Notify your prior recordkeeper
As soon as you notify your prior recordkeeper of your intent to change providers, your assigned installation contact (IC) can contact them to obtain the instructions needed to complete the transfer.
- As soon as possible, complete and email this letter to your prior recordkeeper, with your IC copied on the email Prior Recordkeeper Letter
Join a call with your plan installation contact
Your (IC) is your main point of contact and project manager during onboarding and sets up this initial call to:
- Review any outstanding items from the plan design phase, and any changes in available investment options since you made your investment choices
- Orient you to the next phase of onboarding and the cadence of tasks and communications you can expect
Register for your plan website
Your plan website is where you'll handle ongoing administration of your plan.
- Following the initial call, you'll receive an email from employerweb@ascensus.com with a link to register your account. Please register your account within 48 hours of receiving the link, otherwise, the link will expire.
Confirm information from prior recordkeeper
Your IC works with your prior recordkeeper to assist in obtaining instructions for the transition to Vanguard, and also confirms the transition timeline.
- Your IC will explain what's needed from you during this step, including any paperwork that's required for the transfer.
Share employee census information with us
Your IC will explain which employee census information is required and how to provide it.
- Add all necessary data using the Census Template.
- Be sure to include employee workplace email addresses. This assists us with delivering plan-related communications to your employees.
- For details on the requested information, refer to the Census Instructions.
- Send this sensitive data via our secure messaging system.
- Following your initial call, your IC will send you an email from this system; to access it, you'll need to set up an account.
- Once logged in, reply to your IC's email with the files and it will be secure.
Share plan notices with employees
We're generating everything you’ll need to share required disclosures and notices with your employees.
- Once they're ready, your IC will send you instructions on how to access and deliver the required notices to all active and terminated employees with a balance.
Sign plan documents
We're preparing all the transition-related plan documents and agreements you need to review and sign.
- Your IC will let you know when they're ready to review, and you'll receive an email from Document Delivery (Sertifi), our electronic signature site, that will include a link to access the documents.
- Your IC will also deliver additional agreements or documents required for any optional services selected for your plan
Convert your employees to your new plan
Your employees are "mapping" to Vanguard (no re-enrollment needed) or re-enrolling in the plan, depending on the conversion method you selected.
Your IC will request deferral and fund election information for all participants transitioning to Vanguard, according to the fund mapping strategy you chose.
- Complete the template, including current deferral data to be mapped over, that your IC will send to you via email.
- Share this Participant Onboarding Page (Mapping) with your employees so they know what to expect.
- Please note: Beneficiary information does not transfer from your previous plan. Your employees will need to assign beneficiaries once the plan is live.
Your employees can begin to join the plan.
- Your IC will email digital enrollment guides for you to send to your employees.
- Employees will have two weeks to enroll before the enrollment window closes in advance of your first payroll submission. This is a great time to make sure your employees assign their beneficiary(ies).
Host an education session
The most effective way to help ensure employees join the plan is to host an enrollment education session and walk them through how to enroll online. If you are working with a financial advisor, they may be able to help you lead this.
Before the education session:
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- Share this Participant Onboarding Page (Re-enroll) with your employees so they know what to expect.
- Notify them of the re-enrollment window with this Re-Enrollment Window Notification
- Advertise your education session with this Enrollment Session Flyer
Join a call with your payroll consultant
During this call, your dedicated payroll consultant reviews everything you need to know to get set up for payroll and can assist you in choosing your submission method.
- To prepare for this call, please complete the Automated Clearing House Agreement with the banking info to debit and fund contributions to the plan.
- Email it to us before the call via the secure messaging system.
Begin blackout period for final asset and record transfer
During the blackout phase, no changes or transactions will be accepted from your prior recordkeeper while they transfer assets and records to Vanguard. Once all assets and reports are received, we’ll reconcile and prepare them for investment.
Go Live
Your plan installation is complete and the plan is officially live! Your employees can access the employee website, READYSAVETM mobile app, and Participant Services.
- Your IC notifies you and provides you with flyers to share with participants to announce the plan is live and remind them how to access their account online.
- You will receive a link to a confidential survey about the installation process, including the quality of your IC, meeting deadlines and deliverables, and your overall experience. Your feedback helps us identify the strengths of the onboarding process and where we can improve—and is a valued element of our commitment of service to you and other employers.
Meet your Client Service Team
Your Vanguard Retirement Plan Access Client Service Team, who will support you in running your plan going forward, contacts you for introductions and a demonstration of your plan website.
Submit your first payroll
Your payroll consultant contacts you when it's time to make your first payroll submission and can walk you through it if you need any assistance.