Each year, Ubiquity requires you to review and verify your employee census data. This information is used to complete annual IRS-required non-discrimination testing, which ensures your retirement plan is fair for all employees. Keeping your census accurate also ensures employees can access the correct plan benefits and distributions.

Who This Applies To

This information is for Plan Sponsors and Plan Administrators who are responsible for submitting and verifying employee data within the Ubiquity Retirement + Savings platform.

Key Dates for 2025 Census Verification

  • Census available for updates: February 3, 2026
  • Deadline to verify census: February 21, 2026

If you do not verify your census by the deadline, Ubiquity will use the cumulative 2025 payroll data submitted through MyUbiquity.com. This may result in inaccurate testing results.

If you submit updates after the deadline, please email compliance@myubiquity.com so we can ensure your latest data is used for testing.

What Census Information is Needed?

Please verify the following information for all your eligible employees: 

  • Gross wages (Box 5 of 2025 W-2 wages plus section 125 contributions, severance pay, sick pay and vacation pay) 
  • Company stock ownership percentage (includes family relation to owner where applicable) 
  • HCE status (see our article Census Verification: Who Is a Highly Compensated Employee (HCE)? ) 
  • Date of employment termination, where applicable 
  • Discretionary match contributions 

Saving Census and Returning Later

You don’t need to complete your census in one sitting. Simply click “Save for later” and finish verifying when you’re ready.

Adding a Missing Employee

If an employee is not listed in your census, you’ll need to manually add them:

  1. Log in to your Employer dashboard
  2. From the left navigation menu, select Employees.
  3. Select Add Employee > Manually Add.
  4. Enter the following information:
    • First and last name
    • Email address
    • Social Security number
    • Phone number (optional)
    • Date of birth
    • Mailing address
    • Termination date (if applicable)
  5. Select Next: Plan & Employment and enter:
    • Hire date
    • Recent hours and compensation
    • Payroll schedule
    • Role & relationships
  6. Select Save & Add Employee.

Terminating an Employee

If an employee has ended their employment, update their record promptly so they can access distribution options:

  1. Log in to your Employer dashboard
  2. From the left navigation menu, select Employees.
  3. Select the employee’s name.
  4. Click Mark them as terminated.
  5. Enter the Reason for Termination and the Termination Date.
  6. Click the red Terminate button.

📌 Important: An employee cannot request a distribution of their vested balance until a termination date is entered. It may take up to 24 hours for distribution options to appear.

Correcting Errors in Your Census

  • Resetting the census: If you need to start over, you can edit and resubmit your census at any time.
  • Fixing payroll variances: If your payroll records don’t match your census, update the information on the Census Verification page and re-submit.
  • Contribution deposit errors: Correcting the census does not correct payroll deposits. To fix contribution errors:
    • From your dashboard, go to Payroll > History.
    • Review all 2025 payroll submissions.
    • Submit any missing contributions online as soon as possible.

By updating your census accurately and on time, you’ll ensure your annual testing is correct, your employees’ benefits are up-to-date, and distributions are not delayed.

Need Help?

If you need assistance, please contact us.