How to Deposit Your First Contribution & Submit First Payroll

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Submitting your first payroll and depositing contributions

Before submitting your first payroll to Ubiquity, make sure you have added employee deductions to your company's payroll system. You may contact your payroll provider with any questions about how to add deductions.

To deposit payroll contributions to your Ubiquity plan, log into your Ubiquity portal and confirm that your name is listed with the employer role in the top right corner.

Before depositing contributions, we recommend verifying your employee deduction information. To do this, navigate to the Employees section on the left-hand side of your portal. Under the Current Contribution column, find the dollar amount or percent that each employee will contribute to the four zero one K plan. If an employee makes changes, you will receive an email reminder to update your company's payroll system.

After you have verified your employee's chosen contributions, you are ready to submit your first payroll. To get started, select Contributions from the left side menu.

Then navigate to Report Contributions.

Click on Choose the Check Date. Select the correct pay period from the dropdown menu. In this example, we will choose January first through January seventh as the pay period.

Wait for a list of eligible employees to generate. Then enter gross earnings, hours, employee pre-tax or Roth, and any match contributions. Gross earnings and hours should always be entered even if an employee will not receive a contribution.

To start entering necessary information for the first employee, click on Edit under Gross Earnings.

Start typing the gross earnings for the period. Gross earnings may include regular pay, overtime pay, and bonus. This may be found on pay stubs or your company's payroll system.

Enter the hours the individual worked in this period. If you are submitting contributions for a full-time employee, you can generally assume they worked forty hours per week. Enter the contribution amount under each appropriate field. In this example, let's assume the individual has selected a Roth dollar amount. If the employee has not contributed, enter zero. Lastly, enter the employer match contribution in the appropriate column. In this example, the company offers a four percent safe harbor match, so the employer will match one hundred percent of employee deferrals up to four percent of compensation. Note the employer match column is for any discretionary employer contributions if applicable.

To continue entering information for your employees, click Edit in each line and repeat the steps. As a reminder, enter earnings and hours for each individual, even if they do not contribute to the plan.

After entering each individual's information, you may consider verifying the sum of gross earnings, hours, and contributions. Additionally, check the total debit amount and ACH information to make sure they are accurate.

When you're ready to report and deposit the contributions, click Save and Continue.

If any of the information you entered requires attention, refer to the red or orange text in front of each individual to learn more.

Click on Legend at the top of the table to learn more about different errors and warning messages.

In the legend, you can learn more about warnings and errors. While a warning will not prevent you from submitting your payroll file, an error is a hard stop and will prevent you from moving forward until the issue has been rectified.

For example, if you erroneously reported an individual's contribution as Roth instead of pre-tax, you will receive a warning to update the information prior to making the deposit.

If you have any questions or require further assistance with any errors or warnings, please contact your onboarding specialist.

After you have corrected the errors and warnings, click Save and Continue.

You may click on Process Payroll to submit the payroll contribution.

After clicking on Process Payroll, you will be redirected to your payroll history to reference all historical deposits. After each submission, we will send you an email to acknowledge the submission.

On the history page, you can view the details of each submission any time by clicking on View.

You can download a copy of the submission by clicking on Download Batch File or view the status of the payroll submission. You can generally expect a payroll contribution to finalize funding within three to five business days of the submission date.

Please make sure you submit your payroll no later than seven business days after the date of the paycheck from which contributions and payments were withheld. Late funding can result in violation of the DOL regulations.

If delays occur, it is advisable to document the reasons and take corrective actions promptly to mitigate potential penalties and compliance issues.

Congratulations on completing the tutorial for submitting payroll. Log into your portal to make your first deposit. Once your payroll has been processed, your onboarding will be complete.

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