If you recently changed or are planning to change payroll providers, you’ll want to let us know as soon as possible in order to avoid service interruptions for your 401(k) plan.
It’s important to keep in mind that changing your payroll provider may result in variations to how we can service your plan.
If you are switching to another Gusto Embedded payroll platform (HiBob or HR for Health), then your payroll and 401(k) connection will continue. We’ll simply need to establish the new connection with your new provider.
If you are moving to a non-Gusto payroll platform, you will be able to continue with your 401(k). However, you will need to transition to a self-service plan. As a result, there are key differences in the operational and fiduciary tasks you’ll be required to manage, which you can learn more about here.
How to notify us about your payroll update
Log in to your 401(k) administrator dashboard.
Select Payroll in the main menu.
Click the "Change provider" button.
Complete the workflow to provide all necessary details about the change.
Here are helpful hints on completing this step:Your last pay date corresponds to the last pay date that you have or will process with your prior provider.
Your first pay date corresponds with the first pay date you will process (or have processed) with your new provider. (This is not the transition date, but the actual date your employees will be paid.)
How to complete the process
Depending on the Gusto-supported payroll provider you selected, you may need to complete a specific task on your 401(k) dashboard to finalize your new payroll provider.
You’ll need to complete the task to establish a connection.
Frequently asked questions
Why hasn’t a task appeared on my dashboard to connect or provide access?
We will surface a task to your dashboard once we have received and processed your final payroll run with your prior provider (which would have been noted in the “last pay date” field above). Once processed, a task will then appear on your dashboard with next steps.
How far in advance should you complete the payroll change workflow above?
If you are moving to another Gusto-supported provider, please notify us by submitting a payroll change request at least one week prior to your first payroll with your new provider.
If you are moving to a self service payroll, please notify Guideline by submitting a payroll change request at least 2 weeks prior to your first payroll with your new provider to ensure our team can manage your employees contributions without any service interruptions.
If you’ve already had your first payroll with your new provider, please complete the workflow as soon as possible. Additionally, please reach out to us and provide the payroll report(s) for any payroll processed with the new provider to ensure all contributions are collected.
When should I expect to see 401(k) data sync to my payroll provider?
We won’t attempt to connect your new payroll provider until your first pay date with the provider gets closer. If the payroll change task has been completed, you will see the data sync on your first pay date with the new provider.
What does it mean when my task says “Waiting for review”?
If your task shows “Waiting for review” as a status, our Payroll team is currently processing your request. This status will change depending on what is found in their review.