If you are utilizing our self-service 401(k) option you will have certain responsibilities when it comes to managing your plan.
Because we do not have access to your payroll provider, you’ll need to provide and maintain your employee roster on Guideline and upload your payroll reports directly through your Guideline dashboard for each pay period. You will also be responsible for entering and maintaining employee deferral rates in your payroll system.
For your initial set up, you will need to complete the steps below.
Steps to set up your plan
Step 1
Submit your employee census through this task in your Guideline dashboard.
Step 2
Enter each employee’s deferral rate within payroll on your plan’s start date. Adding deferral rates in payroll is required in order for contributions to be captured in Guideline. You can locate employee deferral rates here. Your payroll representative will be able to assist you if you need help entering this information.
Step 3
Enter the employer match or nonelective contribution within payroll (if applicable). You can confirm if your plan includes an employer match or nonelective contribution here. Your payroll representative will be able to assist you if you need help entering this information.
Step 4
Fill in the required fields in the payroll report template. Note: Employee deferral rates should be a dollar amount (not a percentage). Additionally, the employer match and the nonelective contribution is located in the last column of the deferral rates report titled, “EMPLOYER CONTRIBUTION RATE.”
How to calculate contribution rates as a dollar amount
Example 1 - Payroll report with an employer match:
Mickey Smith has an annual salary of $140,000 and receives $2,692.30 per pay period.
Mickey has chosen a 10% contribution rate.
The company Mickey works for offers an employer match of 100% of contributions on the first 3% deferred, then 50% of contributions from 3% to 5%.
Employee contribution formula:
$2,692.30 (pay period gross pay) x 0.1 (Mickey’s 10% contribution rate) = Mickey’s employee contribution total of $269.23
Employer contribution formula (note that we simplified the match to 100% up to 4% since Mickey contributed more than the 5% required to receive the full match):
$2,692.30 (pay period gross pay) x 0.04 (employer match) = Mickey’s employer match total of $107.69
Mickey’s payroll reporting:
Example 2 - Payroll report with an employer match:
Rose Tyler has an annual salary of $140,000 and receives $2,692.30 per pay period.
Rose has chosen a 4% contribution rate.
The company Rose works for offers an employer match of 100% of contributions on the first 3% deferred, then 50% of contributions from 3% to 5%.
Employee contribution formula:
$2,692.30 (pay period gross pay) x 0.1 (Rose’s 10% contribution rate) = Rose’s Employee contribution total of $269.23
Employer contribution formula:
100% on the first 3% = $2,692.30 (pay period gross pay) x 0.03 (employer match) = $80.77
50% on the next 1% = [($2,692.30 (pay period gross pay) x 0.01 (employer match)] /2 = $26.92 /2 = $13.46
Rose’s employer match total of $94.23
Rose's payroll reporting:
Example 3 - Payroll report with an nonelective contribution:
Emily Jones has an annual salary of $140,000 and receives $2,692.30 per pay period.
Emily has chosen a 10% contribution rate.
The company Emily works for offers a 3% nonelective contribution.
Employee contribution formula:
$2,692.30 (pay period gross pay) x 0.1 (Emily’s 10% contribution rate) = Emily’s employee contribution total of $269.23
Employer contribution formula:
$2,692.30 (pay period gross pay) x 0.03 (employer non-elective contribution) = Emily’s employer match total of $80.76
Emily’s payroll reporting:
Step 5
Upload the completed payroll report to your Guideline dashboard here. You will need to upload a new payroll report each pay period.
🎉 Your self-service plan is ready!