Difference between revisions of "How do I prepare for automatic enrolment?"

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== Summary ==
 
== Summary ==
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The following article explains how to set up Platinum for the new employer duties dictated by The Workplace Pension Reform, known as Automatic Enrolment.
+
Automatic Enrolment began in October 2012. As of February 2018 all new employers should have joined a suitable scheme.
 +
 
 +
This article explains how to enter details of the scheme you have chosen to join to ensure the correct deductions are made from your employees pay.
  
 
== More Information ==
 
== More Information ==
−
See [http://www.thepensionsregulator.gov.uk/employers.aspx information about Automatic Enrolment on The Pensions Regulator website].
+
You must know which pension provider you have chosen to use to comply with Automatic Enrolment.  
−
 
 
−
=== Staging Date ===
 
−
The Staging Date is the date from which your new duties as an employer are set to begin. If you don't already know it, see [http://www.thepensionsregulator.gov.uk/employers/what-is-my-staging-date.aspx What is my staging date?] on The Pensions Regulator website to find out.
 
−
 
 
−
Once you know your Staging Date, you must enter this in Platinum so that it can start aiding your new required business processes.
 
−
 
 
−
* Go to {{PayrollSettings|Company Parameters|Pension Schemes}}.
 
−
* At {{DataPrompt|Automatic Enrolment Staging Date}} enter your Staging Date.
 
−
 
 
−
=== Postponement ===
 
−
Once you have identified your staging date, you will need to decide whether you intend to use postponement at your staging date in respect of one, some or all of your workers. This can be used to delay automatic enrolment, or to align with your other business processes or to the start of a tax period. {{Note|Automatic enrolment is based on HMRC tax period dates, so, for example, if processing the payroll for June then the relevant pay period is from 6th June to 5th July.}}
 
  
−
Do not tell Platinum about postponement details yet though, this is done when you {{Menu|Run Payroll}} for the first time.
+
Speak to your pension advisor, accountant or seek advice from [http://www.thepensionsregulator.gov.uk/employers.aspx The Pensions Regulator]  website.
  
−
=== Identifying Workers ===
+
=== Pension Scheme Details ===
−
You must look at the contractual relationships you have with the people working for you to ensure those who are considered "workers", as far as the Automatic Enrolment regulations are concerned, are correctly identified. Platinum initially marks all employee records as "workers", but for any that this does not apply you can remove this classification.
+
Enter details of your chosen pension scheme. Please see [[How do I setup a Pension Scheme in Platinum?]].
  
−
You must also identify all workers that are already a member of a pension scheme that removes them from the need to be automatically enrolled.
+
=== Classifying Workers ===
 +
You must look at the contractual relationships you have with the people working for you to ensure those who are considered "workers", as far as the Automatic Enrolment regulations are concerned, are correctly identified.  
  
 +
Platinum initially marks all employee records as "workers", but for any that this does not apply you can remove this classification.
 
* Go to {{PayrollMaintenance|Add or Edit Employees}}.
 
* Go to {{PayrollMaintenance|Add or Edit Employees}}.
 
* For all records that are not "workers" according to the Automatic Enrolment regulations, set {{DataPrompt|Auto. enrolled worker}} to {{DataValue|No}}.
 
* For all records that are not "workers" according to the Automatic Enrolment regulations, set {{DataPrompt|Auto. enrolled worker}} to {{DataValue|No}}.
−
* For all workers that are '''already''' a member of a qualifying pension scheme, set {{DataPrompt|Scheme joined date}} to the date that they joined the scheme. {{Tip|It is not necessary for this to be absolutely accurate, as long as it is before your Staging Date indicating that the worker was already a member at that time.}}
 
−
 
−
{{Warning|Do '''not''' enter or change any other employee pension details at this stage, in particular, do '''not''' set {{DataPrompt|Pension scheme}} or {{DataPrompt|Scheme joined date}} (except as indicated above). Platinum will fill in these details automatically as appropriate when the first payroll period on or after your Staging Date is processed, and any manual entry will interfere with the automatic process.}}
 
  
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=== Initial Assessment of Workforce ===
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=== Existing Scheme Members ===
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You may want to take an initial view of your workforce to determine what preparations you will need to make before your Staging Date. See http://www.thepensionsregulator.gov.uk/employers/know-your-workforce.aspx for guidance.
+
You must also identify all workers that are already a member of a pension scheme.
  
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=== Pension Scheme for Automatic Enrolment ===
+
* For all workers that are '''already''' a member of a qualifying pension scheme, set {{DataPrompt|Scheme joined date}} to the date that they joined the scheme. Do not set this date for new employees not already registered with a scheme.
−
Having completed the initial assessment, you should know whether you are likely to have an automatic enrolment duty from your staging date.
 
