Client Payroll Integration - Management

When it's time to automate the process of receiving payroll information, PensionPro has made setup simple. The Payroll Management interface shows which payroll integration partners Clients are enrolled with, helps send payroll authorization requests to the appropriate parties when necessary, and offers control over how these requests are presented. This article outlines the settings found in Payroll Management and details the process receiving Client consent to use their payroll data.

For information on importing payroll files to Data Collection, refer to the article Client Payroll Integration - Census Import.

Tier Availability: Track, Team, Business

Article Contents

• Overview of Payroll Partners
• Integrating with Finch and/or Payroll Integrations
  • Obtaining a Tenant ID
  • Viewing Enrollment Status
• Integrating with Dynamis
  • Getting Started with Dynamis
  • Obtaining Client Authorization for Dynamis
  • Managing Dynamis Enrollment
• Payroll Management
  • Payroll Status
  • Configuration

Overview of Payroll Partners

PensionPro does not work with company payroll systems directly. Instead, we have partnered with some of the most trusted integration solutions in the industry, who have proven experience in large-scale payroll consolidation. Each partner solves the challenges of enrolling clients, collecting and providing payroll data, and handling billing in their own ways, which allows TPAs to choose the product that fits them best.

When it comes to PensionPro, the most significant variance between these partners is in how client enrollment and authorization is managed. Some will handle this externally, via their processes; others can fully integrate with PensionPro for a seamless experience. The following chart denotes the available partners and where management will take place:

This article provides instructions unique to each partner in question; refer to the appropriate section(s) as needed.

Integrating with Finch and/or Payroll Integrations

Both Finch and Payroll Integrations are fully-fledged services that can offer additional utility outside of simply transferring payroll data to PensionPro. More information about each of these partners can be found within the PensionPro Marketplace; a subscription must be purchased to make use of these providers.

Due to their service models, these partners will have their own processes for establishing the integration with PensionPro and enrolling clients. Then, once connected, the applicable partner(s) will send any relevant payroll files to PensionPro when available. The below sections discuss managing these integrations within PensionPro; for specific details pertaining to setup, reach out to the payroll provider in question.

Obtaining a Tenant ID

Requires Security Rights: Maintenance

Before payroll data can be imported into PensionPro, a connection must be established between PensionPro and the chosen payroll partner. The payroll partner will manage this connection; reach out to the partner service for assistance in setting up the integration. As part of the process, they will request a Tenant ID, which serves as the TPA firm's unique PensionPro identifier.

To obtain this ID, navigate to Maintenance > Firms/Locations and ensure the General view is open. The Tenant ID can be found in this view. Make sure to provide the payroll partner the entirety of the ID.

Viewing Enrollment Status

Requires Security Rights: Maintenance

Although PensionPro does not handle the enrollment of its Clients with Finch and Payroll Integrations directly, it will display details of any existing enrollments.

Navigate to the Payroll Status grid within Maintenance > Preferences > Payroll Management and refer to the Integrator column. If a Client is listed in this grid with Finch or Payroll Integrations as the Integrator service (as applicable), it confirms that PensionPro is able to receive payroll files for that Client. As these Clients are enrolled with third-party services, no additional functionality will be available on this page for these entries.

Note that, for Clients integrating with Finch or Payroll Integrations, PensionPro is unable to recognize them as enrolled until their first payroll file has been received. An EIN must be present on the Client tab before the payroll provider will be able to transmit the file. For more information on using the Payroll Status grid, refer to the section Payroll Management.

A Client's enrollment status can also be viewed independently by referring to the Integrated Payroll Provider field found on the General view of the Client tab. If the Client has not completed enrollment or has opted out, this field will note that the payroll provider has not yet been integrated.

Integrating with Dynamis

Tier Availability: Team, Business

Dynamis is an insights and automation platform; like other third-party services, it can deliver yearly payroll data to PensionPro. However, integrating with Dynamis is very different, as much of the setup and management is performed within PensionPro itself, rather than on the partner site.

To use Dynamis, it is first necessary to sign up for the service and establish the integration via Integration Preference; then, Clients can be enrolled in electronic payroll deliver via Payroll Management.

Getting Started with Dynamis

Requires Security Rights: Maintenance

Registering an account with Dynamis takes place at the same time that the integration is established in PensionPro, so getting started is quick and easy. Follow these steps:

1. Navigate to Maintenance > Preference > Integrations > Dynamis. The Dynamis Integration Settings grid opens in a new tab.
2. Select Edit at the top-right of the grid. The corresponding window displays.
3. The TPA Name and PlanSponsorLink Subdomain fields will be populated based on the firm's name and primary subdomain settings. These values cannot be edited.
4. (optional) Use the file selection box to upload a TPA Logo.
   • Acceptable file types: .png, .jpg, jpeg
   • The logo must have a height of at least 70 pixels.
5. Select the checkbox to agree to the Dynamis Terms of Service.
6. Select Save.

