New Online Employer Experience

Starting on May 25, 2022, we will begin launching the new Illinois Secure Choice employer portal. Designed with input from Illinois employers, the new experience will better support you as you manage your Secure Choice activities. Learn more

Working with a Payroll Provider

(Optional)


If you rely on a payroll company to support your payroll operations, you can add them to your account.

 

Before registration:

  1. As early as possible, contact your payroll representative and discuss program responsibilities. Make sure you ask them for the name/email of the individual who will support you.
  2. Discuss the level of support you require with your payroll vendor.

    Choose one option

    The payroll provider will view your employees’ contribution rates and upload the employee (payroll) file through the employer portal. Your provider will require access to the Employer Portal.
    You will be providing your payroll provider with updated employee contribution rates prior to each pay date so the payroll provider can upload the employee (payroll)file through the employer portal. Your provider will require access to the Employer Portal .
    You will be providing your payroll provider with updated employee contribution rates prior to each pay date so the payroll provider can upload the employee (payroll) file using FTP. Your provider will NOT require access to the Employer Portal.
  3. Finalize any agreements with your vendor before you continue.

Adding your payroll representative:

  1. Enter the payroll company name and representative’s information (name, email, and phone number).
  2. Based on the conversation you had with your vendor, choose the access level you require for your payroll vendor.

    If…

    Then…

    The payroll provider will view your employees’ contribution rates and upload the employee (payroll) file through the employer portal. Your provider will require access to the Employer Portal with full web access
    You will be providing your payroll provider with updated employee contribution rates prior to each pay date so the payroll provider can upload the employee (payroll) file through the employer portal. Your provider will require access to the Employer Portal with limited web access
    You will be providing your payroll provider with updated employee contribution rates prior to each pay date so the payroll provider can upload the employee (payroll) file using FTP. Your provider will NOT require access to the Employer Portal. Instead, add the payroll representative to your portal with FTP access.
    Also….add a bank account to your employer portal and link it to your payroll list (this is required for FTP submission).
  3. Each payroll representative you add will receive a notification of their pending registration. If they have been granted access to the portal, they will need to log on to complete their registration. A payroll representative who will send files via File Transfer Protocol (FTP) will receive instructions on how to do so.

How to ensure your provider is supporting you:

Depending on the level of access you’ve authorized for your payroll provider, you’ll need to ensure the following:

 

Full web access: verify with your payroll provider that they have captured the most updated contribution rates for your employees and that they will be handling the file submission. You can always check into your employer portal following a pay date to see whether your payroll provider has uploaded the contribution file. (Program Dashboard->Scroll down to “Payroll Transactions”)
Limited web access/FTP: provide your payroll provider with an updated list of your employees and their contribution rates: Log in to your employer portal and go to “My employees” and download your full list of employees to an Excel spreadsheet to email to your Payroll Provider.

 

Remember: Check in on your employer portal regularly if you have a payroll provider that is assisting with facilitation. You can verify the files that have been uploaded, contribution amounts, pay dates, and transaction details within your payroll transactions history located in the employer portal. ‘

We’re here to help

If you would like assistance facilitating a conversation between you and your payroll provider, Illinois Secure Choice Client Services is available to join the call and answer any questions you or your provider may have. Use the information at the bottom of page to contact Client Services.

Frequently asked questions

What information should I communicate to my payroll representative about the deduction?

Items you should communicate to your payroll provider include:
  • savers are auto-enrolling in an IRA.
  • there is a 5% default contribution rate.
  • contributions are calculated from the gross income with the amount deducted after taxes.
  • not reportable on W2’s.
  • no employer matching.