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Adding a Payroll Solution

(Optional)

CalSavers provides three different ways for employers to connect an external payroll solution. If you work directly with a payroll representative, you should consult with them to ensure that they will be able to support you.

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Provider System Integration

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Some payroll providers can transmit employee roster and payroll data easily between the vendor’s software and CalSavers through system integration (i.e., API connection).

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Software Integration

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Businesses use licensed software to manage their payroll activities.

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Provider Account Access

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Payroll providers who do not currently have a technical system integration may require log-in access to your CalSavers account.

You can add your payroll solution when you add your employee information (recommended) or by selecting Payroll Provider from the Employer Dashboard

A number of vendors have already worked with CalSavers to create a seamless system integration. They can transmit employee roster and payroll data easily between their system and CalSavers through an API connection. You can connect with an integrated partner by choosing Payroll Provider from the Dashboard.

If you contract with one of these vendors, you will be asked to enter contact information so that a data-sharing agreement can be sent to them. Your vendor will not be able to connect to your account until the agreement is signed.

Also, you will need to add payroll identification information and assign the company bank account used to send your employee’s contribution

CalSavers allows for employee data to be easily, quickly and securely transmitted between select payroll software you license and CalSavers. As you make changes in your application, they will show up in the CalSavers employer portal, creating a seamless experience. Access Payroll Provider from the Dashboard to see what software solutions are currently integrated.

Payroll providers who do not currently have a technical system integration may require log-in access to your CalSavers account. (Generally, a vendor listed under “Other” does not offer a system integration.) Contact information for a representative from the payroll vendor is required.

Before Adding a Payroll Representative:

  1. As early as possible, contact your payroll representative and discuss program responsibilities.
    • Share program information with them.
    • Ask for the name/email of the individual who will support you.
  2. Discuss the support you require:

    Choose one option

    The payroll provider will view your employees’ contribution rates and upload the employee (payroll) file through the employer portal. Requires that your provider has access to the Employer Portal
    You will be providing your payroll provider with updated employee contribution rates prior to each pay date so the payroll provider can upload the employee (payroll) file through the employer portal. Requires that your provider has access to the Employer Portal.
    You will be providing your payroll provider with updated employee contribution rates prior to each pay date so the payroll provider can upload the employee (payroll) file using FTP. Does NOT require that your provider has access to the Employer Portal.
  3. Finalize any agreements with your vendor before you continue

Adding a Payroll Representative:

  1. Access Payroll Provider from the Dashboard. You will be asked to set up payroll integration with a vendor. Commonly used vendors are indicated. If your vendor is not listed, choose OTHER/NONE.

  2. Enter the payroll company name and representative’s information (name, email, and phone number). Make sure you enter your payroll representative’s email address correctly.

  3. Based on the conversation you had with your vendor, choose the access level you require for your payroll vendor.

    If…

    Then…
    The payroll provider needs access to your employer portal to view your employees’ contribution rates and upload the employee (payroll) file through the employer portal… Add the payroll representative to your portal with with full web access
    You will be providing your payroll provider with updated employee contribution rates prior to each pay date so the payroll provider can upload the employee (payroll) file through the employer portal. Add the payroll representative to your portal with with limited web access
    You will be providing your payroll provider with updated employee contribution rates prior to each pay date so the payroll provider can upload the employee (payroll) file using FTP. Add the payroll representative to your portal with FTP access.
    ALSO…Add a bank account to your employer portal and link it to your payroll list (this is required for FTP submission).
  4. Each payroll representative you add will receive a notification of their pending registration. If they have been granted access to the portal, they will need to log on to complete their registration. A payroll representative who will send files via File Transfer Protocol (FTP) will receive instructions on how to do so.

How to ensure your provider is supporting you:

Depending on the level of access you’ve authorized for your payroll provider, you’ll need to ensure the following:

 

Full web access: verify with your payroll provider that they have captured the most updated contribution rates for your employees and that they will be handling the file submission. You can always check into your employer portal following a pay date to see whether your payroll provider has uploaded the contribution file. (Program Dashboard->Scroll down to “Payroll Transactions”)
Limited web access/FTP: provide your payroll provider with an updated list of your employees and their contribution rates: Log in to your employer portal and go to “My employees” and download your full list of employees to an Excel spreadsheet to email to your Payroll Provider.

 

Remember: Check in on your employer portal regularly if you have a payroll provider that is assisting with facilitation. You can verify the files that have been uploaded, contribution amounts, pay dates, and transaction details within your payroll transactions history located in the employer portal.

Frequently asked questions

What information should I communicate to my payroll representative about the deduction?

Items you should communicate to your payroll provider include:

  • savers are auto-enrolling in an IRA.
  • there is a 5% default contribution rate.
  • contributions are calculated from the gross income with the amount deducted after taxes.
  • not reportable on W2’s.
  • no employer matching.

 

When can I add my payroll software?
You can add a payroll solution when you add employee information or at any time after completing registration by selection Payroll Integration from the Employer Dashboard. Select your payroll software from the list and log in to your account.
Will all my employee data be transmitted from my payroll software to the Employer Portal?
To participate in CalSavers, employees must be employed in the state of California, be age 18 or older, and have a Social Security Number or an Individual Taxpayer Identification Number. The Employer Portal will only accept information for employees who meet this eligibility criteria.