What are the steps to set up a small business 401(k)?

You can follow five steps to set up a small business retirement plan. Start by choosing your plan design, investments, services, and costs. Next, you prepare your 401(k) plan document and finalize your payroll procedures. Then you communicate the plan to employees. Your final step is to put a reliable support team and structure in place.

Are you a small business owner considering a 401(k) plan for your employees? Have you already begun the setup process? Only about half of U.S. private sector workers are covered by an employer-sponsored retirement plan, but few workers save without one.¹ We share the steps you can take to set up and customize your plan so it fits your needs and objectives.

How do you choose your plan design, investments, services, and costs?

One advantage a 401(k) plan offers is the ability to customize it to meet your company’s and employees’ needs. When you consult with your financial professional, you’ll decide on crucial factors such as:

• Whether you retain a traditional design or opt for a safe harbor 401(k) plan²
• Whether you make Roth 401(k) accounts available
• When employees become eligible and how vesting works for any employer contributions
• Whether your company makes contributions (such as matching or profit sharing), how often, and which allocation formula is used
• Whether your plan accepts rollover contributions from employees’ previous 401(k) plans
• If your plan allows 401(k) loans
• If your plan offers auto-enrollment and auto-increase features

You work with your financial professional to choose your plan’s investment lineup, with a combination of options that suits your workforce and meets all your fiduciary requirements. This means offering a wide array of fund choices, from fund managers with proven strength in their categories, and fees that are fair and reasonable.

Often, 401(k) plans for small businesses are supported by a third-party administrator (TPA) and financial professional working closely with a plan recordkeeper. Usually, as part of their services, the recordkeeper arranges for trust services through a related or partner company.

But regardless of your team’s makeup, the first step in plan setup is for you to review, and agree to, how your plan works and how much it costs your business and employees.

How to prepare your 401(k) plan document?

Your plan document sets forth the plan’s features—such as eligibility, contribution types, and allowable distributions. It also identifies the kind of plan it is, how it works, and certain fiduciary responsibilities on your part. Your TPA and recordkeeper should offer assistance in preparing and maintaining your plan documents.

How to finalize your payroll procedures?

Depositing employee and employer contributions in an accurate and timely way is critical to a well-run 401(k) plan. TPAs and recordkeepers can make technology and support available for handling your plan-related payroll tasks—and it’s up to you and your team to decide how much of the process you want to handle yourself.

The good news is that leading payroll providers are experienced at integrating 401(k) processing. Better yet, your provider may have a formal relationship with your recordkeeper. If so, consider taking advantage of it.

How to communicate the plan to employees?

Your initial plan communications are a mix of three things:

• Required information about plan benefits, rights, features, and fees—including a summary plan description
• Important information that eligible employees need to enroll in your plan—or, if they’re automatically enrolled, how to check and adjust their contribution and investment choices if they choose
• Ongoing access to plan information on your plan website maintained by your recordkeeper

Your TPA and recordkeeper can provide guidance and materials to make all this happen and ensure your plan communications meet IRS requirements. They also provide guidance on how to make the most of digital communications by submitting and maintaining employee data files.

How to put a reliable support team and structure in place?

Through the course of the setup sequence described above, you're introduced to the online resources and the retirement plan professionals responsible for helping to keep your plan running smoothly and in compliance with all the significant rules and regulations.

Your TPA, financial professional, recordkeeper, and specialized consultants may all play a role in providing ongoing service. But it’s important to keep in mind that, as a valued client, you have the right to dependable support from professionals skilled in providing retirement plans for small businesses.

So, from the beginning, look for partners who are as committed to the success of your 401(k) plan and participants as you are.

Contact Information:

Manulife John Hancock Retirement Plan Services, LLC

200 Berkeley St
Boston, MA 02116
United States

Elizabeth Bartlett
https://retirement.johnhancock.com/us/en