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Payroll Integrations - Descriptions and Responsibilities

  • Updated

"What is a payroll integration?" video walkthrough

Types of payroll integration Vestwell offers and your ongoing responsibilities.

Vestwell currently offers four different types of payroll integration:

  1. 180° Integration (Automated Contribution Processing)
  2. 360° Integration (Automated Contribution Processing + Automated Deferrals)
  3. Payroll Concierge (Contributions + Deferrals Managed by Vestwell)
  4. No Payroll Integration

180°  Integration (Automated Contribution Processing)

This is a one-way integration in which we have the ability to retrieve information directly from your payroll system; however, we can not send information back. For example, after you run your payroll, the integration will automatically process contributions. However, all changes made by participants on the Vestwell portal will have to be updated manually by you, the plan sponsor, in the payroll system.

180° Plan Sponsor Responsibilities: 

  1. Updating 401(k) deferral changes within your payroll system
  2. Making updates in your payroll system when employees are hired, terminated, or re-hired
  3. Setting up loan repayments
  4. Setting up and maintaining any company matching features
  5. Setting up and maintaining company-wide 401(k) pre-tax and Roth deductions for (if applicable)
  6. Make sure any pay groups you have in your payroll system are also set up at Vestwell. See: Add or change a pay group in your Vestwell account.

180° Vestwell Responsibilities:

  1. Automatically retrieving information from your payroll system
  2. Processing contributions (adding funds to participant accounts)

180° integrations are available for the partners below. Select your partner for setup instructions and specific ongoing responsibilities.

360°  Integration (Automated Contribution Processing + Automated Deferrals)

This is a two-way integration in which Vestwell can automatically retrieve information from your payroll system and automatically send deferral information back.

360° Plan Sponsor Responsibilities: 

  1. Making updates in your payroll system when employees are hired, terminated, or re-hired
  2. Setting up loan repayments
  3. Setting up and maintaining and any company matching features
  4. Setting up and maintaining and company-wide 401(k) pre-tax and Roth deductions (if applicable)
  5. Make sure any pay groups you have in your payroll system are also set up at Vestwell. See: Add or change a pay group in your Vestwell account.

360° Vestwell Responsibilities:

  1. Retrieving information from your payroll system
  2. Processing contributions (adding funds to participant accounts)
  3. Updating employee deferral information in your payroll system once employees make changes on the participant portal.
  4. Ensuring your payroll schedule is correct and, if possible, confirming your deductions are set up properly - Please email your CSM if you have any questions about whether we are able to do this for you.

360° integrations are available for the partners below. Select your partner for setup instructions and specific ongoing responsibilities.

Payroll Concierge (Contribution + Deferrals Processing Managed by Vestwell)

With this type of integration, Vestwell’s team of payroll experts accesses your payroll system so we can transfer the information between Vestwell and your payroll provider.

Payroll Concierge Plan Sponsor Responsibilities:

  1. Making updates in your payroll system when employees are hired, terminated, or re-hired
  2. Setting up loan repayments
  3. Maintaining and setting up any company matching features
  4. Maintaining and setting up company-wide 401(k) pre-tax and Roth deductions (if applicable)
  5. Make sure any pay groups you have in your payroll system are also set up at Vestwell. See: Add or change a pay group in your Vestwell account.

Payroll Concierge Vestwell Responsibilities:

  1. Retrieving your payroll file from your payroll system on your scheduled pay date
  2. Processing contributions (adding funds to participant accounts)
  3. Updating employee deferral information in your payroll system shortly after employees make changes on the participant portal.
  4. Ensuring your payroll schedule is correct in your Vestwell portal, and if possible, confirming your deductions are set up properly - Please email your CSM if you have any questions about if we are able to do this for you.

Payroll Concierge integration is available for the partners below. Select your partner for setup instructions and specific ongoing responsibilities.

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/download information and make updates to your employees' deduction information which often requires Admin 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. Therefore, we take data security and privacy very seriously and have detailed internal processes and controls in place. Please view our privacy policy here.

No Payroll Integration

If you don’t see your provider listed here - not to worry! We designed our own proprietary payroll processing tool to make your experience as painless as possible. Click here for instructions on how to set up your payroll.

This article is a high-level overview to learn more about payroll and payroll integration partners please click here to be directed to our All About Payroll section of this help center.

Please know that we are always adding to our list of integrated partners. If you’d like us to explore integration with your current provider, email clientsuccess@vestwell.com and we will see what’s possible! 

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