Add Employees (Company Census)

Adding Employees Video Walkthrough

The fourth section of the Digital Onboarding process is the “Add Employees” section. 

In this section, you will be providing a full company census. There are two steps to this process:

    1. Gather Employee Data
    2. Submit & Validate 

You can view your progress by looking at the tracker at the top of the screen. 

Progress Tracker

1. Gather Employee Data 

You may upload a company census file, or manually enter this information yourself. If you submit a file, it must contain information about every employee of your business or businesses whether or not they will be immediately eligible to enroll. For compliance purposes, we will need every employees’:

  • Personal Info
    • SSN, First Name, Last Name, Middle Name, Birth Date, Payroll ID
  • Hiring Info
    • Initial Hire Date, The Earliest Termination Date, Most Recent Hire Date, Most Recent Termination Date
  • Compensation History
    • Prior Year Compensation, Year to Date Compensation
  • Contact Info
    • Primary Email, Home Address, City, State, Zip, Country

You should be able to obtain a census report from your payroll system. If you can’t find it in your payroll system, please view “How to Create a Census If You Don't Have a Copy.”

If you plan to implement an hours-based eligibility requirement in your plan, you must include your employees’ prior year hours and their year-to-date hours. You also must provide prior year and year-to-date compensation, as well. 

Click Continue to move on to the next step.

2. Submit & Validate

At this step, you will add your employees to the plan. You can do this in one of two ways:

  1. Upload a census file—Select the Upload File… button to upload your census file. The file must contain all the necessary information and be in .xls or .csv format. 
  2. Manually enter employee information - You may manually enter the information for each employee by selecting Type My Data Into Grid, and then clicking into the table.

Add employees to your plan

When you have finished adding your employees’ information, select Save & Continue. You will receive a success message. 

Success Message

Note: If you need to exit and return to any step in the Digital Onboarding process to complete the information at any point, make sure to save your progress so you can return later to the login page at https://signin.vestwell.com/

Once the onboarding tasks are complete, our onboarding team will be notified, and a member of that team will reach out to you to schedule an alignment call.