It is very important to complete your payroll contribution submissions in a timely and accurate manner. When submitting your employee payroll contributions, you have three options for entering that information:
- Enter the contribution data manually
- Upload a payroll file
- If you prefer to upload your employee contributions via an Excel or CSV file, please see our article "How to Submit Contributions via File Upload."
- Copy from a previously completed payroll contribution submission of the same type
- For example, copy a previous regular or off-cycle contribution you have submitted. Be sure that any employee savings rate changes are updated from previous submissions and remove any employees who have opted out of saving.
If you have just a few employees, you may find the manual entry feature to be the most straightforward approach. If you have many employees or are downloading a contribution file from your payroll system, uploading a file may be the best approach. Below we will share some tips and directions on submitting the contribution data manually.
Submit Your Contributions Manually
To begin, log in to your employer portal. On your home page, you can see the list of your employees and their status, e.g., eligible, ineligible, active, pending, or opted-out. If you do not see an employee listed here, you may need to add the employee by clicking the Add Employee button.
From the home page of your portal, click the “Contributions” tab to open the “Contributions” page. Then, select Start Contribution.
Understanding the Grid
After clicking the Start Contribution button, you will be brought to a page with a large grid where you can input employee contributions. Some of the data may automatically populate from existing employee data. Each column is titled with the necessary data:
- Social Security Number (SSN) - Pre-populated from employee data.
- Name - First and Last - Pre-populated from employee data.
- Date of Birth - Pre-populated from employee data.
- Savings Rate - Pre-populated from the employee portal. This is the savings rate of the employee.
- Savings $ Amount (required) - You must calculate the contribution amount being deducted from each employee’s paycheck.
Entering Contributions Manually Instead of Uploading a File
- Enter the contribution dollar amount for each eligible employee into the grid below in the "Savings $ Amount” column.
- Press the enter/return key after entering each individual contribution.
- When finished, click Send & Validate to move to the next step.
- Note: If the button is still gray, information may be missing or incorrect, or you may need to tab out of the last field you typed in.
How to Copy the Data From a Previously Completed Payroll Contribution Submission
- Select Start Contribution to begin.
- Click Copy from [DATE]. This will auto-populate the "Savings $ Amount" from your prior submission of the same type (off-cycle versus regular) and same pay group.
- Note: Be sure that any outstanding employee savings rate changes are up-to-date and remove any inactive or ineligible employees.
- Click Send & Validate to submit your contributions.
Send & Validate Your Contributions
Take your time and confirm that the information you have entered is accurate. If you are missing a required field, it will be highlighted in red.
You may sort any column on the contribution grid by clicking the column header and selecting the arrow.
After clicking Send & Validate, if there were unallowed contributions, you will be redirected to the "Unallowed Contributions" page.
If this occurs, you will need to click Send & Validate again for your final submission review.
Review Your Contributions
On the "Review Submission" screen, the following submission details are presented to you for your final review:
- Contribution Adjustments - Recaps any contribution reductions that were made due to unallowable contributions.
- Contribution Details - Recaps each employee and their contribution amount.
- Total Contribution - This is the total amount of the submission that should be remitted to the bank. Your remittance method is shown underneath the total dollar amount.
Once you've reviewed the submission, you have three options:
- Complete the Submission
- Edit the Submission
- Cancel the Submission
If you have multiple pay groups, you must submit a payroll contribution submission for each pay group separately.
Once you have completed your submission, you will see a confirmation window that says “All Done!” and allows you to click Back to Transactions.
You will be directed back to the "Contributions" page, where you will see your next expected payroll submission date and the status of your pending submission.
At the bottom of your screen, in the "History" area, you will see your payroll contribution submission(s). Click the blue hyperlinked date of the submission if you wish to review it.
If your submission status is “Processing,” you still have the opportunity to cancel it. Once the status is “Delivered,” you will no longer be able to make any changes.
Note: The processing step may take an hour (during regular business hours). We know last-minute changes may be needed. This window of time should provide you with the cushion if you need to make those corrections.
Email Confirmation
After each contribution is delivered, you will receive an email confirmation for your records.