Accurate employee records are essential for ensuring proper eligibility tracking, payroll processing, and compliance with IRS retirement plan rules. This article explains how to update employee records, manage rehires, and stay on top of automatic enrollment changes.

Who This Information Applies To

This information is for 401(k) Plan Sponsors and Plan Administrators who are responsible for maintaining accurate employee records within the Ubiquity Retirement + Savings platform. You are responsible for ensuring hire dates, terminations, rehires, and auto-enrollment changes are entered correctly so that eligibility, payroll, and compliance requirements are met.

Why Accurate Employee Records Matter

Promptly entering hire dates, termination dates, and rehire dates helps ensure:

  • Employees are enrolled in the plan on time.
  • Distributions are not delayed.
  • Eligibility for contributions and auto-enrollment is tracked correctly.

Updating Employee Records

To update employee information:

  1. Log in to your account and open the Employer Dashboard.

  2. From the left navigation menu, click Employees.

  3. Select the employee record you want to update.

  4. Choose the appropriate tab:

  • Plan & Employment: Update termination or rehire dates, or click Manage Hours & Compensation to update compensation and hours.
  • Profile: Update mailing address or personal details.

  1. After making changes, click Save.

Changes That Require Ubiquity Assistance

Please contact us if you need to update:

  • Date of birth
  • Original hire date
  • Email address
  • Social Security number

📌 Important: Social Security numbers are sensitive information. Do not send them via unsecured email. You may request a secure method from Ubiquity to transmit this data.

Correcting a Mistaken Termination

If an employee was terminated in error, do not enter a rehire date. Contact us, and we will correct the termination record for you.

Rehiring an Employee

To rehire an employee:

  1. Log in to your Employer Dashboard.

  2. From the left navigation menu, select Employees.

  3. Click the employee’s name.

  4. On the Plan and Employment screen, click Mark as Rehired.

  5. Enter the employee’s rehire date.

  6. Click Mark as Rehired again.

  7. Review the success message, then click Acknowledge & Close.

Ubiquity will review the employee’s history to determine re-eligibility for plan participation and will notify you if additional information is required.

Automatic Enrollment and Auto-Escalation

If your plan uses automatic enrollment with auto-escalation:

  • Employees who do not opt out will have their deferral percentage automatically increase by 1% each January 1, starting after their first two years of participation, until the plan’s maximum cap is reached.
  • By December 1 of the prior year, the Plan Administrator will receive a list of affected employees and their updated contribution percentages.

Verifying Auto-Escalation in Payroll

To ensure payroll is accurate, you can run an Employee 401(k) Elections Report:

  1. Log in to your account.

  2. From the left navigation menu, select Reports.

  3. Click Employee 401(k) Elections.

  4. Forward the information to your payroll provider or update your payroll system manually.

📌 Note: If your plan uses 360° payroll integration, updates will be applied automatically.
📌 If your plan has a flat rate automatic deferral arrangement, auto-escalation does not apply.

Need Help?

If you need assistance with managing employee records, please contact us.