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Adding and managing your employees in the Ubiquity Retirement and Savings Plan
To get started, log into your Ubiquity portal and confirm that your name is listed with the employer role in the top right corner.
Navigate to the Action Needed section to view outstanding tasks related to your 401plan setup.
The plan setup guide can be referenced throughout onboarding for useful tutorials, next steps, and resources.
Note: actions listed under Up Next with a gray icon will be disabled until you complete items under Action Needed. After completing all the required tasks under step one of the plan setup guide, please allow two to three business days for your plan to be enabled. Once it's ready, you'll receive an email notification, and you can proceed to step two, adding employees.
Once step one is complete and your plan has been enabled, you can click on Add Employees to start uploading your employee census.
You can also access this section by clicking on the Employees menu located on the left-hand side of your portal.
Click on Add Employee on the top right corner of the page to begin entering your census.
To add employees individually, select Manually Add from the dropdown menu. If you prefer to upload an employee file, choose Bulk Upload, then select CSV File for instructions on how to import your employee data.
Start by entering the employee's full legal name.
Next, enter the employee's email address. We recommend entering a personal address. However, you can use a work email if needed. The employee will have the opportunity to update their email address on file during their account setup. Enter the individual's social security number.
Enter the phone number. Note, this field is optional.
Proceed to enter the employee's birth date. To mail required notices and tax forms, we need a mailing address for every employee. To enter the individual's address, click into the street address field and start typing. Feel free to choose the correct address from the dropdown menu.
Continue to enter the city, state, and zip code of residence.
Enter a building, suite, or apartment number if applicable. This field is optional.
Once you have verified the employee details and mailing address are correct, select Next, Plan and Employment.
Enter the hire date by typing in the date or selecting from the calendar.
If your plan includes an hours requirement for service or vesting, you will be prompted to confirm how many years the employee has worked over 1,000 hours.
Use the dropdown menu to confirm the years the employee worked at least 1,000 hours.
Under Recent Hours and Compensation, enter the year-to-date hours worked in gross compensation.
Next, enter the employee's hours worked and gross compensation for the previous year. If you're unsure of the exact figures, you can enter zero for now, but ensure the correct information is provided for compliance purposes in the future.
Review and confirm that the payroll schedule listed for the individual is accurate. If needed, you can update the payroll schedule under the Contributions menu. Be sure to save your employee data before navigating away from this view.
Review the Roles and Relationships section to confirm if the employee is a company officer, has ownership in the company, or has relatives who work at the company. Click on the I icon to see additional information on each role and relationship.
Check the box next to the ownership field and enter the individual's ownership percentage if they own greater than 1% of the company's stock. We use this information for compliance purposes.
If you need to return to the prior section to update or confirm details entered, you can click on Previous Step.
Once you have verified all of the employee information entered is accurate, click Save and Add Employee.
To add more employees, click Add New Employee and repeat the steps we just covered for each individual.
Click on the employee's name to make changes to the employee's record or view additional participant details.
Under the Plan and Employment section, you can review the employee's eligibility status, employment details, and enrollment status.
Click on the participation status to view additional details on when the employee became eligible to participate in the plan and whether they have completed the online enrollment process.
Employees will be sent a welcome email immediately when they become eligible. You can review when the enrollment invitation was last sent and select Resend Enrollment Link if the employee did not receive the email.
If the email address initially entered for the employee had a typo or is incorrect, click Edit Email Address to update the email on file.
Under the Employment section, you can review the employment status, date of hire, employment duration, company role, ownership details, and the pay period schedule assigned to the employee. You can edit an individual's employment details any time by clicking on the Edit button.
Click View Hours and Comp to review or make changes to hours worked and compensation on file for an employee for compliance purposes.
If the employee no longer works for your company, click here to mark them as terminated.
Provide the reason for the individual's termination by clicking on the dropdown menu under Reason for Termination. We collect this information for compliance and benefit distribution purposes. From the dropdown menu, select the appropriate reason for the individual's termination of service.
For example, you can select termination if the individual resigned or was terminated by the company.
Last but not least, provide their termination date.
Note, you should only mark the employee as terminated if they no longer work for the company. This cannot be reversed unless they are rehired.
Click Terminate to finalize the employee's termination, or click Nevermind to return to the employee screen.
Scroll down to review if the employee has any relatives at the company and to confirm if they have a beneficiary on file.
Click Add Relatives if the employee is a company owner and has a relative who works at the company. Note, the relative must also exist in the employee census in order to be added here. Scroll up and click Profile on the menu under the employee's name to review the personal information on record for the employee.
The personal details section includes the individual's name, birthday, social security number, email address, phone number, and home address.
Click on Edit to update any of the personal details.
Make updates to the employee's personal details as needed. Please note, the social security number cannot be edited here. Please reach out to Ubiquity directly for assistance in making social security number changes.
Be sure to save your changes. Under Account Credentials, you can view the individual's username and whether they have set up their two-factor authentication by signing in to the account.
Next, select the Financials tab on the top menu.
Here, you can review the employee's total balance and year-to-date contributions. Since your plan is in the onboarding phase, there will not be any contributions to date. Scroll down to review the plan's vesting schedule and the employee's total years vested to date.
If the employee's vested years are incorrect, you can click View and Edit Hours Worked to update their hours of service for vesting calculation.
Under Payroll Contribution, you can see how much the employee has elected to contribute to the plan. In the Investment Selections section, you can view if the employee chose to invest in the plan's default QDIA fund or if they made a custom investment selection. Under Loans and Withdrawals, you can view loan history.
Click on Withdrawals to view outstanding distribution requests.
Click on Plan Details to view permissible withdrawals included in your 401.
Scroll up and click to exit the individual's record and navigate back to the employee census page.
Under the Current Contribution column, you can find the amount each employee wants to contribute. If an employee makes a change, you will receive an email from us. It is good practice to review this page prior to submitting payroll contributions.
Note, if no contribution rate is listed, the employee has not completed their online enrollment in the plan.