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Using the Zenefits 401(k) Feature

If you're a Zenefits Payroll customer, you have the ability to use the 401k  Import and Export feature to transfer information in a report format between your payroll system and 401k provider system. 

How do I set this up?

  1. From your admin dashboard in Zenefits, go to the Payroll app, then to the Settings tab.
  2. Click on 401k from the left hand menu.

Importing Deferral or Loan Updates

  1. Next, click Begin Import.
  2. Select whether you are importing Loan Updates or Deferral Updates.
  3. Select whether the file format is Excel or CSV.
  4. If you already have an acceptable template, click Upload then add it to the dashed box by selecting or dragging.
  5. If you wish, select the date range for the import.
  6. Drag and drop the file to upload.
  7. If you're receiving an error message in the import process, make sure the format follows the guidelines in this article.

Exporting 401k Data

  1. Click Export Data.
  2. Pick one of the following reports from the drop down
    401k  Combined Report: Aggregated information from Contribution, Loan Repayment, and Maintenance reports
    401k  Contribution Report: Information regarding worker and employer contribution towards 401k
    401k Loan Repayment Report: Information regarding loan repayment deductions
    401k Maintenance Report: Worker census information
  3. Next, select whether you'd like to filter the report by:
    Pay Runs: Select all the pay runs you'd like to export information from in one report
    Pay Date: Select the pay date and pay run(s) you'd like to to export information from in one report
  4. Decide if social security number should be included
  5. Select if the report should be run in Excel or CSV format.
  6. Export.

To fix import errors, we recommend confirming the following are formatted correctly.

General Validations

  • that SSN field has nine digits, and there are no dashes or spaces
  • that either SSN or Zenefits ID is included, not both
  • that SSN matches what is in Zenefits
Deferral Validations
  • ensure that Roth & traditional amounts are recorded in separate rows for the same employee
  • ensure that employees that do not have a 401(k) amount are removed
  • if contribution data is in percentage, make sure the "%" is omitted
  • make sure dates are in MM / DD /YYYY format
  • make sure that formatting for Y/N fields only contains Y/N
  • match percent or cap percent are missing
Loan Validations
  • make sure plan number has alphanumeric characters
  • ensure that Primary Residence field is only filled with Y/N
An easy way to correct some of the above formatting errors is to select all the cells in the spreadsheet, click on Format from the toolbar, click Cells, then Text.

If both of the above have been fixed but the import continues to fail, contact Zenefits Customer Care.

401(k) Combined Report: Aggregated information from Contribution, Loan Repayment, and Maintenance reports
401(k) Contribution Report: Information regarding worker and employer contribution towards 401k
401(k) Loan Repayment Report: Information regarding loan repayment deductions

401(k) Maintenance Report: Worker census information

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