Since our platform has an integration with your payroll provider, we can automate the process for sending ongoing employee contributions.
What Is a 360 Payroll Integration?
This is a two-way integration in which we will receive your employees’ contributions from your payroll system and automatically send your employees’ Roth deductions to your payroll provider.
For example, after you run your payroll, the integration will automatically send your employees' Roth contributions to their OregonSaves Roth IRA accounts. Any time an employee changes their savings rate in their employee portal, these updates will also be sent to your payroll provider.
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. Log in 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 Paylocity representative to request the integration.
In your Paylocity portal:
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Navigate to the "Marketplace Workspace." Within this menu that extends out will be an option for "Marketplace."
- Note: If you do not see OregonSaves in your "Marketplace," please work directly with your account manager at service@paylocity.com or call 888-873-8205.
- Select Browse Marketplace and search for “OregonSaves” in the name field.
- Click Begin Integration to access, complete, and sign the integration form.
- View the alert window and press OK to open DocuSign.
- Select Electronic Records and the signature disclosure link to read the disclosure.
- Agree to use electronic records and signatures and click Continue.
- Select Start to complete the form (DocuSign proceeds through each required field).
- Enter the following information. Note: You must complete the following information exactly as follows, or your request will be rejected by Paylocity, and your integration will be delayed.
- Client Information: Complete all fields.
- Vendor Name: OregonSaves/Vestwell
- Plan ID(s)/Policy Numbers(s): Paylocity Company ID (this is your Paylocity company code)
- Vendor Contact Name: Vestwell
- Effective Date: Your representative will provide you with this date.
- Vendor Contact Email: statepayrollintegrations@vestwell.com
- Vendor Contact Phone: 917-979-5358
- TPA Information: Leave all fields blank. Even if you are working with a TPA, please leave this section blank.
- Broker/Advisor Information: Leave all fields blank. Even if you are working with an advisor, please leave this section blank.
- Sign the document and click Finish to submit the request to Paylocity. You will see the notification that your request has been successfully submitted, along with a reference number.
- Send the reference number you received to statepayrollintegrations@vestwell.com. We will need this when checking up on the status of your 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?
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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.
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Employee Status Changes
- Make updates in your payroll system when employees are hired, terminated, or re-hired, etc.
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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.
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Pay Frequency/Schedule Changes
- If you change your pay frequency or pay schedule, log into the employer portal to update your payroll records with the program.
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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.
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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 Savings Rate Updates
- Ongoing savings rate changes made in the employee portal by eligible employees will be set in your payroll system within two business days.
- We will communicate any savings rate 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 Paylocity representative to find out about any fees that may apply. OregonSaves will not charge you to facilitate this integration.