Your 401(k) roster helps you view and manage employees who participate in — or are eligible for — your Gusto 401(k) plan. This article covers how the roster works, how to add employees, check invitation status, fix incorrect information, and know when employees need to update their own details.
Your 401(k) roster helps you view and manage current and former employees who may participate in your Gusto 401(k) plan, are eligible to participate, or are entitled to plan information (like terminated employees).
When employee details appear on the Roster tab of your 401(k) administrator dashboard, we automatically assess eligibility based on your plan's eligibility requirements (months of service and age).
If an employee is eligible to participate, we'll automatically send them an email invitation with information on how to set up their 401(k) account or opt out.
Note: Make sure to remind new employees about the automatic enrollment policy.
How employees get added to your roster depends on your payroll setup.
If you use Gusto or a Gusto Embedded provider (HiBob or HR for Health) for payroll, we'll automatically import relevant employee details — like names, dates of hire, dates of birth, and termination dates — from your payroll portal through real-time syncs. We'll then create an employee profile on your 401(k) roster automatically.
If an employee does not appear on your roster, confirm that you've created their profile in payroll before reaching out to us.
For self-service plans that do not use Gusto or a Gusto Embedded provider for payroll, you need to add new employees directly to the Roster tab of your 401(k) administrator dashboard. To add a new employee, follow these steps.
Sign in directly at the Gusto Retirement sign-in page.
Go to the Roster tab.
Select Add Individual on the right-hand side of the page.
Because we do not have access to your payroll platform, you're responsible for managing and updating your 401(k) roster. You can use census reports from your payroll provider to make sure employees have been invited to participate when eligible, in accordance with your plan's service requirement.
To check an employee's status, follow these steps.
Sign in to Gusto and go to Benefits. Under Savings, find 401(k) and select View, then select Manage 401(k)
Sign in directly at the Gusto Retirement sign-in page.
Once you're in your 401(k) administrator dashboard, follow these steps:
Go to the Roster tab.
Search for the employee and review the Status and Description columns.
From this page, you can also resend employee invitations if needed.
If you see incorrect employee information on your 401(k) roster, it's typically because the information was entered incorrectly in your payroll account.
You can update employee information by changing the necessary fields in payroll — like name, date of birth, hire date, email, or termination date. Learn how to update employee information in Gusto payroll. Any changes made should sync to your 401(k) in real time.
Important: Name changes should be made in payroll, but they do not sync automatically to the employee's 401(k) account. Participants can learn how to confirm a name update with us.
If you have a self-service plan, you need to update all employee information directly in your 401(k) roster.
Once an employee has set up their 401(k) participant profile, some information — like email addresses — may not update in the administrator dashboard when changed in payroll. If a profile change is needed, the employee will need to update their personal information in their 401(k) participant dashboard.