Payroll ID, please contact BambooHR)
  
• Name
• Email
• Phone
• Request Type (select build new report) 
• New Report Type (select New 401k Report - $300) 
• New 401k Fee (click and acknowledge fee) 
• Are you currently running payroll in BambookHr (select Yes) 

Please click Submit when the fields have been completed. After you click submit, you will be directed to the 401(k) Report Request. Please complete the request with the information below: 

• My 401(k) Vendor Is: Vestwell
  
• My 401(k) File Type Needs to Be: I need it to be a file feed for my 401(k) vendor
  
• 401(k) Vendor Plan ID: If you don’t know this, please contact your Vestwell Implementation Manager
  
• 401(k) Vendor Client ID: This is your BambooHR ID
  
• 401(k) Vendor Contact Name: Ashley Lettieri
  
• Vendor Contact Phone Number: (917) 979-5358
  
• 401(k) Vendor Contact Email: payrollintegrations@vestwell.com

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

• Work with your payroll representative to set up & maintain payroll codes within your payroll system.
  • Pre-Tax 401(k) $
  • Pre-Tax 401(k) %
  • Roth 401(k) $
  • Roth 401(k) %
  • Employer Contribution(s)
  • Retirement loans

Loans

• Set up and maintain retirement loans within your payroll system. 

Employee Deferrals

• Maintain saver deferral rates in your payroll system. Learn how to manage saver deferral rate changes here. 

Discretionary and/or Profit-Sharing Contributions 

• Set up and maintain non-mandatory employer contributions in your payroll system.
• Submit non-mandatory employer contributions through your Vestwell portal using an off-cycle upload. Learn how to submit an off-cycle contribution here. 

Mandatory Employer Contributions

• Set up and maintain mandatory employer contributions in your payroll system.
• Submit mandatory employer contributions that are on a frequency other than on a per-pay period basis using an off-cycle upload. Learn more about off-cycle contributions here.

Pay Groups

• Make sure any pay groups in your payroll system are also set up at Vestwell and vice versa. To edit a pay group name or set up new pay groups, please see How to add or change a pay group in your Vestwell account prior to your first pay date.
• The number of pay groups or companies in your payroll system may affect your plan’s eligibility to integrate.

Saver Status Changes - Payroll System

• Make updates in your payroll system when savers are hired, terminated, or re-hired, etc. Be sure to include a specific date when making these status changes in your payroll system.

Saver 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 your Vestwell representative to ensure there is no delay in processing your payroll files upon making this change in your payroll system.

Review Payroll Data

• We rely on you to provide us with correct, updated, and complete data about your savers, 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 Vestwell Handle for Me?

Saver Status Changes - Vestwell Portal

• When you add, rehire, or terminate savers in your payroll system, the changes will be reflected in the Vestwell portal one business day after the next pay date.

Processing Contributions

• Process saver deferrals and employer contributions which are maintained by the integration shortly after you run payroll in your payroll system. 
• If payroll is processed in your payroll system prior to your scheduled pay date, it may get processed early.

Will BambooHR Charge Me Any Fees To Set Up and/or Maintain My Payroll Integration?

Your payroll provider may charge fees in conjunction with the integration. Please check with your BambooHR representative for more specific details. 

Vestwell 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 Vestwell Representative, and we will assist you.

If your plan has been amended or if you are considering an amendment to your original plan documents, please inform your Vestwell Representative to understand what actions on your part will be required to submit and process your payroll files correctly.