This article describes how to configure a client for the Standard 401k to Avantax moov definition. Each client configuration will vary based on their plan specification and will need to be configured accordingly.
If you have not already done so, please add the Standard 401k to Avantax moov to your account by following these steps.
Once the Standard 401k to Avantax moov has been added to your account, access the moovs section on the left side menu and click on the Standard 401k to Avantax moov.
The Standard 401k to Avantax moov provides a notification for when the moov is complete. The notification can be sent to any email address you wish and can also be configured to send to multiple email addresses.
To edit the notification step, click on the cog icon under the Action - Notify step on the left. Then toggle the "Use default parameters" off and enter in the email addresses you would like to receive the notification. If you would like to enter multiple email addresses, separate them with a comma. A Reply to email is also required in the event that a recipient of the notification replies to the email.
Note: these settings apply to any client configuration you set up for this specific moov. You also have the ability to configure the notification step for each client configuration if you wish to add or remove email addresses per client.
To save your parameters click on the Save Changes button.
In the moov configuration section, click the Add button to add a new client to send retirement data to Avantax.
Client/Entity - either select an existing client or click the + sign to create a new client.
Status - the status field is important when configuring a new integration with [Retirement Provider] as it provides the [correct file name and/or SFTP directory] used to send to [Retirement Provider] while in their testing phase. This field should be set to 'Testing' until the testing phase has been completed.
Expected Frequency - the client's payroll frequency
File Name Starts With - typically the client or company code within your payroll platform. The value entered into this field is important as the file you send to detamoov must start with this value.
File Name Contains - optional value that is included in the file name
For more information on the Avantax file specifications detamoov uses to transform the Standard 401k extract file, please visit the Standard 401k to Avantax help page.
If you are a UKG Ready user and an employee was not paid in the current pay period, a field override is needed to provide the Pay Period Begin Date, Pay Period End Date, and Pay Date. detamoov has provided custom fields that take the existing dates from the source file and allow you to apply them to the missing fields.
To provide the override custom fields, locate the Action - Transform step, click the Field Overrides panel, and click the Add button. Then select the appropriate field from the Output Field dropdown, change the Override Type to Custom Field, and then select the Custom field from the dropdown menu as shown below:
If you do not store the Plan ID in payroll, a field override is necessary to provide the Plan ID in the file sent to Avantax.
Avantax also requires that the Pay Frequency Sequence Number, Pay Frequency Code and Division ID be included in the file sent to them. Please reach out to Avantax if you do not have these values for your client's plan. To ensure these fields are correct, create a field override for each of these fields.
To add a Field Override, locate the Action - Transform step, expand the Field Overrides panel and click the Add button. Then select the appropriate Output field, set the Override Type to Text and enter the Override Value.
Each contribution is plan specific and must be configured using a transformation override. Please refer to your client's plan documentation for the types of contributions. Below is a table showing the mapping between the Avantax field and the Standard 401k field:
| Avantax Field | detamoov Standard 401k Field |
|---|---|
| Pre-Tax Deferral | Current Payroll Employee PreTax Contribution |
| Roth Deferral | Current Payroll Employee Roth Contribution |
| Safe Harbor Match | Current Payroll Safe Harbor Employer Match |
| Safe Harbor Nonelective PS | Current Payroll Safe Harbor Non Elective |
| Discretionary Match | Current Payroll Employer Match Contribution |
| Discretionary Nonelective PS | Current Payroll Non Elective Contribution |
Each contribution in your client's plan must be configured using a transformation override. As an example, let's say we have a plan that has the following contributions:
Pre-Tax Deferral
Roth Deferral
Safe Harbor Match
To include these in the file, locate the Action - Transform step and click the Transformation Overrides panel and click ADD.
Then select the corresponding Avantax field name for the contribution you are mapping. Here we will select 15: Pre-Tax Deferral and click ADD OVERRIDE.
On the side panel that appears, select the corresponding detamoov Standard 401k field for the contribution type. Here we have selected Current Payroll Employee PreTax Contribution to map to the Avantax Pre-Tax Deferral field. Then we clicked the ADD Rule button and select to Round to 2 decimals. Click the OK button to continue.
The same transformation override process would be completed for the remaining contributions Roth Deferral and Safe Harbor Match. For our example contributions above, we would setup the following transformation overrides:
Avantax requires that your company name be included in the file name of the file sent to them. To ensure that the correct value is provided, please refer to your client's plan documentation, or reach out to Avantax.
To provide the company name in the file name, locate the Action - Name File step and toggle the "Use default parameters" off. On the second Naming Component, replace the text "[Payroll Co Name - edit]" with the company name provided by Avantax.
At the beginning of this article you configured the notification step for the moov to send a notification once the moov had completed. You also have the ability to configure the notification step for each client configuration if you wish to add or remove email addresses per client.
To override the notification step, locate the Action - Notify step and toggle the "Use default parameters" off and enter/remove email addresses from Email Address and Reply To fields. If you would like to enter multiple email addresses, separate them with a comma.
To complete the configuration for your client, click the Next button at the bottom of the page and then the Save button on the moov summary page.
