The fourth section of the Digital Onboarding process is the “Census” section.
In this section, you will be providing a full company census. There are two steps to this process:
You can view your progress by looking at the tracker at the top of the screen.
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’:
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Personal Information
- SSN, First Name, Last Name, Middle Name, Birth Date, Payroll ID
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Hiring Information
- Initial Hire Date, Termination Date (if applicable), Rehire Date (if applicable)
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Contact Information
- Primary Email, Home Address, City, State, Zip, Country
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Employee Hours
- Employees' prior year hours and their year-to-date hours (only applicable if the plan has hours-based eligibility or vesting).
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:
- 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.
- Manually enter employee information - You may manually enter the information for each employee by clicking directly into the table.
When you have finished adding your employees’ information, select Save & Continue. You will receive a 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/.