The following guide will walk you through the process of setting up your employer portal, so you can get started quickly and ensure compliance.
Step 1: Company Info
The first section requires basic information about your company. Here’s what you’ll need to enter:
Company Name: Enter your company’s legal name. If you operate under a “Doing Business As” (DBA) name, you can include that as well (optional).
Basic Info: Provide your company’s physical address (no P.O. Boxes), including the city, state, zip code, and a main phone number. These fields are required.
Mailing Address: If your mailing address is different from your physical address, provide the separate mailing address here. P.O. Boxes are allowed in this section.
Step 2: Payroll Setup
Next, you’ll need to provide details about your payroll system and pay schedules.
Payroll System: Select your payroll provider from the drop-down menu. If your payroll provider is not listed, select “Other” and manually enter your provider’s name. If you do not use a commercial payroll system, select “No Payroll Provider/In-House.”
Pay Schedule: Name your pay schedule (e.g., weekly, bi-weekly) and select the pay frequency. If you have multiple pay schedules (e.g., one for salaried employees and another for hourly), you can add them later.
Step 3: Payment Setup
In this section, you will need to provide payment details for how contributions will be funded. This includes the information needed to transfer employee contributions to the New York Secure Choice program. Make sure all required fields are filled in for smooth processing.
Step 4: Add Employees
This step requires you to gather and submit the employee data needed for registration. The information typically includes:
Employee names
Social Security Numbers (or TINs)
Employee email addresses (if applicable)
Additional census data may be required to determine eligibility
Once you’ve entered the data, be sure to validate the information before submitting it. Accuracy is key to ensuring proper enrollment and contribution tracking.
Step 5: Finish Onboarding
Once all of the required information is entered, click the “Finish Onboarding” button. You will then be directed to an "Onboarding Complete" page. After reviewing the information, click OK to finalize the process.
Accessing the Employer Dashboard
After completing the onboarding process, you will be redirected to the Employer Dashboard. This is where you will manage your employees and contributions moving forward. From the dashboard, you must:
Add and manage employees: If new employees join or leave your organization, you must update their information here. If an employee deferral amount changes, please remember to update this in the employee profile in the Brands system. This will ensure that future contributions are processed accurately.
Manage and submit contributions: Enter contributions on behalf of your employees after each payroll cycle, ensuring they are compliant with the NY Secure Choice program.