What are the levels/permissions of administrators for my plan?

Guideline has four levels of permissions: Trustee, Primary Benefit Administrator, Administrator/Collaborator, and Finance Administrator/Collaborator. A chart summarizing these levels is included at the bottom of this article. 

Trustee

The plan Trustee holds the highest level of access to a Guideline 401(k) plan. This individual is the person ultimately responsible for the plan at the company. They serve as co-fiduciary with Guideline. The Trustee is responsible for signing off on any plan changes and government filings such as, though not limited to, the Form 5500 and Form 8955. This individual also has access to the online portal for Guideline’s custodial bank, Benefit Trust Company, through the Settings section of their administrator dashboard.

The Trustee is the only individual who can designate the Primary Benefit Administrator. The Trustee, along with the Primary Benefit Administrator, has the ability to update collaborators and finance administrators through the Settings section of their dashboards. In addition, the Trustee has visibility into all plan documents and receives all dashboard notifications including approval tasks, monthly invoices, and confirmation of withdrawals.

Please note only one individual can be appointed Trustee on a plan. The Trustee and the Primary Benefit Administrator can also be the same person. 

Changing the Trustee

Please complete the Trustee Change Packet, which is found in your administrator dashboard under the “Form and Templates” folder of the Resource Library. Then upload the completed packet to the Shared Files folder and email clients@guideline.com for processing. The Trustee Change Packet is only available to current plan Trustees and Plan Sponsors. If you are not currently in one of those roles on the plan, please contact the Account Management team by emailing clients@guideline.com or calling 888-228-3491 to request a copy of the packet.

Primary Benefit Administrator (PBA)

The Primary Benefit Administrator (PBA) has an administrator-level dashboard, receives any and all plan notifications, and is authorized to discuss plan-specific information with Guideline. The PBA has similar permissions as the Trustee with some exceptions. For example, the PBA can request plan changes, but the Trustee will need to approve the changes through a task on their dashboard. As another example, the PBA gets notifications about Form 5500-related tasks, but they do not have the ability to approve the form itself.

The PBA can add/remove collaborators and has visibility into all plan documents. There can only be one PBA, and the Trustee and the PBA can be the same person.

Changing the Primary Benefit Administrator (PBA)

Only the Trustee can request a PBA change. The Trustee can email clients@guideline.com with the plan’s Guideline account number and the name and email of the new PBA so that a Guideline representative can make the appointment.   

Administrator/Collaborator

A general plan administrator has an administrator dashboard and is authorized to discuss plan-specific information with Guideline. An administrator will receive notifications about pending tasks. They can request plan changes, but the Trustee will need to approve any plan changes through a task on their dashboard. Administrators can only view some plan documents. A collaborator does not have the ability to add, edit, or remove other administrators or make changes to the plan without Trustee approval.

You can find information about how to add/remove an Administrator/Collaborator here.

Finance Administrator/Collaborator

A Finance Administrator/Collaborator has an administrator dashboard and is authorized to discuss plan-specific information with Guideline. A finance administrator will receive notifications about bank withdrawals for contributions, invoices, and other plan financial information. They can request plan changes, but the Trustee will need to approve any plan changes through a task on their dashboard. Finance administrators do not have the ability to add, edit, or remove other administrators or make changes to the plan without Trustee approval. 

You can find information about how to add/remove a Finance Administrator/Collaborator here.

 

Not sure what level of administrator you are? Review the chart below or check out this article for more information.  

Permission

Trustee

Primary Benefit Administrator (PBA)

Administrator/Finance Administrator

Has an administrator dashboard

X

X

X

Authorized to speak about plan specifics

X

X

X

Co-Fiducary

X

   

Multiple people can hold this level of administrator access

   

X

Can request plan changes 

X

X

X

Can sign off on plan changes

X

   

Can approve Form 5500 and Form 8955

X

   

Has access to Benefit Trust Company’s online portal, BTPassport

X

   

Can change the Primary Benefit Administrator

X

   

Can add other administrators/finance administrators

X

X

 

Receives notifications

All

All

Most

Visibility into plan documents

All

All

Some

How to change/update

Complete the Trustee Change Packet.

Trustee to email clients@guideline.com with Guideline account number and name and email of new PBA. 

Trustee or PBA can make changes in the Settings section of their administrator dashboards.

 

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