The entered information will be sent to Dynamis, and the integration will be established; at this point, Clients can be enrolled using the steps in the next section.

Obtaining Client Authorization for Dynamis

Requires Security Rights: Maintenance

Before PensionPro can receive any payroll files, the Plan Sponsor must consent to allow the TPA to accept payroll data from Dynamis via electronic transmission. To complete the authorization process, the Plan Sponsor will use PlanSponsorLink to confirm their consent and connect Dynamis to their payroll provider.

To start enrolling Clients, navigate to the Payroll Status grid within Maintenance > Preferences > Payroll Management. By default, the grid groups entries by their Integrator column; first, determine if the desired Client is present within the Dynamis group. If so, refer next to the Status column; if it shows Eligible, the Client is ready for enrollment.

Prior to beginning an authorization request, review the following items:

• The Configuration settings within Payroll Management
• The Payroll Authorization Form settings within PlanSponsorLink Preferences
  • A shortcut to PSL Preferences can be found in the Payroll Management More menu.
• The Payroll Authorization Recipient settings within Email Notifications

To send an authorization request for one or more Clients:

1. Use the checkboxes on the left side of the grid to select one or more Clients to enroll.
2. At the top-right of the grid, select More > Initiate Authorization Request. The corresponding window displays.
3. The To, CC, Subject, and Body fields will be populated based on the settings found in the Configuration view; customize the message as desired.
   • This email will notify the Plan Contact that the authorization task has been added to PlanSponsorLink.
4. Select Send.

Once the request email has been sent, the Client's Status will change to Pending, and the request will appear on the My Active Tasks tab in PlanSponsorLink as Payroll Authorization Form.

For more information on working with the Payroll Status grid, refer to the section Payroll Management.

Authorizing Dynamis via PlanSponsorLink

After the request is sent by the TPA, the Plan Sponsor will need to sign in to PlanSponsorLink and complete the Payroll Authorization Form task.

When the Plan Sponsor selects Begin Task, they will first be asked to either Continue to the Dynamis onboarding page, or Decline the request based on their preference. If the user continues to Dynamis, they will first be asked to enter their payroll provider; if supported, they will be asked to follow the on-screen prompts to connect to the service.

Once the connection is complete, the enrollment is finished, and PensionPro can begin to receive payroll data for this Client. An email informing the TPA of the outcome will be sent to the Payroll Authorization Recipient as designated within Email Notifications, and the Client's Status in the Payroll Status grid will be updated as appropriate. At this point, the Client will be included in the calculation for Dynamis billing, which is administered by PensionPro.

If the request is declined or the payroll provider is not supported, the Client will not be enrolled. If necessary, repeat the above steps to restart the process.

Managing Dynamis Enrollment

Any Clients that declined to authorize, used a payroll provider that was previously unsupported, or is otherwise made inactive can re-attempt the authorization process at any time if circumstances change by repeating the above steps.

Client enrollment cannot be managed directly in PensionPro. If the payroll integration needs to be removed or otherwise altered for a Client, please contact Dynamis for assistance.

Payroll Management

Requires Security Rights: Maintenance

Regardless of which integrated payroll services are being used by the TPA firm, Payroll Management is used by all in at least some capacity. Some actions performed within Payroll Management might include viewing enrollment status, sending authorization requests, and managing configurations.

To access Payroll Management, navigate to Maintenance > Preferences > Payroll Management. The Payroll Management tab contains the following views:

Payroll Status

The Payroll Status grid displays all Clients along with the payroll integration service they are associated with, if applicable. This grid includes Client details (such as ID and EIN) and enrollment status if available. By default, entries are grouped by integrating provider.

Which Clients are listed in this grid and what details are available depends on the integration service(s) currently in use.

• Dynamis requires Client enrollment to be performed in PensionPro; these entries represent Clients who are either currently integrated or are available to be integrated.
• Other services, such as Finch, use an enrollment process that occurs outside of PensionPro. For these services, an entry isn't added to the grid until PensionPro begins receiving payroll files for that Client.

For more information, refer to the following chart:

The Status column reflects the current integration status of each Client entry in the Payroll Status grid within Payroll Management. This Status will show one of the following values:

Enrolling Clients for Integrated Payroll

The Payroll Status grid is also used for managing authorization for electronic payroll delivery via Dynamis. For full details on this process, refer to the section Integrating with Dynamis.

Configuration

The Configuration view of Payroll Management contains settings that are applicable to the authorization steps when integrating with Dynamis.