The steps below cover the different methods of manually submitting contributions to your Vestwell Contributions portal.
Learn how to set up your payroll if your payroll provider does not integrate with Vestwell.
You are responsible for uploading employees’ payroll directly to our site within 7 days of each paycheck date. Once submitted, funds will show up in accounts within 4-7 business days.
From your Vestwell portal click on the Contributions tab, this will take you to the Contributions page where you will be able to:
- Start a contribution for the next scheduled pay date.
- Start off-cycle contributions.
- View employee deferral changes.
- View a list of submitted contributions and their status, that can be filtered by timeline, transaction type and pay groups.
- Resume, restart or cancel a contribution submission.
- Access the Payroll Setup screen.
Submitting Payroll Contributions
To begin select 'Start Contribution'. You can then choose to:
- Manually input your contributions by typing them into the grid.
- Upload a payroll file with contributions data, either from your payroll provider or our downloadable template.
If you have any contributions started (but not confirmed) a pop-up will appear allowing you to resume the latest started contribution or create a new one.
Employers who do not have any contributions in a submission started state within the past 35 days are not going to see this popup.
Manually Input Contributions
You can manually type in contributions for each contributing employee on the grid shown for that pay period. As you work through the employee list you will see the number of contributing employees, the total amount of employee contributions, and the total amount of employer contributions being tallied up in real-time at the bottom of the screen.
Once you have verified your data, select 'Send and Validate' and this will bring you to the Review Submission screen. Here you will see the contribution totals and the contribution details broken down per employee, you can also choose to see employees with $0 contributions by toggling the On/Off button.
When the data looks good select 'Complete Submission’. You will also be able to view all employees without contributions.
You can select 'Edit' your submission to go back to your contributions grid and modify entries.
Lastly, the 'Cancel' option will require a reason to cancel your contribution entry.
Copy From The Previous Submitted Contribution
From the contributions, the data entry screen then select the 'Copy from’ option. This will copy in all the data from the last processed contribution date. This feature will always select to copy from the last contribution submission within the same payroll group and the same type (Regular versus off-cycle). If there are no changes to be made, select 'Send & Validate'. The summary screen will display and confirm your submission by selecting ' Complete Submission'.
Contributions File Upload
You can choose to either upload a pre-populated file from your payroll provider or download and fill out the Vestwell contributions template, which is located in the upper right-hand side above the contributions grid.
To begin, select the upload file. Choose the saved file from your desktop and select open. The system will validate the file and check that all required column headers are present and check for any errors or missing information.
Once the validation is complete, the grid will populate with the data from your file. Select 'Send & Validate' when ready to move on to the 'Review Submission' screen.
Once the 'Contribution Details' are reviewed, hit complete 'Complete Submission' to complete.
How To Submit Off-Cycle Contributions
From the main contributions, page select the 'Other Actions' button and then select 'Off-Cycle Contribution' from the drop-down menu. You will need to select the 'Pay Group' (if applicable) and the corresponding 'Pay Date' for this submission. Similar to submitting a regular contribution, you will have the option to either manually type in the contributions into the grid or upload a payroll file.
How Do I Edit Contributions?
There is an 'Edit Submission' button located in the 'Review Submission' window just before completing a contribution submission. Hitting the edit submission button will bring you back to the contributions grid screen to allow you to make your edits.
How Do I Cancel A Contribution Submission?
By selecting the ellipses under the 'Action' heading in the History section of the main Contributions screen, you will be able to take different actions based on the status of the contribution.
Submission Started - Allowable Actions:
- Resume - From where you left off
- Restart - From the beginning
- Cancel - Removes the submission completely and allows you to resubmit
A contribution submission can also be canceled on the 'Review Submission' page through the 'Cancel' button
*If you’re interested in using the report from your payroll system rather than Vestwell's template to submit your contributions, contact your client success manager or email firstname.lastname@example.org.