Employers can edit employee information during the onboarding process and through the employer portal once the plan has been fully onboarded. In this article, we will review how to edit employee information after onboarding.
Two sections can be updated on the employer portal:
ID & Contact Info
Navigating to ID & Contact Info:
- Click the "Employees" tab on the left side of the employer portal. This will take you to the employee overview page.
- Select an employee’s name, then navigate to the “ID & Contact Info” card and select Edit. You may edit the employee's information from here depending on their registration and employment status.
For currently employed and not registered employees, employers can edit the following fields:
- First Name
- Middle Name
- Last Name
- Personal Email Address
- Date of Birth
- Address Line 1 & 2
- States, City & Zip Code
- Work Email Address
Note: An employee’s email address can only be edited while the employee is not registered.
For currently employed and registered employees, employers can edit the following fields:
- First Name
- Middle Name
- Last Name
- Date of Birth
- Work Email Address
After the updates to the employee's information have been made, select the Update button to save the changes.
Employment Info
Navigating to Employment Info:
- Click the "Employees" tab on the left side of the employer portal. This will take you to the employee overview page.
- Select an employee’s name, then navigate to the “Employment Info” card and select Edit. From there, you may edit the employee's hire date, termination date, employee class, and rehire date.
- Note: For more information on changing your employee's class, see the information below.
Note: Please make sure that any updates made here are also synchronized with your payroll system or payroll file. Failure to do so may result in the changes made being overwritten during the next payroll run.
Classifying Your Employees in Your Vestwell Employer Portal
You can classify your employees as one of the following directly in your employer portal:
- Collectively Bargained (Union)
- Non-Resident Alien
- Independent Contractor (1099)
- Leased Employee
- Other Exclusion
Note: If an employee is marked with any of the classifications listed above, they will become ineligible for the plan. Please be sure to use this classification tool accurately to maintain correct information about your employees. As an employer sponsoring a retirement plan, it is your responsibility to provide Vestwell with accurate information about your employees.
To update an employee's class, please follow these instructions:
- Navigate to the “Employees” page in your Vestwell employer portal. From the list of employees, locate the employee you would like to classify. Then, click on their blue, hyperlinked name.
- This will take you to their individual employee page. Within the “Employment” card, click Edit.
- A popup will surface, where you can input a classification in the “Employee Class” dropdown. Once you have made a selection, click Save.
- Once you have clicked Save, you will be brought to the employee’s page again. If you made any changes, you will see a success message at the bottom of the page and updates will be reflected here. Relevant changes will also be reflected on the “Employees” page of your Vestwell portal.
If you have any questions, don't hesitate to get in touch with us at clientsuccess@vestwell.com.