Eligibility and Enrollment (2024)

• Overview - The Eligibility and Enrollment Process
• Reviewing and Approving Employees
• Updating Employee Information
• Guidelines for Updating the Salary Deferral Eligibility Date
• Special Note for Plans with an Actual Hours Eligibility Requirement
• Using the Eligibility and Enrollment Page
• Definitions

	Step	Action		When		Responsibility
	1	ADP Retirement Services (ADPRS) receives your employees' Date of Birth and Date of Hire.		Payroll file is sent to ADPRS		ADPRS
	2	ADPRS will calculate the date your employees will become eligible to enroll in the Retirement Plan, based on your Plan’s eligibility requirements. NOTE: If your plan uses hours to determine eligibility, you must verify that the eligibility dates calculated by ADP are accurate based on your payroll records.		Payroll file is sent to ADPRS		ADPRS
	3	All eligible employees will be listed on the Plan Resource Center's Eligibility and Enrollment page.		60 days prior to the Salary Deferral Eligibility Date		ADPRS
	4	The Plan Administrator reviews the Eligibility and Enrollment page to verify that employee eligibility dates are accurate.If necessary, corrections are entered. See Updating Employee Information and Guidelines for Updating the Salary Deferral Eligibility Date for more details.		Between 60-30 days prior to eligibility		Plan Administrator
	5	The Plan Administrator approves eligible employees listed on the Eligibility and Enrollment page.		Between 60-30 days prior to eligibility		Plan Administrator
	6	Upon approval, a Welcome PIN Letter will be sent to eligible employees announcing they are eligible to enroll in the Retirement Plan. This letter will contain a Personal Identification Number (PIN) and instructions on how to enroll in the Plan.		Upon approval of eligible employees		ADPRS
	7	The Plan Administrator distributes Enrollment Kits to eligible employees.		Prior to Salary Deferral Eligibility Date		Plan Administrator
	8	Eligible employees receive the Welcome letter and enroll in the Retirement Plan.		Prior to Salary Deferral Eligibility Date		Eligible Employee
	9	A. If you are an ADP Payroll client: ADPRS sends the contribution rate changes back to ADP Payroll to start deductions. B. If you are an non-ADP Payroll client: The Plan Administrator sets up Pre-tax Elective Deferral deductions in your payroll system.		After eligibility date is reached, or after the date the employee enrolls in the Plan, whichever is later		ADPRS Plan Administrator
	10	Payroll file is received with contributions for participants.		Within one to two pay periods after eligibility date is reached, or after the date the employee enrolls in Plan, whichever is later		ADPRS

Use the following steps as a guideline when reviewing employees for eligibility and plan enrollment.

	Step	When		Action
	1	Beginning 60 days prior to eligibility		Review the employees listed on the Eligibility and Enrollment page.These employees have met your Plan’s age and service requirement and are eligible to enroll in your retirement plan.Review the following information for accuracy: Date of Birth Date of Hire Salary Deferral Eligibility Date
	2	Between 60-30 days prior to eligibility		If necessary, update any incorrect information. See Updating Employee Information and Guidelines for Updating the Salary Deferral Eligibility Date for more details.
	3	Between 60-30 days prior to eligibility		After reviewing and/or updating the Salary Deferral Eligibility Date, check the box to the left of the employee's SSN to approve enrollment. Upon your approval, ADP will send a Welcome PIN Letter to the employee, announcing they are eligible to enroll in the Plan. NOTE: To approve all employees listed on a page, check the box at the top of the Approve column. You can uncheck an employee by clicking in the appropriate checked box.
	4	Upon approval		Distribute enrollment kits to eligible employees.To order enrollment kits, in the left menu under Manage Plan, click Forms, and then click Order Enrollment Kits.

NOTE: Refer to Eligibility and Plan Enrollment in the Plan Administration Manual for more information on the enrollment process.

You can update the following employee information.

	Field		Enter correct information...
	Date of Birth		in your payroll system
	Date of Hire		in your payroll system NOTE: You must also inform ADP Retirement Services of any change.
	Salary Deferral Eligibility Date		on the Eligibility and Enrollment page. Enter the correct date in the appropriate field. The Salary Deferral Eligibility Date column will indicate any date that has been changed.* See Guidelines for Updating the Salary Deferral Eligibility Date for more details. NOTE: Be sure that any changes you enter on the Eligibility and Enrollment page are also changed in your payroll.

	If the employee….		Then…
	has not met age and service requirement.		calculate when the employee will reach the age and service requirement and enter the revised eligibility date.*
	is seasonal or has a reoccurring break in service.		calculate the next possible eligibility date where the employee could meet the age and service requirement. Then enter the revised eligibility date.*
	is rehired.		the employee is eligible immediately if they had previously met the Plan’s eligibility requirements. Refer to Eligibility and Plan Enrollment in the Plan Administration Manual for more information.
	is excluded.		enter 01/01/0001 in the Salary Deferral Eligibility Date field (or leave blank) and update your payroll system with the excluded class information. NOTE: The Salary Deferral Eligibility Date will appear as blanks after the update has been saved.

If your plan includes a service requirement that an employee must work a certain number of hours before being eligible to enter the plan, it is your responsibility to verify that this requirement has been met on or before the date displayed in the Salary Deferral Eligibility (Plan Entry) Date field. If this requirement has not been met, the Salary Deferral Eligibility (Plan Entry) Date must be changed to the next date the employee could meet the hours requirement (typically the beginning of the next plan year, January 1). You must review the employee's hours for each subsequent plan year (typically January 1 to December 31) to determine if they have met the hours requirement. If a participant does not work the required hours in the subsequent plan year, you must update their Salary Deferral Eligibility (Plan Entry) Date to the next plan year beginning date.

Example:For an employee eligible on March 1:

	On January 1		The employee will be listed on the Eligibility and Enrollment page.
	Generally by February 1		The Plan Administrator should review the employee's Date of Birth, Date of Hire, and Salary Deferral Eligibility Date information, and enter any corrections, if needed.
	Upon approval by Plan Administrator		A Welcome PIN Letter is sent automatically to the eligible employee.
	After the employee has received the Welcome PIN letter		The employee enrolls in the Retirement Plan.
	After March 1		The employee's Salary Deferral contribution begins.

	Display Option		To list different categories of employees, select a display option from the drop-down list and click Go, i.e. "All eligible employees not participating." The default option is to display all employees that will become eligible within the next 60 days.
	Approving Enrollment		To approve an enrollment, check the box to the left of the employee's SSN. To approve all employees listed on a page, check the box at the top of the Approve column. You can uncheck an employee by clicking in the appropriate checked box.
	Updating the Salary Deferral Eligibility Date		Enter the correct date in the appropriate text box. Format MM/DD/YY
	Saving Your Changes		After you have entered all the changes on the page, click Save. NOTE: If you enter one or more changes on a page and click any of page navigation controls at the bottom of the list ( or a page number), your changes will be saved automatically.

	Eligibility Requirements		Age and service requirements that must be met in order for an employee to become eligible to participate in the Plan. Your plan's age and service requirements can be found on the Eligibility and Enrollment page.
	Salary Deferral Eligibility Date		The date an employee has attained the Plan’s eligibility requirements and is eligible to enroll in the Retirement Plan.