Gusto

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.

Gusto Online Payroll offers a 360° 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. Is My Version of Gusto Compatible With the Integration? 
2. Are There Any Reasons Why My Plan Might Not Be Eligible for an Integration? 
3. What Are My Responsibilities if My Plan Has an Active Payroll Integration? 
4. What Payroll Activities Does Vestwell Handle for Me?
5. How Do I Connect My Integration?
6. How Do I Disconnect My Integration?

Is My Version of Gusto Compatible With the Integration? 

Gusto offers several products that have similar names. Below is a list of the integration-compatible product/version names offered by Gusto. 

Supported

• Gusto (Simple, Plus, or Premium)

Not Supported

• Gusto Embedded 
  • This includes any business or organization that uses a platform powered by Gusto Embedded. 

Visit https://gusto.com/product/pricing for more information on your Gusto product.

Are There Any Reasons Why My Plan Might Not Be Eligible for an Integration? 

Some plan design features currently prohibit the use of payroll integration, including:

• Plans that have multiple EINs.
• Plans that have multiple logins into their payroll system.
• 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 differ; please see our article "Participant Contribution Types: Differences between Pre-tax, Roth, and After-tax."

What Are My Responsibilities? 

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 Vestwell 401k Loan Repayment.
  • Use the following prompts on the Gusto website to accurately enter the loan repayment amount to be withheld.
  • Click Save & Continue.

Discretionary and/or Profit-Sharing Contributions 

• Set up and maintain non-mandatory company contributions within your payroll system, and upload these 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 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 exactly to match what is in Vestwell, including the pay group name. 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.
• The number of pay groups or companies in your payroll system may affect your plan’s eligibility to use the integration.
  • If your plan has multiple pay groups, you must add a pay schedule name to identify each pay group. You can do this by following the next steps:
    • Log into the Gusto portal.
    • Navigate to the settings option. 
    • Find the "Pay Schedule" option & click the Edit button.

• Enter a name to identify the pay group in the empty field.

• • Click Save.

Saver Status Changes - Payroll System

• Make updates in your payroll system when savers are hired, terminated, re-hired, etc. 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.

Off-cycle Payroll Submissions

• Report any off-cycle payroll run through your payroll system to your Vestwell representative. These will not be uploaded automatically through the integration.

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 your payroll provider. Regular audits and spot checks of the data provided will help you quickly identify and rectify discrepancies.

What Payroll Activities Does Vestwell Handle for Me?

Payroll Codes

Set up and maintain certain deduction/earnings codes within your payroll system.  Because Vestwell manages the codes, once the integration is set up, these will not be able to be edited.

• Pre-Tax 401(k)
• Roth 401(k)

Saver Deferrals - First Payroll

• Four business days before your first pay date with Vestwell, we will use the saver deferral rates in the Vestwell portal to set saver elections in your payroll system. To guarantee saver deferral rates have been updated in your payroll system, do not run payroll before 4 business days before your scheduled pay date.

Saver Deferral Updates

• Ongoing deferral changes made in the Vestwell portal by eligible savers will be set in your payroll system within two business days.  
• We will communicate any deferral update requests to your payroll system. Savers may not see this reflected in their next few paychecks, as this update could take time to reflect.
• If your plan has an auto-enrollment feature, the same guidelines above apply. Read more about auto-enrollment here.

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 are maintained by the integration shortly after you run payroll in your payroll system.

How Do I Connect My Integration? 

To connect your integration please follow the below instructions. You must be a Primary Admin or Full Access Admin on your Gusto account to complete the required steps below.

1. Log in to your Vestwell employer portal.
2. Navigate to the "Contribution" page.
3. Click the gear icon.
4. Click the Connect to Gusto button.
5. Follow the steps to authorize your connection.

We will deactivate your existing 401(k) deduction codes, please do not run payroll until you see "Vestwell Retirement Deduction Codes."

Where to Find Retirement Deduction Codes:

Your Retirement Deduction Codes will appear 4 business days before your first payroll with Vestwell. You can locate the codes in Gusto by following the instructions below:

1. Log in to Gusto.
2. Select Benefits.
3. Navigate to "Active Benefits."
4. Click Benefits connected to Gusto.

Note: These deduction codes will not appear under each individual employee, rather they will reflect on the "Benefits" tab of your Gusto portal.

Lastly, if you have multiple pay groups, please rename the pay schedule of each pay group in Gusto. This is not required when setting up the pay groups in Gusto, but it is required for the integration to function as intended.

How Do I Disconnect My Integration?

To disconnect your integration,

• Log in to your Vestwell sponsor portal.
• Navigate to your Contributions page.
• Click the Gear icon.  
• Click ‘Disconnect’ under the integration status.
• Follow the steps to authorize your connection.

If you change payroll providers, it is your responsibility to inform us so that we can work with you to 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.