1. Colorado
  2. Employer Portal
  3. Payroll Resources
  4. Resources for ADP, QuickBooks Desktop and Toast Payroll

ADP Onboarding and Payroll

Note: ADP does not currently offer a payroll integration with Colorado SecureSavings. If your business uses ADP for payroll, you can follow the instructions below to learn how to best facilitate your main program responsibilities without an integration.

Add Employees

Create Employee Report

Create an employee report (Excel or CSV file) via ADP, including separate columns for:

  • Full SSN
  • First name
  • Last name
  • Date of birth
  • Physical street address
  • City
  • State
  • Zip Code

Middle name, email address, phone number, mailing address, and external payroll ID are all optional but helpful fields to include.

Note: All fields can also be input manually, but for larger rosters it is much easier to rely on a file upload.

For proper uploading, you will need to pull each employee’s full, nine-digit SSN. To retrieve unmasked SSNs in the ADP portal:

  1. Visit the Reports page. Then, select Run single reports.
  2. From the “Taxes reports” drop-down menu, click Wage and Tax Register.
  3. A report will be generated with employee tax information. Select the Edit button at the top of the screen.
  4. From the “Show Social Security Numbers” drop-down menu, click Yes, then select View Report.
  5. To view the report, you will be prompted to enter a verification code sent to the phone number associated with the ADP account.

Note: You always have the option to contact ADP’s Client Services team to request a custom report, but you may find it quicker to build the report yourself.

Upload Employee Report

Once you have a comprehensive employee report showing all the required data points for all employees, you will now enter this information into the Colorado SecureSavings portal to enroll your employees to the Program and open up their Roth IRA accounts.

  1. Navigate to the “Add Employees” section of onboarding.
  2. Select Upload File and choose your saved Excel or CSV file. Then, verify all headers match the required fields.
  3. Cells highlighted in red will flag any errors or missing information from your employee data. Manually correct this data to continue.
  4. At the bottom left-hand corner of the screen, click the Submit Employee List button. Then, select Finish Onboarding.

Your employees will now receive communications (via email or print mail) notifying them that they have been enrolled in the program and that they have a 30-day window to opt out or change their elections prior to the first payroll contributions being made. Otherwise, their contribution rate will default to 5%, the percentage indicated in Colorado's legislation. They can always opt-out or change their contribution rates later on.

Set Up Payroll

Create a Payroll Deduction

Payroll setup is to be completed roughly 30 days after onboarding is completed, as employees will have ideally made their desired contribution elections by the end of this opt-out period.

  1. In the Payroll Settings section of the ADP portal, visit the Earnings & Deductions page and click Add Deduction at the bottom of the screen. 
  2. From the “Category” drop-down menu, select Retirement.
  3. From the “Deduction” drop-down menu, select State Mandated Roth Retirement %, and then Save.
    • Note: You may also select Roth IRA %.
  4. Leave the Company Match field as “No,” and the W-2 box unchecked.
  5. You can name the deduction however you prefer, but we’d suggest naming it “Colorado SecureSavings Roth IRA” or something similar.
  6. Leave the Regular Pay Period section as is, and click Save.

Add Employee Deductions

Now that you’ve created your Roth IRA deduction, you will need to apply it to each participating employee’s recurring pay based on their desired contribution rate. The next section of this article titled “View Contribution Rates & Changes” will walk you through how to find each employee’s contribution elections within the Colorado SecureSavings portal.

  1. Navigate to the People tab located on the left-hand side of the ADP portal. 
  2. Find an employee who will be participating in the program, click the three dots to the right of their name and information, and select Earnings & Deductions.
  3. Click Add retirement deduction (you may need to refresh the page for this option to show up) and select the Roth IRA deduction you just created.
  4. Enter the employee’s desired contribution rate as a percentage. 
  5. Leave the goal amount as “No” and the payment method as “None,” and click Save.
  6. Repeat steps 1-5 for each participating employee.

Note: You always have the option to contact ADP’s Client Services team to create your deduction and apply it to employees’ pay, but you may find it quicker to do this yourself within the ADP portal.

View Contribution Rates & Changes

  1. To view your employees’ initial elections or any changes they make moving forward, visit the "Contributions" tab on the left-hand side of the Colorado SecureSavings portal.
  2. Select the red View X Savings Rate Changes button to view recent changes your employees have made to their contribution elections.
  3. You can then update each contribution change within the ADP portal and select Mark as Complete in the Colorado SecureSavings portal.

Note: You will also receive an email 4 days prior to your next scheduled pay date notifying you of contribution changes to be updated in the ADP system before payroll. You can also find all employee contribution elections in the Employees tab of the Colorado SecureSavings portal at any time.

Create and Upload a Contributions File

In order to remit payroll contributions, you can download a report via ADP to then upload to the Colorado SecureSavings portal.

Note: You may also enter the contribution amounts directly to the Colorado SecureSavings portal by typing them in one-by-one (which could be easier for businesses with fewer active employees), but you may also find it helpful to upload a file.

  1. From the Reports tab, navigate to "Build Custom Report." Ensure the following fields are selected:
    • Payroll check date (filtered for the current pay period
    • Employee name
    • Payroll deduction description (should be Roth IRA %)
    • Payroll deduction amount (should be automatically calculated)
  2. Download the report as an Excel or CSV file. For proper uploading to the Colorado SecureSavings portal, you will need to:
    • Remove additional headers that do not match the fields in the Colorado SecureSavings table featured below
    • Separate employees' first and last names into individual columns
    • Include a column for full SSNs (these can be copied over from your employee onboarding report, or anywhere else those would be saved)
  3. Visit the "Contributions" tab and click Start Contributions. You will then have the option to select Upload File or input the data manually.
  4. Once all of the information has been input and verified, select Send & Validate to complete your submission.

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