  
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If so you will need to select a pension scheme that meets the automatic enrolment and qualifying criteria.
+
{{Tip|It is not necessary for this to be absolutely accurate, as long as it is before your Staging Date indicating that the worker was already a member at that time. }}
  
−
* Go to {{PayrollSettings|Company Parameters|Pension Schemes}}.
+
* If they are a member of the auto enrolment scheme Platinum will automatically set this for you when closing the first payroll period they are included in.
−
* Enter or amend the pension settings for your automatic enrolment scheme. See [[How do I setup a Pension Scheme in Platinum?]]
+
* If they are a member of any other scheme, choose the scheme from the drop down menu.
−
* At {{DataPrompt|Automatic Enrolment Scheme}} enter the number of the pension scheme.
 
  
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=== Getting Information Ready ===
+
=== Reports and Information for Workers ===
 
One of the employer duties is to provide information to workers, irrespective of the category into which those individuals fall. Every employer will have an obligation to provide certain specific information to groups of their workers within prescribed time limits.
 
One of the employer duties is to provide information to workers, irrespective of the category into which those individuals fall. Every employer will have an obligation to provide certain specific information to groups of their workers within prescribed time limits.
  
 
Platinum automatically produces letters containing the information as part of the {{Menu|Run Payroll}}. It comes with some basic letters already set up but you should customise them with information specific to your business and chosen Automatic Enrolment Scheme.
 
Platinum automatically produces letters containing the information as part of the {{Menu|Run Payroll}}. It comes with some basic letters already set up but you should customise them with information specific to your business and chosen Automatic Enrolment Scheme.
  
−
* Go to {{PayrollSettings|Report Details|Configurable Reports}}.
+
Please see [[How do I Edit my Auto Enrolment Letters?]] and [[How do I Add Pension Company Details to my Pension Letters?]].
−
* Amend the "Info" reports as needed.
 
  
 
Platinum can also produce a report listing information to give to the pension scheme about eligible jobholders.
 
Platinum can also produce a report listing information to give to the pension scheme about eligible jobholders.
  
 
* Go to {{PayrollSettings|Report Details|End of Period}}.
 
* Go to {{PayrollSettings|Report Details|End of Period}}.
−
* Add the {{DataValue|Information to pension scheme}} report to your {{Menu|Run Payroll}} regular reports.
+
* Add the {{DataValue|pRP - Information to pension scheme}} report to your menu.
−
 
+
* Add the {{DataValue|AUT - Pensions Contributions}} report to your menu.
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{{Tip|text=For more detailed information on this, see [[How do I Add Pension Company Details to my Pension Letters?|this]] article.}}
 
  
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=== Automatic Enrolment ===
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== Automatic Enrolment ==
−
Once your system is set up, whenever you process a payroll period through {{Menu|Run Payroll}}, Platinum automatically assesses your workers and enrols them into the pension scheme according to the government rules.
+
Whenever you process a payroll period through {{Menu|Run Payroll}}, Platinum automatically assesses your workers and enrols them into the pension scheme according to the government rules.  
  
 
* {{Menu|Run Payroll}} will show which employees are to be automatically enrolled in the {{DataPrompt|Pension}} column.
 
* {{Menu|Run Payroll}} will show which employees are to be automatically enrolled in the {{DataPrompt|Pension}} column.
−
* You may choose to postpone one or more eligible jobholders using the {{Button|Postponement}} button. You can set the postponement date up to three months after your Staging Date, or up to three months after the point at which they first become an Eligible Jobholder.
+
* It will assign the {{DataPrompt|Auto Enrolment Scheme}} pension scheme to the employee and start making deductions.
−
* {{Menu|Run Payroll}} will produce a report listing information to give to the pension scheme about eligible jobholders, as set up above, when you use {{KeyPress|F6}} to produce your regular reports.
+
* You may choose to postpone an eligible jobholders using the {{Button|Postponement}} button. You can set the postponement date up to three months after the point at which they first become an Eligible Jobholder.
−
* {{Menu|Run Payroll}} will assign the {{DataPrompt|Auto Enrolment Scheme}} pension scheme to the employee and start making deductions.
+
* When closing the payroll period you should run all required reports as usual including the {{DataValue|Pensions Contributions}} report and, the first time an employee is enrolled, the {{DataValue|Information to pension scheme}} report.
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* {{Menu|Run Payroll}} will produce the letters you must give to your employees, as set up above, after everything is final and you close off the period.
 
−
* You the employer must use the information provided to make arrangements to achieve active membership for the eligible jobholders, effective from their automatic enrolment date.
 
  
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=== Opting In and Joining ===
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=== Opting in or out of a scheme ===
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For workers who are not Eligible Jobholders and have been automatically enrolled, they may choose to Opt in or Join, depending on their circumstances. If a worker gives you written notice that they wish to Opt in or Join:
+
Please see [[Opting in or out of a pension scheme]] for further information.
−
 
 
−
* From {{Menu|Run Payroll}}, press {{KeyPress|S-F10}} on the employee.
 
