How to add or remove employees from the plan

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You are responsible for adding or removing employees from your plan when they are no longer eligible to participate in the plan. This includes when employment is terminated, when an employee is on leave, and upon the death of a member.

Adding or removing employees

Sign into the Employer Dashboard. From the ‘Employees’ tab, click on ‘Update Employee List.’ Download and populate the employee.xlsx template with the employee changes you wish to make. 

You can also download your last submitted file to help you keep track of your member changes.

To add an employee

Populate all mandatory fields (name, email address and group if applicable)

To remove an employee

Populate the name and email address columns, and update the Member status field to 'Terminated' and add the 'Termination date'

To remove an employee on temporary leave

If you need to pause employee contributions due to parental leave, sabbatical, or other reasons, simply update their employment status to Terminated and add the 'Termination date' in the employee.xlsx file and exclude the employee from the payroll register you upload, until they have returned to work

To change an employee group

Populate the name and email address columns and select the new group from the dropdown in your Excel file

Dos and don’ts

Do:

• Check your last submitted file to keep track of your changes
• Make sure that your employees’ email addresses are formatted properly (i.e. janesmith@email.com)
• Confirm that all date fields are entered in YYYY-MM-DD format
• Make sure that your employees are assigned to the proper group (if applicable)

Don’t:

• Include formulas or cell references in your file

Completing your update

When you select and upload your file, our system will check the file content and summarize the changed records so you can review before they are submitted.   

To complete your changes, click the green 'Submit’ button in the bottom right corner of the screen.  Make sure that you see the ‘Success’ message before you log out.

After you update

You’ll be able to see your changes immediately when you navigate back to the Employee List. New employees will show up in the Employee List as 'New' or 'Not Enrolled' until they set up their account.

Notifying new employees

An automated email will be sent to newly added employees at 4:00 pm ET that day.

Terminated employees

If the Member status of an employee is set to "Terminated", the employee will be removed from your plan. That employee will no longer appear in your list of Employees. You can still submit payroll contributions for terminated employees.

Changed Group

The employer has updated the group of this employee in the Excel file.

Errors and warnings

 

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HUMI PAYROLL

Adding or removing employees

Whenever a new employee is added or an employee is terminated, you will need to update Common Wealth with the changes. To do this, head to ‘Reporting’ > ‘Custom Reports’ to select your employee report.

Hit ‘Export’ in the top right corner and download the file as either a '.csv’ or '.xlxs’. 

Edit the report to include only the new or terminated employees and update your employee list by uploading this file in the 'Employees' tab of your Common Wealth Employer Dashboard account. 

Completing your update

When you select and upload your file, our system will check the file content and summarize the changed records so you can review before they are submitted.   

To complete your changes, click the green 'Submit’ button in the bottom right corner of the screen.  Make sure that you see the ‘Success’ message before you log out.

After you update

You’ll be able to see your changes immediately when you navigate back to the Employee List. New employees will show up in the Employee List as 'New' or 'Not Enrolled' until they set up their account.

Notifying new employees

An automated email will be sent to newly added employees at 4:00 pm ET that day.

Terminated employees

If the Member status of an employee is set to "Terminated", the employee will be removed from your plan. That employee will no longer appear in your list of Employees. You can still submit payroll contributions for terminated employees.

Our Customer Success team will reach out to any terminated employees to discuss options to continue plan membership.

Changed Group

The employer has updated the group of this employee in the Excel file.

Errors and warnings