Guides for Recordkeeper Admins
      Back to home
      1. Help Center
      2. Recordkeeper Admin Guides
      3. Guides for Recordkeeper Admins

      Loan Mapping

      🔗 Loan Mapping Overview

      For all newly onboarded plans, existing loans must be mapped within the Payroll Integrations portal during setup. This is a critical step to ensure that all outstanding 401(k) loans are properly logged and tracked, and to avoid any issues with loan reporting, updates, or payroll file accuracy in the future.

      This mapping process is especially important for:

      • Recordkeepers that require Loan IDs in their file specifications

      • Plans that allow participants to have multiple active loans simultaneously

      📋 Purpose of Loan Mapping

      • Logs all outstanding loans that existed prior to integration setup

      • Associates correct Loan IDs with each participant

      • Ensures smooth handling of loan repayments and updates during and after the integration

      • Prevents errors, especially in plans where multiple concurrent loans are allowed

      👥 Who Completes the Loan Mapping?

      • The primary responsibility for completing the loan mapping lies with the recordkeeper.

      • In some cases, a Payroll Integrations employee may complete the mapping with the assistance and guidance of the recordkeeper, particularly when an employee has multiple outstanding loans.

      • Plan sponsors may be asked to confirm loan details but are not responsible for completing the mapping.

      🔁 Loan Mapping Methods

      There are two ways to log loan data in the Payroll Integrations platform:

      ✅ Primary Method: Deferral Sync (Recommended)

      • The preferred method is to run a Deferral Sync, which automatically pulls active loan information from the payroll system into the platform.
        ➤ See guide: Sync Deferral Rates and Loans

      • Once the sync is complete:

        1. Visit the Loan Mapping tab in the division settings

        2. Click the three dots on the right-hand side of the loan entry

        3. Select “Edit Loan Identifier”

        4. Enter the Loan ID

        5. Click Save

      📎 Secondary Method: Loan Mapping File

      • Used if loan data does not sync correctly through Deferral Sync.

      • Uploading the loan mapping file requires Multi-Factor Authentication (MFA) to be enabled.
        ➤ See guide: Enabling Multi-Factor Authentication

      To upload the loan mapping file:

      • Navigate to the Loan Mapping tab in the Payroll Integrations portal

      • Click Upload File

      • Click Download Template to retrieve the standardized format

      • Fill in the template with current loan information

      • Re-upload the completed file via the same Upload File button

      🔄 Ongoing Maintenance & Special Cases

      • Once a plan is live with the integration, the system will automatically log loan information as it is set up in payroll—no manual mapping required.

      • However, if a new loan is taken out during testing or prior to the activation date, and added to payroll manually rather than through the integration, that loan must be manually mapped using one of the methods above.

      🛠 Need Help?

      For any additional support, please submit a help desk ticket here and our team will get back to you as soon as possible.