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1|13
www.welplan.co.uk
0800 195 8080
Welplan Pensions
Old Mansion House,
Eamont Bridge, Penrith,
Cumbria, CA10 2BX
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
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page 5
page 6
page 9
2|13
www.welplan.co.uk
0800 195 8080
Welplan Pensions
Old Mansion House,
Eamont Bridge, Penrith,
Cumbria, CA10 2BX
V4 July 2016
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.
3|13
www.welplan.co.uk
0800 195 8080
Welplan Pensions
Old Mansion House,
Eamont Bridge, Penrith,
Cumbria, CA10 2BX
V4 July 2016
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
4|13
www.welplan.co.uk
0800 195 8080
Welplan Pensions
Old Mansion House,
Eamont Bridge, Penrith,
Cumbria, CA10 2BX
V4 July 2016
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]
5|13V4 July 2016
www.welplan.co.uk
0800 195 8080
Welplan Pensions
Old Mansion House,
Eamont Bridge, Penrith,
Cumbria, CA10 2BX
V4 July 2016
Welplan auto enrolment software – User Guide – Contributions V.4 Page 5
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 Address Line2
Member Work Address Line3
Member Work Address Line4
Member Work Address Line5
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.
Must be provided if this exists on your records.
Please do not include commas
Must be provided if this exists on your records.
Please do not include commas
Must be provided if this exists on your records.
Please do not include commas
Must be provided if this exists on your records.
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
Only required if employee is working at remote site where communications via employer is the only
option
Only required if employee is working at remote site where communications via employer is the only
option
Only required if employee is working at remote site where communications via employer is the only
option
Only required if employee is working at remote site where communications via employer is the only
option
Only required if employee is working at remote site where communications via employer is the only
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
(if a fixed amount).
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
(if a fixed amount).
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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0800 195 8080
Welplan Pensions
Old Mansion House,
Eamont Bridge, Penrith,
Cumbria, CA10 2BX
V4 July 2016Welplan auto enrolment software – User Guide – Contributions V.4 Page 6
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.
String Max 255 Chars Any
6 Name2 OptionalMust be provided if this exists on your records
String Max 255 Chars Any
7 Name3 OptionalMust be provided if this exists on your records
String Max 255 Chars Any
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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0800 195 8080
Welplan Pensions
Old Mansion House,
Eamont Bridge, Penrith,
Cumbria, CA10 2BX
V4 July 2016Welplan auto enrolment software – User Guide – Contributions V.4 Page 7
17 Member Residential Address Line2 Optional
Must be provided if this exists on your records
String Max 255 Chars
18 Member Residential Address Line3 Optional
Must be provided if this exists on your records
String Max 255 Chars
19 Member Residential Address Line4 Optional
Must be provided if this exists on your records
String Max 255 Chars
20 Member Residential Address Line5 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
String Max 255 Chars
23 Member Work Address Line2 Optional String Max 255 Chars
24 Member Work Address Line3 Optional String Max 255 Chars
25 Member Work Address Line4 Optional String Max 255 Chars
26 Member Work Address Line5 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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www.welplan.co.uk
0800 195 8080
Welplan Pensions
Old Mansion House,
Eamont Bridge, Penrith,
Cumbria, CA10 2BX
V4 July 2016Welplan auto enrolment software – User Guide – Contributions V.4 Page 8
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
E.g. Fixed = 150 and % = 50% : A percentage is a percentage of the Pay In Period column
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
E.g. Fixed = 150 and % = 50% : A percentage is a percentage of the Pay In Period column
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.
String Max 255 Chars
File Format:csv/ExcelDelimiter:Pipe symbol [ | ] not comma
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Welplan Pensions
Old Mansion House,
Eamont Bridge, Penrith,
Cumbria, CA10 2BX
V4 July 2016
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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0800 195 8080
Welplan Pensions
Old Mansion House,
Eamont Bridge, Penrith,
Cumbria, CA10 2BX
V4 July 2016
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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Welplan Pensions
Old Mansion House,
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V4 July 2016
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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V4 July 2016
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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V4 July 2016
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]