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How do I upload the census file?

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Uploading your 401(k) census file accurately is a key part of nondiscrimination testing and helps to ensure your plan remains in good standing. Setting aside time to carefully review and complete your census file will help prevent delays and ensure accurate reporting.

Best Practices for Uploading Your Census File

  1. Use the Provided Tutorials and Formatting Guide
    • The compliance questionnaire includes step-by-step tutorials and a formatting guide to help you complete your census file correctly.
    • Reviewing these resources before you start can help ensure a smooth process.
  2. Set Aside Time to Focus on Your Census File
    • This is a critical part of nondiscrimination testing, so plan to complete it without distractions.
    • Reviewing the file carefully before uploading can help avoid errors and reduce the need for corrections later.
  3. Use the Correct File Format
    • Ensure your census file is saved as a CSV (Comma-Separated Values) file.
    • If using an Excel spreadsheet, convert it to CSV before uploading.
  4. Keep Headers and Formatting Intact
    • Do not modify column headers. They must match the provided template exactly.
  5. Enter Data Accurately
    • Remove special characters like $ (dollar signs), % (percentage symbols), and commas (,).
    • Cells that require a number should not be left empty. Enter 0 if no value applies.
    • Plan compensation cannot be less than total employee contributions. Contributions come from earnings, so employees cannot contribute more than they were paid.
  6. Check for Unintended Spaces or Blank Rows
    • Ensure there are no extra spaces before or after entries, especially in Social Security Numbers and Employee IDs.
    • Delete any unnecessary blank rows or columns that could disrupt file processing.
  7. Use the Provided Template
    • You MUST use Betterment’s census file template to ensure all required fields are included and correctly formatted.
  8. Review Before Uploading
    • Double-check for missing information or inconsistencies before submitting the file.

If you have questions, the tutorials and formatting guide in the compliance questionnaire provide detailed instructions. You can also reach out to Betterment’s support team for assistance.

By following these best practices and setting aside time to complete your census file carefully, you can create a smooth upload process to help  keep your 401(k) plan compliant.