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 (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 Payroll Concierge?
Note: To complete this step, you must be the Primary Admin on the Gusto account.
- Navigate to Gusto's Help Center page, to Manage Administrator Permissions
- Follow the instructions under Add an administrator.
- Fill out the Following under Add new admin
- Employment Status: Not an Employee
- Who are They: Other Collaborator
- First Name: Payroll
- Last Name: Integrations
- Email: payrollintegrations@vestwell.com
- Admin Type: Full Access Admin
- Once you have completed the above, one of our Payroll Integration Specialists will reach out to confirm everything is in good order.
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:
- Eligibility rules that exclude certain classes of employees
- Eligibility rules that exclude certain types of compensation
- Eligibility rules that exclude 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”
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.
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.
Why do I have to grant access to my payroll system for Payroll Concierge?
In order to provide our Payroll Concierge services, we need the ability to view and download information relating to your Plan. These activities require Administrator or 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 responsibilities?
Our ability to successfully process your payroll files and administer your plan depends on you! It is your responsibility to:
- Loans
- Set up and maintain retirement loans within your payroll system
- Follow the steps below to set up a loan in Gusto:
- Log into the Gusto portal
- Navigate to the employee to which a loan repayment should be added
- Scroll to the bottom of the employee's Job & Pay tab and click + Add Garnishment or Custom Deduction
- Under Deduction Type, choose Garnishment
- Under Garnishment Type, choose Other Garnishment
- Under Description, type exactly Loan Repayment
- Use the following prompts on the Gusto website to accurately enter the loan repayment amount to be withheld
- Click Save & Continue
- Follow the steps below to set up a loan in Gusto:
- 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 Vestwell portal.
- Mandatory Employer Contributions
- Set up and maintain mandatory employer contributions that are on a frequency other than on a per pay period basis
- 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 playgroups please see “How to add or change a pay group in your Vestwell account.”
- 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 Vestwell.
- 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 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?
- Payroll Codes
- Set up and maintain certain payroll codes within your payroll system. Because Vestwell manages the codes, do not change this information unless expressly told to do so by your Vestwell Representative.
- Pre-Tax 401(k) $
- Pre-Tax 401(k) %
- Roth 401(k) $
- Roth 401(k) %
- Per pay period Safe Harbor employer contribution
- Set up and maintain certain payroll codes within your payroll system. Because Vestwell manages the codes, do not change this information unless expressly told to do so by your Vestwell Representative.
- Employee Deferrals - First Payroll
- Four business days prior to your first pay date with Vestwell, we will use the employee deferral rates in the Vestwell portal to set employee elections in your payroll system.
- Employee Deferral Updates
- Ongoing deferral changes made in the Vestwell portal by eligible employees will be set in your payroll system within two business days.
- If your plan has an auto-enrollment feature, the same guidelines above apply.
- Employee Status Changes - Vestwell 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 Gusto charge me any fees to set up and/or maintain Payroll Concierge?
No, Gusto does not charge any fees at this time.
How do I disconnect Payroll Concierge?
If you change payroll providers, it is your responsibility to inform us so that we can terminate the Payroll Concierge Service and assess whether an integration with a different payroll provider is available. Please reach out to your Vestwell Representative, and we will assist you.