Welplan auto enrolment Software User Guide - … · Welplan auto enrolment Software User Guide -...

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V4 July 2016

Welplan auto enrolment Software

User Guide - Contributions

Contents

Background to employers’ automatic enrolment duties Introduction to Welplan’s auto enrolment contributions software

Preparing to use Welplan’s auto enrolment contributions software

Data requirements for Welplan’s auto enrolment contributions software

How to access and use Welplan’s auto enrolment contributions software

Appendix A Data Template for auto enrolment Pension Contributions Appendix B Further Guidance on data requirements for Contributions Appendix C Processing files on Welplan AE System

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page 3

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page 4

page 4

page 5

page 6

page 9

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Background to employers’ statutory automatic enrolment duties

Every employer with at least one member of staff now has new duties, including enrolling those who are eligible into a workplace pension scheme and contributing towards it.

The Government pensions program known as automatic enrolment (auto enrolment) places a statutory requirement on an employer to provide a workplace pension for all eligible employees.

Rather than having to actively choose to join a pension scheme, eligible employees are now put into one by their employer as a matter of course. If an employee does not wish to be in the pension scheme, they must actively choose to opt-out.

Key points

• Auto enrolment commenced in October 2012, with different staging dates for varying sizes of business based on the number of employees they employed in April 2012.

• Auto enrolment affects all employers with employees in the UK.

• Certain employees must be auto enrolled into a pension scheme.

• Auto enrolment must start from an employer’s staging date (provided by The Pensions Regulator), though there is an option to postpone auto enrolment for up to three months.

• Employers must write to all employees to tell them how they’ve been affected, this includes employees who join the company after the initial staging date.

Welplan Pensions is a Master Trust multi-employer scheme, which meets all the conditions set out by the Government for auto enrolment and is registered with the Pensions Regulator. Welplan Pensions has been awarded the Pension Quality Mark (PQM) READY standard in recognition of the scheme’s low charges, clear communications and strong governance.

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Introduction to Welplan’s auto enrolment contributions software

You must assess all your employees for automatic enrolment based on their ages and how much they earn, regardless of how many hours they work for you.

It is assumed that when an employer uses the Welplan contributions software they have already assessed their workforce to determine what ‘types’ of employees they have and whether they need to pay pension contributions for them.

The Pensions Regulator (TPR) has provided detailed guidance for employers on their pensions duties. The guidance notes can be found at:

http://www.thepensionsregulator.gov.uk/doc-library/automatic-enrolment-detailed-guidance.aspx

We suggest that, in addition, you refer to Managing a scheme which provides guidance and resources to help employers understand their role in running a good quality pension scheme.

http://www.thepensionsregulator.gov.uk/employers/managing-a-scheme.aspx

Preparing to use Welplan’s auto enrolment contributions software

To save you time and effort, Welplan’s contributions software has been designed to accept a file exported direct from your payrol system.

You complete Real Time Information for PAYE when you run your payroll. Your Pension Contribution data can be supplied to Welplan Pensions in a similar manner.

You will have been provided with a template of the information required and the format in which it is required. A further copy of this template is set out in Appendix B.

Your payroll provider will help you set up the contributions report to be uploaded to Welplan’s website.

If you have a small, static payroll, you may wish to use an excel spreadsheet. You may find an excel version of this template ‘Contributions template for submissions v2’ at www.welplan.co.uk/downloads/auto-enrolment-communication-templates

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Data requirements for Welplan’s auto enrolment contributions software

Welplan’s Data Template (Appendix A) sets out the requirements for Welplan’s auto enrolment contributions software. It is laid out in a horizontal format for ease of understanding.

Data items which are compulsory are specified on the template, which should be provided in a csv file.

Your IT department or payroll provider should be able to assist you with setting up your system to produce this report automatically when you run your payroll.

Please note that negative values will be ignored and the total of the positive values is what will be taken by direct debit, i.e. what should be paid to the scheme.

We have provided a describtion on data requirements for auto enrolment contributions in Appendix A. This explains why we need each piece of data or information.

Please note that if a member opts out, then their contributions must still be sent to Welplan and we will refund them to you, please do not deduct (“net off”) their contributions from your next schedule/payment.

