ADP Workforce Now – Vestwell Help Center

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 Workforce Now offers a 360° 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.

1. How Does My Integration Work?
2. Are There Any Reasons Why My Plan Might Not Be Eligible for an Integration?
3. How Do I Initiate My Integration Setup?
4. Is My Version of ADP Compatible with Integration?
5. What Are My Responsibilities?
6. What Payroll Activities Do You Handle for Me?
7. Will ADP Workforce Now Charge Me Fees to Set Up and/or Maintain My Payroll Integration?
8. What if I Amend My Plan or Change the Frequency of My Employer Contributions?
9. How Do I Disconnect My Integration?

How Does My Integration Work?

We have partnered Payroll Integrations to retrieve contribution data from your payroll system and communicate employee savings rate changes made by your employees in their saver portal, back to your payroll system.

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:

• Plans that do not have an established recurring pay schedule setup in both the portal and the payroll system.
• Plans that do not use the same payroll provider for all pay group(s).
• Plans that have limitations preventing each pay group from being integrated.
• Eligibility rules that exclude certain classes of employees, types of compensation, or certain types of hours worked.
• Plans with per pay period non-mandatory employer contributions.
• Plans with more than one ADP company code across multiple retirement plans.
• Plans that allow after-tax contributions (only available if your plan uses a Third Party Administrator). Note: After-tax and Roth contributions are not the same.

How Do I Initiate My Integration Setup?

Let your retirement plan representative know that you'd like to integrate. There are a few action items for you to complete along the way – prompt completion of these action items is crucial to ensure a timely setup.

Please note that contribution uploads into the portal will be required until our team has notified you that the integration can begin.

Note: You must have the role of "Super Admin" in ADP to complete the following steps.

1. To begin the process, reach out to your retirement plan representative & they will provide to you an Onboarding code.
2. Navigate to the Payroll Integrations Application and log into your ADP account.
3. Complete the installation of the Payroll Integrations Connector by following the on-screen instructions provided in the ADP Marketplace. Paste the Onboarding code in the yellow highlighted section which says 'Payroll Integrations requires additional information.
4. Complete the ADP Consent Manager.
5. Once you have completed these steps, our Payroll Integrations team will initiate a review process to verify that all steps have been successfully executed and that the connection is stable, as well as test the integration functionality on your behalf.
6. Provide to your retirement plan representative your payroll codes from ADP for the below deduction and contribution types.
   • 401(k) % (allow catch-up contributions)
   • 401(k) $ (allow catch-up contributions)
   • Roth % (allow catch-up contributions)
   • Roth $ (allow catch-up contributions)
   • Employer Contribution - include match/contribution rules
   • 401(k) Loan Payment (if applicable)

If these do not already exist in your payroll system, or if you are a conversion from ADP Retirement Services, fill out the following form and return it to your ADP representative: ADP Deferred Compensation Form.

If your plan is a conversion after your last payroll before your plan begins ensure saver deferrals and employer contributions are cleared from your payroll system.

Is My Version of ADP Compatible With the Integration?

ADP offers several products that have similar names, but not all are covered by this integration; this includes, but is not limited to, the cloud-based version of ADP Workforce Now.

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 set & maintain payroll codes within your payroll system - 401(k) % (allow catch-up contributions)
  • Roth % (allow catch-up contributions)
  • Employer Contribution - include match/contribution rules
  • 401(k) Loan Payment (if applicable)
• This includes the initial set up of any employer contribution codes which will be funded on a per-pay period basis.
• It is important that these payroll codes do not change once the integration setup is completed.

Loans

• Set up and maintain retirement loans within your payroll system.
• Provide the loan repayment code in your payroll system to your payroll representative.

Discretionary and/or Profit-Sharing Contributions

• Set up and maintain non-mandatory company contributions within your payroll system.
• Submit non-mandatory employer contributions through your employer portal using an off-cycle upload.

Mandatory Employer Contributions

• Maintain and submit mandatory employer contributions that are on a frequency other than per pay period basis using an off-cycle upload.

Pay Groups

• Make sure any pay groups in your payroll system are also set up with us and vice versa.
• To edit a pay group name or set up new pay groups, please see our article, "How Do I Change My Pay Group With An Enabled Integration?" before your first pay date.
• If you are removing a pay group from your payroll system, please contact us directly.
• The number of pay groups or companies in your payroll system may affect your plan’s integration eligibility.

Saver Status Changes - Payroll System

• Make updates in your payroll system when savers are hired, terminated, or re-hired, etc. 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 representative. These will not be uploaded automatically through the integration.

Pay Frequency/Schedule Changes

• Report any pay frequency or pay schedule changes to your representative to ensure there is no delay in processing your payroll files upon making this change in your payroll system.

Negative Contributions/Corrections

• Negative contributions or corrections are not able to be processed through the integration. For assistance with negative contributions or corrections, please contact our Employer Services team directly.

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 your payroll provider. Regular audits and spot checks of the data provided to us will help you quickly identify and rectify any discrepancies.
• We recommend ensuring accuracy of the Plan Contact Info on your employer portal as an email will be sent to notify you of any discrepancies.

What Payroll Activities Do You Handle for Me?

Saver Deferrals - First Payroll

• Four business days before your first pay date with us, we will use the saver deferral rates in the portal to set saver elections in your payroll system. To guarantee saver deferral rates have been updated in your payroll system, do not run payroll before 4 business days before your scheduled pay date.

Saver Deferral Updates

• Ongoing deferral changes made in the portal by eligible savers will be communicated to your payroll system. It may take a few pay periods for this to be reflected in saver paychecks.
• If your plan has an auto-enrollment feature, the same guidelines above apply.

Saver Status Changes In The Portal

• When you add, rehire, or terminate savers in your payroll system, the changes will be reflected in the 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.
• If you process your payroll early, we will never process the contributions file before the pay date.

Will ADP Workforce Now Charge Me Any Fees to Set Up and/or Maintain My Payroll Integration?

Please note that additional fees may apply. For more information, please connect us directly.

What if I Amend My Plan or Change the Frequency of My Employer Contributions?

If your plan has been amended or if you are considering an amendment to your original plan documents, you are responsible for informing your payroll provider of the updates.If you have changed the frequency of funding your employer contribution, you are responsible for informing your payroll provider and working with them to make this update.

How Do I Disconnect My Integration?

If you change payroll providers, it is your responsibility to inform us so that we can disconnect your integration and assess whether integration with a different payroll provider is available. Please reach out to your representative, and we will assist you.