Employers are required to provide a list of eligible employees within 30 days of registration and any time a new eligible employee joins the company. This information is needed so that Illinois Secure Choice can contact the employee about the program, initiating a 30−day opt−out window.

When should this step be completed?

You are required to upload a roster of employees within 30 days of Illinois Secure Choice company registration. After this, information for new employees should be added within 30 days of their hire date.

Information you will need to complete this step:

Eligible employees must be employed in the state of Illinois, be age 18 or older, and have a valid Social Security Number or an Individual Taxpayer Identification Number.

Provide this information for all eligible employees:

• Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN)
• First and last name
• Birthdate
• Physical address
• Phone number
• E-mail address, if available (Email is the preferred form of communication as it reduces paper expense and eliminates delays associated with ground mail)

Important: Please review the accuracy of your employee records before submitting this information to Illinois Secure Choice to ensure communications are delivered. After this information is successfully submitted, your employee will manage their own contact information when they set up their account.

Payroll solutions

If you rely on a vendor-provided payroll solution to manage employee data, there are three ways you can connect them to your account:

• Provider Integration: Some payroll providers can transmit employee roster and payroll data easily and securely between the vendor’s software and Illinois Secure Choice through system integration (i.e., API connection).
• Provider Account Access: Payroll providers who do not currently offer a system (technical) integration may require log-in access to your Illinois Secure Choice account.
• Software Integration: Some payroll software options allow integration with Illinois Secure Choice.

If you use a payroll solution, review support information before you begin adding employee information.

What comes next?

After your employee information is added:

Your employees will be sent an invitation from Illinois Secure Choice to set up their account or opt out if they prefer not to participate. Each employee will have 30 days to customize their account or opt out. Employees who do not take any action will be enrolled automatically with the standard account settings.

During this 30-day period, there are a few tasks you can complete to prepare to send contributions.

If information for a particular employee is not added successfully:

Confirm that the information in the employee record is correct. If it is not, correct it and re-send the employee welcome packet to your employee through the Employer Portal.