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.
ADP TotalSource Now offers a Payroll Concierge 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.
- How Does Payroll Concierge Work?
- How Do I Initiate Payroll Concierge?
- What Are My Responsibilities If My Plan Has an Active Payroll Integration?
- What Payroll Activities Does Vestwell Handle for Me?
- Will My Payroll Provider Charge Me Fees to Set Up and/or Maintain Payroll Concierge?
- How Do I Disconnect Payroll Concierge?
- Why Do I Have To Grant Access to My Payroll System for Concierge?
- Are There Any Reasons Why My Plan Might Not Be Eligible for an Integration?
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.
How Do I Initiate Payroll Concierge?
Grant Vestwell Access to your ADP Total Source account
1. Sign and send the forms below to your ADP Representative and cc payrollintegrations@vestwell.com.
2. Your ADP Representative will create an External Administrator account for Vestwell and set up the proper payroll codes within your ADP account.
3. Lastly, ask your ADP representative to set up the following payroll codes if they do not already exist and provide these payroll codes to your Payroll Integration Specialist.
- 401k $ (allow catch-up contributions)
- 401k % (allow catch-up contributions)
- Roth $ (allow catch-up contributions)
- Roth % (allow catch-up contributions)
- Employer Contribution - include match/contribution rules
- 401k Loan Payment (if applicable)
Once you have completed the above, one of our Payroll Integration specialists will reach out to confirm everything is in good order.
If your plan is a conversion, after your last payroll before Vestwell, ensure saver deferrals and employer contributions are cleared from your payroll system.
What Are My Responsibilities?
Our ability to successfully process your payroll files and administer your plan depends on you! It is your responsibility to:
Payroll Codes
- Work with your payroll representative to setup & maintain payroll codes within your payroll system
- 401k $ (allow catch-up contributions)
- 401k % (allow catch-up contributions)
- Roth $ (allow catch-up contributions)
- Roth % (allow catch-up contributions)
- Employer Contribution - include match/contribution rules
- 401k Loan Payment (if applicable)
Loans
- Set up and maintain retirement loans within your payroll system
- Provide the loan repayment code in your payroll system to your Vestwell representative
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 on 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 paygroups 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 payroll concierge.
Saver Status Changes - Payroll System
- Make updates in your payroll system when savers are hired, terminated, or re-hired, etc. Be sure to 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 from 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?
Saver Deferrals - First Payroll
- Four business days prior to 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 at your payroll system, do not run payroll prior to 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 it could take time for this update to be reflected.
- If your plan has an auto-enrollment feature, the same guidelines above apply. Read more about auto-enrollment here.
Savers 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.
Will ADP TotalSource Charge Me Any Fees to Set Up and/or Maintain Payroll Concierge?
No, ADP TotalSource 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 integration with a different payroll provider is available. Please reach out to your Vestwell Representative, and we will assist you.
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.
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.