Since our platform has an integration with your payroll provider, we can automate the process for sending ongoing employee contributions.
Quickbooks Online Payroll 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.
Is My Version of Quickbooks Compatible With the Integration?
Intuit offers several products that have similar names, but not all are covered by this integration. Below is a list of all common product/version names offered by Intuit and their compatibility with the integration:
Supported
- QuickBooks Online Payroll
Not Supported
- QuickBooks Desktop*
- Intuit App Center
- Intuit Online Payroll
- QuickBooks Enterprise
- QuickBooks Payroll
- QuickBooks Paycheck
- QuickBooks Payments
- QuickBooks Time
Note: Clients with QuickBooks Desktop can potentially upgrade to Quickbooks Online Payroll. Check out this article from Intuit for more information.
What Is a Payroll Integration and How Does My Integration Work?
A payroll integration is a process in which we will receive demographic information about your employees and their payroll contributions via an automated feed directly from QuickBooks Online on each pay date.
Your integration is a 360° automated integration. This is a two-way integration in which MarylandSaves will automatically receive certain information about your company and employees from your payroll system, process employee contributions to the program, and automatically send your employee's selected deferral elections from their employer portal to your payroll provider.
Please note: The Quickbooks Online integration will only allow employees to elect deferrals in percentages, dollar amount deferrals will not be an option.
How Do I Initiate My Integration Setup?
To connect your Quickbooks integration, please follow the below steps:
-
From your employer portal, go to the “Contributions” tab and select the gear icon.
- This will bring you to the “Payroll Setup” page, select the Connect to QuickBooks button.
- Sign in to your QuickBooks Online account.
- Confirm you would like to connect to QuickBooks Online and share data with the state program and vice versa.
Note: To connect this integration, you will need to be an admin of your QuickBooks Online account. To verify this information, log in to your QuickBooks Online account, navigate to the “Manage users” page, and confirm that “Primary admin” is listed next to your name.
For more information on how to check your admin status, please view this QuickBooks Online article, here.
Once the connection has been established, you will see that your QuickBooks Online integration is “ON.”
There may be a few action items for you to complete along the way—prompt completion of these action items is crucial to ensure a timely setup.
What Are My Responsibilities if I Have an Active Payroll Integration?
Our ability to successfully process your payroll files and administer your integration depends on you. It is your responsibility to:
Add/Edit Pay Groups
- Make sure any pay groups in your payroll system are also set up in the program 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?”
Employee Status Changes - Payroll System
- Maintain complete, accurate, and up-to-date personal information within your payroll system—including date of birth, social security number, and email address.
- When a new employee is hired, it is your responsibility to add them to the employer portal. If an employee is terminated, it is your responsibility to update the employee's status to "terminated."
Pay Frequency/Schedule Changes
- Report any pay frequency or pay schedule changes to MarylandSaves.
- When connected to an active integration, all pay group updates will be blocked. Please reach out to stateiraservice@vestwell.com so we can update this information in your account.
Review Payroll Data
- We rely on you to provide us with correct, updated, and complete data about your employees and their contributions. Regular audits and spot checks of the data provided to us will help you quickly identify and rectify any discrepancies.
What Is Handled if My Company Has an Active Payroll Integration?
State IRA Contributions
- Set up and maintain certain deduction/earnings codes within your payroll system. Because MarylandSaves manages the codes, we will notify you if a change is needed.
Employee Deferrals - First Integrated Payroll
- Four business days prior to your first pay date, we will use the employee deferral rates in the employer portal to set employee elections in your payroll system.
- Note: For employees that have a work address in a different state than Maryland, the payroll integration will not add or update their deferral rates in the payroll system. Deferral rates will only get updated for people with a work address located in Maryland.
Employee Deferral Updates
- Ongoing deferral changes made by eligible employees will be set in your payroll system within two business days.
Processing Contributions
- Process employee deferrals which are maintained by the integration shortly after you run payroll in your payroll system. Even if you process your payroll early, the program will not process the contributions file before the actual pay date.
How Do I Disconnect My Integration?
To turn this integration off, simply select Disconnect under the integration status.
If you change payroll providers, it is your responsibility to inform us so that we can work with you to disconnect your integration and assess whether integration with a different payroll provider is available. Please reach out to statepayrollintegrations@vestwell.com, and we will assist you.
If you disconnect your integration and another integration is not available, you are responsible for sending contributions each pay period.
Are There Any Reasons Why My Company Might Not Be Eligible for an Integration?
There are some company features that currently prohibit the use of this payroll integration, including:
- Multiple logins with QuickBooks Online are not supported by the integration
- Funding source that is either paper check or ACH push
If you need further assistance or have questions about the integration please contact statepayrollintegrations@vestwell.com.