Plan Notice Integration

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PensionPro is pleased to partner with Plan Notice to ease the burden of delivering required participant notices. Our integration makes using their service even easier: PensionPro users can send a document to Plan Notice for participant delivery with just a few clicks. This article discusses how to use the integration between PensionPro and Plan Notice; for more information on Plan Notice itself, refer to its listing in the PensionPro Marketplace.

 

Tier Availability: Team, Business

 

Note: Some items may not be available in all tiers.

 

Article Contents

 

 

 

Overview of Plan Notice Integration

 

Firms who are interested in using Plan Notice to send their annual participant notices can sign up at any time via PensionPro. Plan Notice connection and user management is performed in PensionPro, which also handles any billing. An annual notice is uploaded to PensionPro as a Plan Files; then, the integration allows the notice to be sent using Plan Notice settings without leaving PensionPro.

 

 

Getting Started with Plan Notice

 

Firms who wish to begin using Plan Notice for the first time can get started directly from PensionPro by following the instructions in this section. Setting up the connection to Plan Notice must be completed before any integration features can be used.

 

Note: Firms who already have a Plan Notice account will need to be connected manually. Please submit a ticket to our Support team so we can begin this process.

 

 

Plan Notice Prerequisite: Setting the Firm's EIN

 

The TPA firm's EIN is required to be present in PensionPro in order to make use of the Plan Notice integration. Follow the steps below to add an EIN to the firm's Client record.

 

Part 1 - Determine if the firm is linked to a Client

 

Requires Security Rights: Maintenance

 

  1. Navigate to Maintenance > Firms/Locations. Firm settings open in a new tab.
  2. In the Firm Information grid on the General view, refer to the Linked to a Client field.

 

If Linked to a Client is Yes, select the hyperlink to open the firm's Client record, then skip to Part 2. If No, continue with the remaining steps:

 

  1. Add a new Client record for the firm per the steps in the article Adding, Terminating, and Deleting Clients.
    • During this process, do not add a new Company name, as a Company record already exists for the firm. Instead, use the Company field to search for and select the firm name instead.
  2. Save and open the new Client, then continue with Part 2, below.

 

Part 2 - Set the EIN in Employer Data

 

Requires Security Rights: Add/Edit Client

 

  1. Navigate to the firm's Client record if it is not already open.
  2. In the Client Information grid on the General view, refer to the EIN field.

 

If an EIN is present, everything is set. Disregard the remaining steps and proceed to the section Establishing the Plan Notice Integration. If no EIN is present, it will need to be added to Employer Data:

 

  1. Select the Employer Data view from the list on the left to display the corresponding grid.
  2. Add the EIN to an Employer Data entry per the steps in the article Employer Data for Clients:
    • If entries are already present in the grid, hover over the most recent entry, then select Editedit.png and enter the EIN.
    • If no entries exist in the grid, select Addadd.png to create one. Be sure to include the EIN.

 

Once added, the EIN prerequisite has been fulfilled; continue to Establishing the Plan Notice Integration, below.

 

 

Establishing the Plan Notice Integration

 

Requires Security Rights: Maintenance

 

To connect to Plan Notice and begin using the integration:

 

  1. Navigate to Maintenance > Preferences > Integrations > Plan Notice. The integration settings open in a new tab.
  2. Select Editedit.png at the top-right of the settings grid. The corresponding window displays.
  3. TPA Name, TPA EIN, and TPA PensionPro ID will be set by PensionPro and cannot be edited.
  4. (optional) Select or add the TPA Address. Addresses are retrieved from Firm preferences.
  5. Use the TPA Logo field to select and upload a logo image.
    • The logo must be at least 800 pixels in width. Accepted formats: .png, .jpg, .jpeg, .svg
  6. Select Save.

 

Once connected, the integration will become active and will be included in PensionPro billing.

 

Note: A connection cannot be established if the firm's EIN already exists in Plan Notice. Ensure the EIN was entered correctly; if further assistance is needed, please submit a ticket to our Support team.

 

 

Managing Plan Notice Users

 

By applying Security Rights to PensionPro accounts, it's possible to manage which Employees have access to Plan Notice features. This includes any integration functionality in PensionPro, as well as the use of Plan Notice itself. Two Security Rights become available after the integration is established:

 

  • Plan Notice User: Basic permissions for using Plan Notice and integration features
  • Plan Notice Admin: Same as above, plus permissions for integration management and other administrative tasks within Plan Notice

 

Note: An Employee with the Plan Notice Admin Security Right does not also need the Plan Notice User Right. Assign one or the other as needed.

 

These Security Rights can be assigned to Employees individually or through Security Roles. In either case, after an applicable Security Right is assigned to an Employee, Plan Notice will be also be updated accordingly to account for the new permissions. If an Employee has been added as a Plan Notice User, they will receive an email with a link to set up their Plan Notice account. Removing the Security Right from the Employee will also delete them from Plan Notice.

 

For more information on working with user account permissions, refer to the article Security Rights & Security Roles.

 

 

Linking Plans to Plan Notice

 

Requires Security Rights: Plan Notice User -OR- Plan Notice Admin

 

In order to send participant notices, a Plan must first be linked to Plan Notice. Follow these steps:

 

  1. Open the desired Plan in a new tab and select the General view.
  2. Select Moremore_options.png > Link Plan to Plan Notice. The corresponding window displays.
  3. Plan Name will be set by PensionPro and cannot be edited.
  4. PensionPro will attempt to fill Client EIN and IRS Plan Number automatically; enter this information if it is not already available.
  5. Select Save. The link to Plan Notice will be established.

 

 

Unlinking Plans from Plan Notice

 

Requires Security Rights: Plan Notice Admin

 

If a Plan needs to be unlinked from Plan Notice:

 

  1. Open the desired Plan in a new tab and select the General view.
  2. Select Moremore_options.png > Unlink Plan from Plan Notice. The link to Plan Notice will be removed.

 

 

Quick Access to the Plan Notice Portal

 

Requires Security Rights: Plan Notice User -OR- Plan Notice Admin

 

Employees who are Plan Notice users can quickly jump to the Plan Notice portal from any linked Plan. To do so, in the header of the Plan tab, select Moremore_options.png > Plan Notice Portal Login.

 

 

Sending Plan Notices

 

Requires Security Rights: Plan Notice User -OR- Plan Notice Admin

 

When it's time to send annual notices to plan participants, Plan Notice is ready to help streamline the process. Files in PensionPro can be sent to Plan Notice and subsequently delivered to participants.

 

Note: When preparing a File to send as a notice, it must meet the following requirements:

  • The file extension must be .pdf.
  • The file cannot exceed 20 MB.
  • All pages in the file must be the same size and orientation.

Furthermore, an additional fee will be charged for Files containing more than 12 pages.

 

To send a Plan Notice:

 

  1. If needed, add the annual notice to Plan Files using the instructions in the article Files & Documents.
  2. Select the annual notice in the Files grid, then select Moremore_options.png > Send Plan Notice. The corresponding window displays, showing the Plan Notice Configurator for notice delivery.
  3. Follow the steps in the window to complete the Plan Notice portion of the delivery process.
    • For questions or assistance with this step, please contact Plan Notice directly.

 

 

Removing the Plan Notice Integration

 

Requires Security Rights: Plan Notice Admin

 

In the event that the integration needs to be removed and the Plan Notice subscription cancelled, follow these steps:

 

  1. Navigate to Maintenance > Preferences > Integrations > Plan Notice. The integration settings open in a new tab.
  2. Select Moremore_options.png > Disconnect. In the confirmation window that displays, select Yes.