How to access and use Welplan’s auto enrolment contributions software

• If you have not used our on-line registration system, then Welplan will create a user account for you and provide you with a temporary password.

• You will log on to the site using this account.

• Please now follow the instructions in Appendix C Processing files on Welplan AE System.

If you need any help with the process, please contact us on:

Freephone 0800 195 8080

Or email: [email protected]

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Welplan auto enrolment software – User Guide – Contributions V.4

Appendix A Data Template for auto enrolment Pension Contributions

Field

number

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46

Field Name

Company Employee Reference

Job Title Surname Title Name1 Name2 Name3 National Insurance No Sex Date of Birth Marital Status Date Joined

CompanyDate Automatic Enrolment Date

Date Joined Scheme

Date Ceased Employment

Member Residential

Address Line1

Member Residential

Address Line2

Member Residential

Address Line3

Member Residential

Address Line4

Member Residential

Address Line5

Member Residential Postcode

Member Work Address Line1





Member Work Postcode Work Email Address Home Email Address

Member Mobile phone

number

Membership Category

Pay Period Start Date

Pay Period End Date

Contribution Deduction date Tax Period Frequency

Employee Pensionable Pay in RPRP

Employee Gross Pay In

RPRP(Contributions)

Employee Contribution

Amount

Employee Contribution

Rate

Employer Contribution

Amount

Employer Contribution

Rate

Additional Voluntary

Contribution Amount

Additional Voluntary

Contribution Rate

Pensionable Earnings

Basis (Qualifying

Tier)

Welplan Internal

Code

Mandatory / Conditional /

OptionalMandatory Optional Mandatory Mandatory Mandatory Optional Optional Optional Mandatory Mandatory Optional Mandatory Conditional Conditional Conditional Mandatory Optional Optional Optional Optional Mandatory Optional Optional Optional Optional Optional Optional Optional Optional Optional Conditional Mandatory Mandatory Mandatory Mandatory Mandatory Mandatory Optional Mandatory Mandatory Mandatory Mandatory Mandatory Mandatory Mandatory Conditional

Example B12346 Electrician Example Mr Peter John Will KH151628B M 18/06/1965 U 12/04/2010 01/05/2015 01/05/2015 31/08/2015

64 Mansion

House Way

Eamont Bridge

Penrith Cumbria

England CA10 2BX Unit 22

Town Indusrial

Estate Penrith Cumbria England CA10 5BB [email protected]

[email protected] 07684

244659

SAE1 or LEAVE BLANK

01/05/2015 31/05/2015 28/05/2015 5 M 1250.20 1500.26 12.50 1 25.00 2 12.50 1 1 please leave blank

Description

Unique employee

identifier. Must be unique to

that employee, and remain unchanged

during employment.

Could be payroll number,

HR number,RTI number.

This is used as the Primary

identifier of an individual.

This data is critically

important.

Occupation Surname used in correspondence

Employee's Title

Employee's first name in full

(NOT just an initial).

Used in communications, as additional identifier

and for Pension record set up

Must be provided if available

Must be provided if available

Must be provided if

known. NINO is a key field for identification,

and is essential to pensions

data processing.

Must be updated if it

changes or on generation by

HMRC.

M (Male), F (Female),

U (Unknown)

Employees current gender

DD/MM/YYYY

M (Married), S (Single),

U (Unknown),D (Divorced),CL (Common

Law),CP (Civil

Partnership), W, (Widowed),

LS ( Legally Separated),

V (Same Sex Rel/ship)

DD/MM/YYYYDate

commenced employment

DD/MM/YYYY

Date automatically

enrolled (Statutory or Contractual).

This field must be completed if the employee

was automatically

enrolled.

Please note this is not your

staging date.

Either this field, or Date Joined Scheme, must be populated.

Date member joined if not

automatically enrolled.

This field should be populated if the employee

joined the scheme by invitation, or joined during a postponement

period.

Either this field, or Automatic

Enrolment Date, must be

populated.

DD/MM/YYYYDate of leaving Employment.

Must be included when payroll are

aware that an employee is leaving.

