The fields within the Plan Details step will remain the same. If you are setting up a retirement, supplemental health, flex spending account (FSA), disability, or "Other" benefit plan, you must specify the plan type. Once you determine a plan type, the Plan Type field will not be editable if the plan has at least one current or scheduled enrollment. Plan type options will vary depending on which type of plan you are creating.

You will need to specify eligibility group settings and set up costs as you would regularly in the Eligibility and Cost step. Note that some plans (mostly variable rate plans) will show "Eligibility" without cost specifications since you will need to determine amounts for each employee's enrollment. When setting up costs for employees included in payroll, any employees with an assigned pay schedule that syncs with Payroll are required to have monthly costs listed in USD. If the plan uses another currency, you will not see it as an option in the Benefits Overview table for those employees. 

If you are setting up a 401(k), Roth 401(k), or 401(k) After Tax retirement plan, you will also have the option to enable a Safe Harbor matching contribution for the plan within the Eligibility step. If you allow this, the contribution amounts will adjust according to Safe Harbor rules when processing payroll. Please note that this setting will apply to all 401(k) and 401(k) Roth plans. 

The following fields will appear in addition to the standard fields on the Payroll Deduction step when setting up benefit plans using payroll: 

1. Is the Payroll Deduction pre-tax or post-tax?: If the plan is pre-tax, the option to identify if the plan is reportable on the W-2 (as shown above) will appear. This option will only appear on health or supplemental health plans. If you are creating an FSA plan, options for this field will be Dependent Care Purposes or General Healthcare Purposes.
2. Reportable on the W-2?: Check the box if this plan is reportable on the W-2. This question will not appear when setting up supplemental plans with pre-tax deductions.
3. When should this benefit deduction start in payroll?: Determine when the first payroll deduction should happen once an employee is enrolled in this plan. This setting will also define when the last deduction occurs after an employee is unenrolled from a plan, but the last deduction will be the one before the one indicated in the rule. Click here for more details. 
4. Does this benefit deduction happen every paycheck?: Check if this deduction happens every paycheck or not. If it skips some paychecks, you will need to determine below how often the deduction should be taken out. Please note the warning that if the deduction needs to skip some paychecks, you will need to manually suppress the deductions on the paychecks you want to skip when running payroll.

When setting up a benefit plan for the first time, you will need to determine the payroll deduction rule (when the benefit deduction starts) on the Payroll Deduction step. Here are the options:

• Two Pay Dates Before the Benefit Starts
• One Pay Date Before the Benefit Starts
• First Pay Date after the Benefit Starts (most common)
• Two Pay Dates After the Benefit Starts

Please keep in mind that the deduction rules are tied to the benefit start date. The start date is based on when the plan takes effect for the individual employee and will automatically adjust for new hires or if the start date is updated on the employee profile.

After you make your selection, a preview box will show you an overview of deduction frequency based on the pay schedule selected below, including the deduction start and end dates and how many pay dates the deduction is active for. This preview feature is dynamic and will change according to what you select. 

You can adjust the pay schedule (e.g., Every other week) next to "Preview" to preview deduction dates and number of pay dates based on the pay schedule. All of your pay schedules that sync to Payroll will appear in this dropdown menu. 

The payroll deduction rule will be editable up until the first payroll deduction approval, even if you have enrolled employees in the plan. Once the first deduction is approved in payroll, the deduction rule will not be editable for that specific plan. You must end the current plan and create a new one with the new deduction rule.

If a benefit plan does not have an end date, the preview box will not display an end date for the benefit plan or the deduction.

If you use Payroll, we do not recommend extending a plan's end date if you want to continue using a benefit plan that is already in use and will be ending. Instead, we recommend you use one of the other two available ways to extend a benefit plan.