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HR Ledger

  • Updated

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.

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. How Do I Initiate My Integration Setup?
  3. What Are My Responsibilities If My Plan Has an Active Payroll Integration?
  4. What Do You Handle for Me If My Plan Has an Active Payroll Integration?
  5. Will HR Ledger Charge Me Fees to Set Up and/or Maintain This Payroll Integration?
  6. Are There Any Reasons Why My Plan Might Not Be Eligible for an Integration?

How Does My Integration Work?

HR Ledger offers a 180° automated payroll integration.

How Do I Initiate My Integration Setup?

Email HR Ledger at payroll.team@hrledger.com requesting to use the integration with Vestwell. The HR Ledger team will work with you to set up your plan in the payroll system. Be sure to specify the expected first integrated pay date.

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

What Are My Responsibilities If My Plan Has an Active Payroll Integration? 

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 these payroll codes within your payroll system.
    • Pre-Tax 401(k) $
    • Pre-Tax 401(k) %
    • Roth 401(k) $
    • Roth 401(k) %
    • Employer Contribution(s)
    • Retirement loans

Loans

  • Set up and maintain retirement loans within your payroll system.

Employee Deferrals

  • Maintain saver deferral rates in your payroll system.

Discretionary and/or Profit-Sharing Contributions 

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

Mandatory Employer Contributions

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

Pay Groups

  • Make sure any pay groups in your payroll system are also set up in your employer portal 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?" prior to your first pay date.
  • The number of pay groups or companies in your payroll system may affect your plan’s eligibility to integrate.

Saver Status Changes - Payroll System

  • Make updates in your payroll system when savers are hired, terminated, or re-hired. 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.

Pay Frequency/Schedule Changes

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

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 from your payroll provider. Regular audits and spot checks of the data provided to us will help you quickly identify and rectify any discrepancies.

What Does You Handle for Me If My Plan Has an Active Payroll Integration?

Savers 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 are maintained by the integration shortly after you run payroll in your payroll system.
  • If you process payroll early, we may process the contribution file before the pay date.

Will HR Ledger Charge Me Fees to Set Up and/or Maintain This Payroll Integration? 

Your payroll provider may charge fees in conjunction with the integration. Please check with your HR Ledger representative for more specific details. 

We will not charge you to facilitate this integration.

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:

  • Eligibility rules that exclude certain classes of employees.
  • Eligibility rules that exclude certain types of compensation.
  • Eligibility rules that exclude certain types of hours worked.
  • Plans with per pay period non-mandatory employer contributions.
  • Plans that allow after-tax contributions (only be available if your plan uses a Third Party Administrator). Note: After-tax and Roth contributions are not the same.

If your plan has been amended or if you are considering an amendment to your original plan documents, please inform your representative to understand what actions on your part will be required to submit and process your payroll files correctly.