Used for triggering leaver

communications.

Must be provided if this exists on your records.

Please do not include commas.

This must be

provided unless

Member Work

Address is to be used.


Please do not include commas







A valid Postcode must be

provided if this exists on your records.

Must be provided unless

Member Work

Postcode is to be used.

Only required if employee is working at remote site where communications via employer is the only

option


option


option


option


option


option

No confidential information will be sent to this address.

Confidential information and correspondence may be sent to

this address.

Please provide if available as it may

assist us if we need to contact the

member

The Member Category is

used to identify which

pension benefits

apply to an employee,

and may be required

here if you have a

number of different

categories on your payroll.

Welplan will advise if you

need to include a Member Category

DD/MM/YYYY The start date of

the period in which the payroll

is run (i.e. the start of the pay period which includes the relevant pay

date for contribution deduction)

DD/MM/YYYYThe end date of

the period in which the payroll

is run (i.e. the end of the pay period which includes the relevant pay

date for contribution deduction)

DD/MM/YYYYThe effective

date when the contribution is deducted from the member.

Used to determine the last date for receipt of pension

contributions.

Needed to meet Pension

Regulator requirements for

monitoring of payments, since payments must

reach us by 19th of the following month, in which deductions were

made. e.g. August's should reach us by 19th

September.

1-52 the tax period of the contribution

deduction eg. Tax month (April =1) or Tax Week

All othershould use the

last week of the pay period.

W (Weekly),2W (Two weekly), 4W (Four weekly),

M (Monthly), 3M (Quarterly),

6M (Bi-annually),

A (Annually)

One letter to show the

frequency of the payroll period

covered by the submission.

Used periodically to

monitor accuracy of

pension contributions

The pay against which the

contributon rate has been used. This is used to

monitor the accuracy of

pension contributions

Gross Pay in the Relevant

Pay Reference Period

Amount of employee's contribution

paid gross. £'s to 2 decimal

places.

Percentage of employee's contribution

(i.e. the percentage of the Employee Pay In RPRP column due),

or £'s to 2 decimal places

(if a fixed amount).

Amount of employer's contribution

paid gross. £'s to 2 decimal

places.

Percentage of employer's

contribution. (i.e. the

percentage of the Employee Pay In RPRP

column due), or £amount to 2 decimal places


Amount of the employee's additional volunatry

contribution paid gross. £'s to 2 decimal

places.

Percentage of employee's additional

contribution (i.e. the

percentage of the Employee Pay In RPRP column due),

or £'s to 2 decimal places


Pensionable Pay Basis must be one of 4 types:

0 = Qualifying Earnings

1 = Certification Level 1 Basic Pay

2 = Certification Level 2

3 = Cetification Level 3

Employers should refer to TPR's Detailed Guidance Notes and decide which basis to use.

Can be provided by Welplan if not known.

Welplan will advise if you need to use this.

Appendix A Data Template for auto enrolment Pensions Contributions

V4 July 2016

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V4 July 2016Welplan auto enrolment software – User Guide – Contributions V.4

Appendix B Further Guidance on data requirements for auto enrolment contributions

Field number Field Name

Mandatory / Conditional /

OptionalDescription Notes Data Format Validation Permitted Values

1 Company Employee Reference Mandatory Unique employee

identifier

Must be unique to that employee, and remain unchanged during employment.Could be payroll number, HR number, RTI number, as long as it is unique.This is used as the Primary identifier of an individual.

String Max 255 Chars Any

2 Job Title Optional String Max 255 Chars

3 Surname Mandatory String Max 255 Chars Any4 Title Mandatory Employee's Title String Max 255 Chars Any

5 Name1 Mandatory Employee's first name in full

Used in communications, as additional identifier and for Pension record set up. Must be in full, not an initial.


6 Name2 OptionalMust be provided if this exists on your records


7 Name3 OptionalMust be provided if this exists on your records


8 National Insurance No Mandatory if known

Must be provided if known.Must be updated if it changes or on generation by HMRC.

NINO is a key field for identification, and is essential to pensions data processing.

