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CalSavers employer requirements and payroll records
CalSavers administration combines employer registration with ongoing payroll deductions and employee updates. Establish who maintains the program roster and who checks the payroll transmission so those responsibilities do not fall between systems.
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General information, not legal or tax advice.
Review registration or exemption status
The employer portal says eligible employers with at least an employee in 2024 had a December 31, 2025 registration or exemption deadline. Listed exemptions include qualified retirement-plan sponsors and businesses without employees besides owners, along with specified organization types. Review the current employer record and any program notices.
Sources: CalSavers - Employer site
Assign the ongoing roster tasks
CalSavers lists processing payroll contributions, adding new employees within 30 days of hire and marking departing employees inactive as employer responsibilities. Use the hiring and separation workflow to trigger the roster review, and retain evidence that the changes reached the program.
Sources: CalSavers - Employer site
Separate employer administration from contributions
The program says there are no employer fees and employers may not contribute to employee accounts or match contributions. Keep the employee deduction and remittance records identifiable in payroll. Refer employees’ program and financial questions to CalSavers rather than offering investment advice.
Sources: CalSavers - Employer site / FAQ; CalSavers - Employer site
Review the default against program instructions
The FAQ describes contributions starting at 5% of gross pay, increasing by 1% around January 1 for three years up to 8%, and identifies the accounts as after-tax Roth IRAs. Compare payroll instructions with program records instead of assuming a prior contribution setting remains current.
Sources: CalSavers - Employer site / FAQ
Respond to notices and business changes
CalSavers describes a new-business compliance deadline beginning 90 days after reaching the employee threshold. Its notice-based penalties are $250 per eligible employee after 90 days of noncompliance, with an additional $500 after 180 days. Keep notices and response evidence with the employer’s program file.
Sources: CalSavers - Employer site / FAQ
Sources: CalSavers administration
Keep retirement deductions aligned with payroll
Tidwell helps organize payroll deductions and employee records using the employer’s program instructions.