Since our platform has an integration with your payroll provider, Vestwell can process your payroll files through automation.
Trinet offers a 180° level of integration.
This guide will help you set up your integration and understand your specific responsibilities for the proper administration of payroll files.
- Is My Version of Trinet Compatible With the Integration?
- How Does My Integration Work?
- Are There Any Reasons Why My Plan Might Not Be Eligible for an Integration?
- How Do I Initiate My Integration Setup?
- What Are My Responsibilities if My Plan Has an Active Payroll Integration?
- What Does Vestwell Handle for Me if My Plan Has an Active Payroll Integration?
- Will My Payroll Provider Charge Me Fees to Set up And/or Maintain My Payroll Integration?
- How Do I Disconnect My Integration?
Is My Version of Trinet Compatible With the Integration?
- Not supported: Trinet PEO
How Does My Integration Work?
Vestwell has partnered with Pay(k)onnect, a payroll data aggregator, to enable payroll integrations with over 80 payroll providers.
You have a 180° automated Integration. This is a one-way integration in which Vestwell will automatically receive certain information about your plan and participating employees 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. This includes:
- Plans with multiple logins into their payroll system
- Plans that do not have an established recurring pay schedule setup in either Vestwell or the payroll system
- Plans that do not use the same payroll provider for all pay group(s)
- Plans that have limitations that prevent 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 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?
To set up your integration, please click on your 401(k) Connect App in Trinet and select the "Request to Connect" button. From there, the Vestwell and Trinet teams will work together to set up your integration. The Vestwell team will confirm once your integration has been completed.
If you do not see the 401(k) Connect App, please reach out to your Trinet representative.
Note: If your integration has not yet been activated, contribution uploads into the Vestwell portal will be required until our team notifies you that the integration can begin.
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. Your responsibilities as an employer with an active payroll integration are outlined below.
Payroll Codes
Work with your payroll representative to set these payroll codes within your payroll system.
- Work with your Trinet representative to set up and maintain payroll codes within your payroll system.
- This includes the initial set up of any employer contribution codes which will be funded on a per-pay period basis.
- It is important that these payroll codes do not change once the integration setup is completed.
Loans
- Set up and maintain retirement loans within your payroll system. Learn more about loans here.
Saver Deferrals
- Set up & 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.
- Maintain and submit mandatory employer contributions that are on a frequency other than 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 before your first pay date.
- The number of pay groups or companies in your payroll system may affect your plan’s integration eligibility.
Saver Status Changes - Payroll System
- Make updates in your payroll system when savers are hired, terminated, or re-hired. 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.
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 our Employer Services team by emailing clientsuccess@vestwell.com.
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 your payroll provider. Regular audits and spot checks of the data provided will help you quickly identify and rectify any discrepancies.
- We recommend ensuring accuracy of the Plan Contact Info on your Vestwell employer portal as an email will be sent to notify you of any discrepancies. Visit Updating your Company Information to keep this up to date!
What Does Vestwell Handle for Me If My Plan Has an Active Payroll Integration?
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 you process your payroll early, Vestwell will never process the contributions file before the pay date.
Off-cycle contributions processed in your payroll system will come through the integration & reflect in your employer portal after the pay date.
Will My Payroll Provider Charge Me 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 Trinet representative for more specific details.
Vestwell will not charge you to facilitate this integration.
What if I Amend My Vestwell Plan or Change the Frequency of My Employer Contributions?
If your plan has been amended or if you are considering an amendment to your original plan documents, you are responsible for informing your payroll provider of the updates.
If you have changed the frequency of funding your employer contribution, you are responsible for informing your payroll provider and working with them to make this update.
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.