String Max 9 CharsA valid NI Number e.g. AA NN NN NN A

9 Sex Mandatory Char Max 1 Char M / F / U10 Date of Birth Mandatory Date dd/MM/YYYY

11 Marital Status Optional String

Common Law : CL Civil Partnership : CP Divorced : DLegally Separated : LS Married : M Not Known : NK Single : SSeparated : SEUnknown : USame Sex Rel’ship : VWidowed : W

12 Date Joined Company Mandatory Date commenced employment Date dd/MM/YYYY

13 Date Automatic Enrolment Date Conditional

Date automatically enrolled (Statutory or Contractual)

This field must be completed if the employee was automatically enrolled.Either this field, or Date Joined Scheme, must be populated.

Date dd/MM/YYYY

14 Date Joined Scheme Conditional

Date member joined if not automatically enrolled

This field should be populated if the employee joined the scheme by invitation, or joined during a postponement period.Either this field, or Automatic Enrolment Date, must be populated.

Date dd/MM/YYYY

15 Date Ceased Employment Conditional Date of leaving Employment

Must be included when payroll are aware that an employee is leaving.Used for triggering leaver commuications.

Date dd/MM/YYYY

16 Member Residential Address Line1 Mandatory String Max 255 Chars

Appendix B Further Guidance on data requirements for auto enrolment contributions

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17 Member Residential Address Line2 Optional

Must be provided if this exists on your records

String Max 255 Chars










21 Member Residential Postcode Mandatory A valid Postcode String Max 7 Chars A valid Postcode

22 Member Work Address Line1 Optional

Only required if employee is working at remote site where communications via employer is the only option


23 Member Work Address Line2 Optional String Max 255 Chars




27 Member Work Postcode Optional String Max 7 Chars A valid Postcode

28 Work Email Address Optional String Max 255 Chars A valid email address

29 Home Email Address Optional String Max 255 Chars A valid email address

30 Member Mobile phone number Optional String Max 255 Chars

31 Membership Category Conditional

Welplan will advise if you need to include a Member Category

The Member Category is used to identify which pension benefits apply to an employee, and may be required here if you have a number of different categories on your payroll.

String Max 10 Chars

32 Pay Period Start Date Mandatory

The start date of the period in which the payroll is run (i.e. the start of the pay period which includes the relevant pay date for contribution deduction)

Date YYYY

33 Pay Period End Date Mandatory

The end date of the period in which the payroll is run (i.e. the end of the pay period which includes the relevant pay date for contribution deduction)

Date

34 Contribution Deduction date Mandatory

The effective date when the contribution is deducted from the member.

Used to determine the last date for receipt of pension contributions. Needed to meet Pension Regulator requirements for monitoring of payments

Date

35 Tax Period MandatoryTax period of the contribution deduction

Int 1 to 52

Monthly 1-12Weekly 1-52, all

others should use the last week of the

pay period.

36 Frequency Mandatory

Frequency of the payroll period covered by the submission

Char Max 2 Char

W = One Week / 2W = Fortnight / 4W = Four weekly / M = One Month / 3M = Quarterly / 6M = Bi-annual / A = Annual

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37 Employee Pensionable Pay in RPRP Mandatory

The pay against which the contributon rate has been used

Used periodically to monitor accuracy of pension contributions

Double Double a figure with max 2 dp

38 Employee Gross Pay In RPRP (Contributions) Optional Gross Pay Double Double a figure with max 2

dp

39 Employee Contribution Amount Mandatory Double Double a figure with max 2

dp

40 Employee Contribution Rate Mandatory Fixed or % ('%' must be defined) 0 to 100

E.g. Fixed = 150 and % = 50% : A percentage is a percentage of the Pay In Period column

41 Employer Contribution Amount Mandatory Double Double a figure with max 2

dp

42 Employer Contribution Rate Mandatory Fixed or % ('%' must be defined) 0 to 100


43 Additional Voluntary Contribution Amount Mandatory Double Double a figure with max 2

dp

44 Additional Voluntary Contribution Rate Mandatory Fixed or % ('%'

must be defined) 0 to 100


45 Pensionable Earnings Basis (Qualifying Tier) Mandatory Int 0 to 3

0 = Qualifying Earnings, 1 = Tier 1, 2 = Tier 2, 3 = Tier 3

46 Welplan Internal Code ConditionalWelplan will advise if you need to use this.


File Format:csv/ExcelDelimiter:Pipe symbol [ | ] not comma

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Appendix C Processing files on Welplan Auto Enrolment System

1 Go to the Welplan website at www.welplan.co.uk

2

Click Login

Then click Login to your account

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3

4

You may not have access to some applications until you have completed other processes e.g you can not load a file until you have a file mapped.

