If your payroll schedule changes, you’ll need to set up a new payroll group in Icon and transition your employees to it. Updating your schedule ensures contributions are processed on time and match your new payroll cycle.
Step 1: Create a New Payroll Group
Follow the process in Adding Payroll Groups to create a new group based on your updated payroll schedule.
Step 2: Move Employees to the New Group
You have two options for moving employees:
Option 1: Have your Icon Customer Success Manager migrate employees
Once your new group is set up, email your Icon Customer Success Manager and request that your employees be migrated to the new group.
Important: After your CSM migrates employees, each individual employee will need to log in to their personal portal and re-approve their contributions based on the new schedule.
Option 2: Have employees join the new group using the plan code
Find the plan code for your new group in your Icon dashboard under Company > Group Settings > Plan ID.
Share this plan code with your employees along with the instructions below.
Employee Email Template
Subject: Action Required: Update Your Icon Retirement Plan for New Payroll Schedule
Hi [Employee Name],
We’re transitioning to a new payroll schedule, and you’ll need to update your Icon retirement plan to match. This will ensure your contributions are processed correctly going forward.
You can connect to the updated plan by logging into your Icon dashboard and adding our new employer plan code.
Here’s how:
Log in to your Icon account.
Go to Contributions in the main menu.
Select Employer Plan.
Enter the updated plan code: [PLAN CODE]
Save your changes.
Once you’ve added your plan code, you’ll be able to confirm your contribution amount and resume participating again in the next eligible payroll.
Thank you for taking a few minutes to make this update.
Step 3: Approve Employee Contributions
Once employees have joined the new payroll group and re-approved their contributions, log into your Icon dashboard and approve them under “Pending Approvals” so contributions can resume.
Note: If the updated schedule has changed the contribution amount for any employees, you’ll see the updated amount when approving them in the Icon portal. For non-integrated clients, be sure to also update the deduction amount in your payroll system so it matches.
You’re all set once all employees have been approved in the new payroll group.