Below is the list of column headers that appear on the census grid or census template, accompanied by a brief definition & correct data format.
SSN
- Social Security Number of the employee.
- All employees must have a valid SSN. If any of your employees do not have a valid SSN or if an employee is showing an incorrect SSN, please contact clientsucess@vestwell.com.
- Required for all employees.
- Format = xxx-xx-xxxx
Last Name
- Last name of the employee.
- Required for all employees.
- If the Last Name of an employee is showing incorrectly, please contact clientsucess@vestwell.com.
- Format = Text
First Name
- First name of the employee.
- Required for all employees.
- If the First Name of an employee is showing incorrectly, please contact clientsucess@vestwell.com.
- Format = Text
Date of Birth
- Birthdate of the employee.
- Required for all employees.
- If the Date of Birth of an employee is showing incorrectly, please contact clientsucess@vestwell.com.
- Format = Date
Date of Hire
- Date the employee was originally hired.
- Required for all employees.
- Format = Date
Date of Termination 1
- The date that the employee was terminated.
- If an employee has been rehired and subsequently terminated again, provide the oldest Date of Termination.
- Not required for all employees.
- Format = Date
Date of Rehire
- Date the employee, was rehired.
- If an employee has been rehired multiple times, provide the most recent Date of Rehire.
- Not required for all employees.
- Format = Date
Date of Termination 2
- If an employee has been rehired and subsequently terminated again, provide the most recent Date of Termination.
- Not required for all employees.
- Format = Date
Hours
- Total number of hours worked by the employee during the plan year.
- Required for all employees (if your payroll system does not track hours, estimate the equivalent hours worked.)
- Format = Numeric
Gross Compensation
- Generally, gross compensation for the entire 12 months of the plan year.
- For self-employed owner-employees, please provide net income-eligible for pension (net of employer contributions); please contact us if additional assistance is required.
- If the plan existed for the entire year but was only with Vestwell for part of the year, please include compensation for the entire plan year.
- Required for all employees.
- Format = Numeric
Prior Year Gross Compensation
- Gross Compensation for the 12 months prior to the beginning of the plan year.
- The amount should be for the entire 12-month period prior to the beginning of the plan year, regardless of whether the plan was with Vestwell or existed at all for any or all of that period.
- This amount is used to determine whether the employee should be classified as a Highly Compensated Employee (HCE) for certain testing purposes.
*If you started with Vestwell during the 2021 year & did not provide us with the prior year's compensation, your compliance package & testing results may not be accurate and a $150 per hour revision fee will apply.
- If an employee was not at the company in the year prior to the plan year, this amount can be $0.
- Not required for all employees.
- Format = Numeric
Pre-Tax Contribution
- The total pre-tax 401(k) contribution the employee made to the plan during the plan year.
- Include pre-tax catch-up contributions if applicable.
- Not required for all employees.
- Format = Numeric
Roth Contribution
- The total Roth 401(k) contribution the employee made to the plan during the plan year.
- Include Roth catch-up contributions if applicable.
- Not required for all employees.
- Format = Numeric
Employer Discretionary Match
- The amount the employer contributed to the employee's account during the plan year.
- This does not include Safe Harbor Contributions, Profit Sharing, or any other contributions that have not yet been funded.
- Not required for all employees.
- Format = Numeric
Employer Safe Harbor Contribution
- The amount the employer contributed to the employee's account as a Safe Harbor match or nonelective contribution.
- This does not include any contributions that have not yet been funded.
- Not required for all employees.
- Format = Numeric
Profit-Sharing Contribution
- The amount the employer contributed to the employee’s account as a Profit-Sharing Contribution.
- This does not include any contributions that have not yet been funded.
- Not required for all employees.
- Format = Numeric