According to the latest numbers from the U.S. Bureau of Labor Statistics National Compensation Survey, 63% of civilian workers had access to a defined contribution retirement plan in 2023. This number has steadily crept up since 2020, making employer-sponsored retirement plans an expected benefit among workers. In fact, in a Charles Schwab survey, 88% of participants listed a 401(k) plan as a must-have benefit when looking for a new job.
Still, many small-to-medium businesses don’t yet offer this benefit. A 2023 Fidelity survey found only 34% of small employers surveyed offer their employees retirement accounts. The reasons for not offering one include:
- 22% are too busy running the company
- 48% can’t afford one
- 21% don’t know how to begin the process
If you fall in the two-thirds of small employers who don’t offer a retirement account benefit, read on for information on how to set up a 401(k), benefits of offering a 401(k), and other 401(k) basics. Adding a 401(k) retirement plan to your benefits roster may be more accessible than you think.
How 401(k) Plans Work
A 401(k) is an employer-sponsored retirement savings plan that allows employees to set aside a portion of their pre-tax earnings for retirement. As a way to help employees save more, employers can match these contributions.
There are a few different types of 401(k)s. They include:
Traditional 401(k)
Ideal for: Employers of all sizes who want flexibility
A traditional 401(k) allows eligible employees to make pre-tax elective deferrals via payroll deductions. Employers can choose to make contributions on behalf of all participants, make matching contributions based on employees’ elective deferrals, or both. Employer contributions may be subject to a vesting schedule, meaning employees need to work for the employer for a certain period before they are entitled to keep the employer’s contributions upon separation from the company.
Safe Harbor 401(k)
Ideal for: Small businesses or businesses of any size wanting to reduce compliance complexity
A safe harbor plan is similar to a traditional 401(k), although it requires fully vested employer contributions of either 3% of an eligible employee’s pay or a matching contribution of an eligible employee’s deferral up to 3% of annual compensation, and a 50% match on the next 2% of their annual compensation. The plan is easier to manage in terms of compliance, as it’s not subject to the complex annual nondiscrimination tests that apply to traditional 401(k) plans.
Roth 401(k)
Ideal for: Employers who want to offer flexibility and additional tax-saving options to employees
Employee contributions are made with after-tax dollars, allowing for tax-free withdrawals in retirement. Employers can match into the Roth 401(k) or a traditional 401(k). Offering a Roth 401(k) option provides employees with greater flexibility in managing their retirement savings strategy, particularly for those who anticipate being in a higher tax bracket during retirement.
SIMPLE 401(k)
Ideal for: Employers with 100 or fewer employees
The SIMPLE (Savings Incentive Match PLan for Employees) plan is designed specifically to provide small employers with a cost-efficient way to offer retirement benefits to their employees. This plan is not subject to annual nondiscrimination tests. It requires fully vested employer contributions of either 2% of an eligible employee’s pay or a matching contribution up to 3% of an employee’s pay.
How to Set Up and Maintain 401(k)s
The IRS lists four basic steps to set up a 401(k):
1. Adopt a Written Plan
Once you decide on the type of 401(k) to offer, you need to develop a written plan. This plan lays the foundation for how your 401(k) benefit will work, including which employees can contribute and how contributions are deposited into the plan. Working with a retirement broker can help you formulate this plan and stay within your budget.
2. Arrange a Trust Fund for Plan Assets
For security purposes, a plan’s assets must be held in a trust. This ensure those assets are used solely to benefit plan participants and their beneficiaries. The trust requires a trustee to handle contributions, investments, and distributions. The trustee has full discretionary control over the plan. For this reason, it should be someone high up in the organization, like a president or CEO. Depending on state law, the employer itself could be listed as the trustee.
3. Develop a Recordkeeping System
A 401(k) plan requires a recordkeeping system to track contributions, earnings, investments, and distributions across your employees’ accounts. Companies typically use a plan administrator to assist with recordkeeping. That administrator can then help prepare an annual report, which is required to be filed annually with the federal government.
4. Distribute Plan Information to Employees
Lastly, communicate the plan to employees. Plan details are typically explained via a summary plan description, which outlines the plan’s features, eligibility requirements, contribution limits, and other essential details. Other ways to communicate plan requirements and benefits include in your employee handbook, during the onboarding process, and via seminars during open enrollment.
What Happens When Employees Leave?
When employees leave the company, it’s crucial for employers to provide clear guidance on what options they have regarding their 401(k). This can be done in offboarding paperwork, exit interviews, or direct outreach from the HR department. The options include:
- Leave the money in the current plan. If the account balance meets the minimum threshold set by the plan (usually $5,000), employees may leave their funds in the company’s 401(k) plan. However, they will no longer be able to make contributions.
- Roll over. Employees starting a new job can roll the 401(k) balance into their new employer’s plan, allowing them to consolidate their retirement savings. Or, they can roll over their balance into a traditional or Roth IRA.
- Cash out. Employees can choose to withdraw their 401(k) balance, but this incurs a 10% penalty (if you are younger than 59.5 years) in addition to owed taxes.
Benefits of Offering 401(k)s
The benefits of offering employees a 401(k) include:
- Contributions you make to employees’ 401(k) accounts are tax deductible.
- Small employers are eligible to receive tax credits for the costs to start and operate a plan, as well for contributions.
- Offering a retirement savings vehicle aids in employee recruitment and retention.
In addition, employees realize the following benefits:
- Contributions are automatically deducted from paychecks, which according to AARP research, makes employees 15x more likely to save for retirement.
- Money contributed reduces an employee’s taxable income.
- Employees may receive additional funds from employer contributions or matching programs, which can significantly boost their retirement savings over time.
401(k) Alternatives
While 401(k) plans are popular, there are several alternatives employers can offer to help employees save for retirement. They include but are not limited to:
- Simplified Employee Pension Plan (SEP) IRA: Allows employers to make tax-deductible contributions to employees’ retirement savings. These plans are relatively simple to administer and do not require annual filings with the IRS. However, only employers contribute to SEP IRAs; employees cannot make elective deferrals.
- SIMPLE IRA: Like the SIMPLE 401(k), this plan is designed for small businesses with 100 or fewer employees. Both employers and employees can contribute, and the plan requires employer matching contributions or nonelective contributions. SIMPLE IRAs are easy to set up and administer, with lower costs than traditional 401(k) plans, but they have lower contribution limits.
- Profit sharing: Employers contribute a portion of their profits to employee retirement accounts. Contributions are discretionary, allowing employers to decide how much to contribute based on annual company performance. Profit-sharing plans offer flexibility, but require more administrative oversight.
- 403(b): Designed for employees of public schools and other tax-exempt organizations. 403(b) plans allow participants to invest in mutual funds or annuity contracts and offer similar tax advantages as 401(k) plans.
How Paycor Helps
Paycor benefits administration software takes the complexity out of open enrollment by guiding employees through the benefit selection process, which helps reduce duplicate entry and benefits spend. Our robust compliance solutions include workforce benefits, which streamlines necessary recordkeeping and helps ensure adherence to 401(k) regulations.
In addition, Paycor offers integrations with retirement partners. With a seamless transfer of benefits and employee data, administrative time and the potential for errors are greatly reduced.
Ready to create a better benefits experience for your workforce? Take a guided tour of Paycor Benefits Administration software today.