Contribution File Requirements

In order for Slavic401k to service your retirement plan efficiently and facilitate the compliance testing and reporting, please supply us with only ONE file for each contribution with the following electronic information.

  • The file should be comma delimited with text fields in quotes, or an Excel spreadsheet.
  • A test file and employer ID list must be sent to Slavic401k prior to submitting your first deferral.
  • The file should include all companies who have adopted a 401(k) plan with complete census, whether or not the employee is eligible or participating.
  • Deferral, match, loan payment, profit sharing, and IRA should NEVER be negative.
  • All dates should have 4-digit years.
  • Any deviations from the standard format, or changes to employer ID code, must be approved by
  • If your plan is safe harbor, the contribution needs to be in the proper column. If it is a 3% profit share, it must go in the profit share column. If it is a 4% match, it must go in the match column.

The file layout should be in the following order (Excel Sample)
Field Name Format Maximum Length Example
PEO ID (Supplied by Slavic401k) Text N/A 12345
Client ID (Employer) Text 30 592020202
Employee Social Security Number Text 9 100101000
Employee First Name Text 20 John
Employee Last Name Text 20 Doe
Employee Address 1 Text 30 1919 W. Walnut St
Employee Address 2 Text 30 Apt. 103
Employee City Text 20 Nowhere
Employee State Code (2-characters) Text 2 FL
Employee Zip Code Text 9 334310000
Employee Home Phone Text 10 4072419344
Employee Email Address Text 100
Employee Date of Birth Date mm/dd/yyyy 04/03/1968
Employee Date of Hire (Original Hire Date at the worksite) Date mm/dd/yyyy 09/11/1996
Hours (for Deferral Period) Number 4 digits 280
Gross Salary before deductions (For Deferral Period) Number 9 digits total, 2 decimals 1234.00
Cafeteria Benefits (For Deferral Period) * Number 9 digits total, 2 decimals 67.49
Employee Deferral Amount * Number 9 digits total, 2 decimals 123.00
Employee Roth Deferral Amount * Number 9 digits total, 2 decimals 123.00
Employer Match Amount * Number 9 digits total, 2 decimals 61.50
Loan Repayment * Number 9 digits total, 2 decimals 25.00
Profit Sharing Amount * Number 9 digits total, 2 decimals 37.00
IRA Deferral Amount * Number 9 digits total, 2 decimals 62.29
Employee Status (Blank for active, 'R' for rehired, or ‘T’erminated) Text 1 T
Employee Status Date (If Terminated or rehired) Date mm/dd/yyyy 11/20/2014
Payroll Date (Must not be blank) Date mm/dd/yyyy 11/30/2014

* These amounts should NEVER be negative

Additional Comments

  • No special characters (such as DASHES, COMMAS, DOLLAR SIGNS, etc) should be included with :
  • Social Security Number
  • Zip Code
  • Phone Numbers
  • Deferrals
  • No embedded quotes should be used
  • DON’T use the address “100 West “E” Street”. Instead, use “100 West E Street”.
  • When a person is terminated, the "Status" field should change to "T" and the "Status Date" field should reflect the date of termination.
  • This data should be repeated each time that employees record is included in a deferral file.
  • If a person is rehired, the "T" in the "Status" field should be removed and replaced with an "R", and the "Status Date" should contain the date of rehire.
  • The Date of Hire field should keep the original date of hire at the worksite.
  • The current hours and wages for all employees must be included in the file, whether or not they are participating in the 401(k) plan.
  • "Date of Birth" and "Date of Hire" fields must be included and accurate to properly calculate eligibility and vesting.
  • If date of birth, date of hire, or termination information is INCORRECTLY reported on a file, you should send an email with the proper information to in order to have it corrected

It is extremely important that we receive complete and valid data on each of your 401(k) file submissions. The integrity of this data is critical when testing for participant eligibility and plan compliance.

It is Slavic401k’s desire to provide timely and accurate plan information at all times. In order to accomplish this, we need to ensure that the data provided to us is complete and accurately reflects the status of all employees who have been on your payroll during the year. Without such information, it is impossible for to provide the full service that you need.

Thank you for choosing Slavic401k as your retirement plan administrator. We look forward to serving you in the future.