Heartland

Since our platform has an integration with your payroll provider, we can automate the process for sending ongoing employee contributions.

What Is a 180 Payroll Integration?

This is a one-way integration in which we will receive information directly from your payroll system; however, we can not send information back. For example, after you run your payroll, the integration will automatically send your employees' Roth deferrals for contribution into their OregonSaves Roth IRA accounts. However, all deferral changes made by employees will have to be updated directly by you, the employer, in the payroll system.

How Do I Initiate My Integration Set Up?

Prior to initiating your integration setup: 

Please be sure you have completed your employer portal onboarding prior to completing the below instructions. To complete the onboarding process, visit our help center article.

1. Login to your employer portal and be sure your payment method is listed as “Bank Account via ACH” (if you have not done so already). If you are unsure where to make this update, please see our help center article and select the drop-down menu from "How do you want to fund your pay group?" 

Note: This option allows the program to pull the total contribution amount directly from your bank account. The ACH will process automatically each time your payroll company submits a contribution on your behalf. To ensure timely remittance of funds after each payroll, this ACH setup is required when using payroll integrations.

2. To initiate your integration setup, please contact your Heartland representative to request the integration.

Please note: You are still responsible for submitting contributions directly to your employer portal until the payroll integration has been confirmed. 

Even though your payroll provider is integrated with our platform, all employers have ongoing requirements to make sure the content is correct. This guide will help you maintain your integration and understand your specific responsibilities for the proper submission of payroll files.

What Are My Responsibilities if My Company Has an Active Payroll Integration?

  • Employee Deferrals
  • Pay Groups
    • Once your integration is active, you will no longer be able to edit pay groups in the portal, as this can disrupt the processing of contributions. For further assistance, please contact stateiraservice@vestwell.com
  • Employee Status Changes
    • Make updates in your payroll system when employees are hired, terminated, or re-hired, etc.
    • Make sure your payroll provider includes new hires. If your payroll provider is not sending this data, you are responsible for adding new employees through your employer portal.
  • Employee Personal Information
    • Include complete, accurate, and up-to-date personal information within your payroll system for any new employees. This includes the date of birth, Social Security number, home address, and email address. Once your employees are added to the program, you won’t be able to change their personal information. The employee will be responsible for making any changes directly in their employee portal. Visit our help center article on editing employee data. 
  • Pay Frequency/Schedule Changes
  • Review Payroll Data
    • We rely on you to provide us with correct, updated, and complete data about your employees 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, as well as completed contributions, will help you quickly identify and rectify any discrepancies.
  • Contribution Validation Errors
    • From time to time, a contribution may cause a validation error when processing. If that occurs, you will receive an email notification from retirement@notices.vestwell.com notifying you of the error.
    • Please review the cause of the error in the employer portal and take the appropriate action to remedy the issue

What Is Handled if My Company Has an Active Payroll Integration?

Employee Deferral Updates

  • Ongoing deferral changes made in the employee portal by eligible employees will be set in your payroll system within two business days.  
  • We will communicate any deferral update requests to your payroll system. Employees may not see this reflected in their next few paychecks, as it could take time for this update to be reflected.

Processing Contributions

  • We will receive contributions from your payroll provider each pay period on your scheduled pay date. If you process an off-cycle contribution, those will typically be processed the next business day. 

Employee Status Changes - New Hires

  • As the employer, we rely on you to provide us with correct, updated, and complete data about your employees, regardless of whether we receive that data directly from you or your payroll provider. 
  • If your payroll provider is sending data, the changes will be reflected in the portal within 1-2 business days after the next pay date. New employees then have 30 days to decide if they will participate in the program. They will automatically be notified of their enrollment, along with their participation options, via email or physical mail.
  • If your payroll provider is not sending this data, you are responsible for adding new employees through your employer portal.

Is There a Fee to Set up And/or Maintain My Payroll Integration?

Please talk with your Heartland representative to find out about any fees that may apply. OregonSaves will not charge you to facilitate this integration.