Mapping is simply linking your file to our file. You need to create a file in a specific format and ‘map’ the fields from your company file to those in our data file.

Log into the Welplan system using your

Username (your email address) and Password

Accept cookies

Click Sign in

your name

your company name

your nameyour numberyour email address

Enter your login details, this will take you to your Welcome page. If you manage several companies select

the relevant company from the dropdown box under the settings icon.

The various applications available to you are

shown on the right hand side.

Please check your details, which are

shown on the left hand side.

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You will not be able to load a contributions file until you have mapped a file and your bank has confirmed your account details are valid. If the format of your files is consistent, then you will not need to map further files.

To map a file, copy and save our excel file Contributions Template for Submission file from Employer templates www.welplan.co.uk/downloads/auto-enrolment-communications-templates to your desktop.

Open the file in excel and enable editing. You can now populate this template with your data and save it as your own template. Please delete the sample line of data already on the file and complete the data in all columns for each person you are enrolling. Much of this data will remain unchanged each week/month so you can copy and amend the file once it is set up. There is detailed information in the headers of each column to assist you in what should be input.

Alternatively you can contact your payroll provider who should be able to provide a report direct from your payroll system that can be loaded to our system. Many payroll provider have Welplan Pensions’ template set up already. Welplan’s system also accepts other standard templates which may be pre-loaded onto your payroll system, please contact us if you have pre-loaded templates to check if they are one of the many we accept.

5 To load a Contribution file, click on Go under Contributions Upload.

This will show all the files that have previously been uploaded, with the most recent first.

The Contributions submissions screen shows the dates files were submitted, the File Name, the number of Warnings, the number of Errors and the submission status.

your company name

Please read the guidance notes for more information

An explanation of the submission results information can be found by hovering

over the ‘i’ icon at the end of each line.

If you double-click on the submission date for a file you will be shown

Summary Submission data advising the sum due for that file, the

contributions split and the very latest date that payment could be made without breaching pension

regulations.

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6 Choose the correct file from your own company system (please ensure it is in the correct csv or excel format). Make sure files are uploaded in pay period order (oldest first).

Once the file is uploaded, it will appear white, yellow or red.

If white: the file has no errors or warnings, (the file has been imported)1. Check the figures2. Cancel if you believe you have made an error on the file3. Approve if you are ready to process the data

You must APPROVE the last file before you can add another one.

If yellow: the file has no errors only warnings (the file can be processed with warnings) 1. Click on the number of warnings2. Check the relevance of warnings 3. If warnings are significant and require amendment before approval, click ‘cancel’ file4. Go back to the original file on your company system and amend the file accordingly. 5. Resubmit the file by clicking on ‘Process Contributions File’6. Check the totals7. Approve if you are ready to process the data.

If red: the file has errors and therefore cannot be processed 1. Click on the number of errors to read the error details2. Go back to the original file on your company system and correct the errors. 3. Resubmit the file by clicking on ‘process contributions file’ 4. Check the totals 5. Approve if you are ready to process the data.

Do not approve a file if you do not believe the figures to be correct, please cancel, amend the data and resubmit the file.

To add a new file click on process contributions file

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your company name

your company name

The file status will change from imported to

completed and appear green

When you have submitted all files please go to account and log off

7 Once you approve a file:

Important information Direct Debits for data submitted prior to 15th of the month will be collected from your nominated account around 19th of the month.

Please remember to pay the Total Contributions for the schedule/s you submitted before the Date Payment Due if you pay by BACs.

Support:If you need any help with submitting files, please contact us on:

Freephone 0800 195 8080

Or email: [email protected]

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