−
* On the {{Menu|Tax, NI and Pension}} tab, enter the date into {{DataPrompt|Notice received date}}.
 
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* Click {{Button|Accept}} and exit.
 
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* When Platinum processes the payroll for that date it will reassess the employee.
 
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* Platinum will then take action depending on their circumstances, from the '''next''' pay period:
 
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** If the worker is a Non-eligible Jobholder then Platinum will automatically Opt-in Enrol them in the same manner as Automatic Enrolment above.
 
−
** If the worker is however an Entitled Worker then you the employer must make arrangements under the scheme rules or policy terms to create active membership of a pension scheme for the entitled worker. The scheme used in this situation does not have to be the automatic enrolment scheme or even a qualifying scheme.
 
−
*** Once set up, from {{Menu|Run Payroll}}, press {{KeyPress|S-F10}} on the employee.
 
−
*** On the {{Menu|Tax, NI and Pension}} tab, enter the date into {{Menu|Non-qualifying scheme}} -> {{DataPrompt|Scheme joining date}}.
 
−
*** Click {{Button|Accept}} and exit.
 
−
 
 
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=== Opting Out and Ceasing Active Membership ===
 
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Before a jobholder can choose to opt out of pension scheme membership, they must:
 
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* have become an active member of the pension scheme under the automatic enrolment or opt-in provisions, and
 
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* have been given the enrolment information from their employer.
 
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After this a worker may wish to opt out. They do this by handing you an Opt Out Notice, usually provided by the pension scheme.
 
−
 
 
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If they do this and you receive a valid opt out notice within the allowed opt out period then: {{Note|title=Note|text=It is important to follow the steps in the following order, in particular: the adjustment for the refund must be added '''before''' the {{DataPrompt|Pension scheme}} is removed from the employee.}}
 
−
* From {{Menu|Run Payroll}}, press {{KeyPress|S-F10}} on the employee.
 
−
* Press {{KeyPress|S-F7}} to run the {{DataValue|Employee Pension Refund}} report to find the amounts of employee and employer contributions paid before opting out.
 
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{{Information|iconsize=0.75|text=Enter {{DataValue|pRF}} in the {{DataPrompt|Report}} box.}}
 
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* Press{{KeyPress|F2}} to run the report, then {{KeyPress|F2}} again to print.
 
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* Press {{KeyPress|F8}} and add an {{Menu|Adjustment}} record to refund the contributions paid before opting out. This is done by entering a date within the current payroll period, a comment of {{DataValue|Pension Refund}} and the figures shown on the {{DataValue|Employee Pension Refund}} report you produced earlier as negative figures in the {{DataPrompt|Company Pension EE}} and {{DataPrompt|ER}} figures.
 
−
 
 
−
{{Note|text=You cannot refund, via the EPS, more than has been deducted in this current tax year. To refund amounts taken in the previous tax year please complete an [https://www.gov.uk/basic-paye-tools Earlier Year Update]. Platinum cannot submit an EYU so please use the service provided by the HMRC website.}}
 
−
 
 
−
* Press {{Button|Esc}} then {{Button|Accept}} and exit the adjustment.
 
−
* On the {{Menu|Tax, NI and Pension}} tab in {{Menu|Employee Properties}}, enter the date into {{DataPrompt|Opt out date}}.
 
−
* Set {{DataPrompt|Pension scheme}} to {{DataValue|No pension}} and clear any pension contribution amounts.
 
−
* Press {{Button|Esc}} then {{Button|Accept}} and exit the employee record.
 
−
If they wish to opt out '''after''' the allowed opt out period then:
 
−
* From {{Menu|Run Payroll}}, press {{KeyPress|S-F10}} on the employee.
 
−
* On the {{Menu|Tax, NI and Pension}} tab, enter the date into {{DataPrompt|Scheme end date}}.
 
−
* Set {{DataPrompt|Pension scheme}} to {{DataValue|No pension}} and clear any pension contribution amounts.
 
−
* Press {{Button|Esc}} then {{Button|Accept}} and exit.
 
  
 
=== Declaration of Compliance (Registration) ===
 
=== Declaration of Compliance (Registration) ===
Line 115: Line 62:
 
See [http://www.thepensionsregulator.gov.uk/employers/automatic-enrolment-registration.aspx Automatic enrolment registration] on The Pensions Regulator website for more information.
 
See [http://www.thepensionsregulator.gov.uk/employers/automatic-enrolment-registration.aspx Automatic enrolment registration] on The Pensions Regulator website for more information.
  
−
=== Re-enrolment ===
+
== Re-enrolment ==
 
Every three years you must put certain staff back into a pension scheme. This is called 're-enrolment'.
 
Every three years you must put certain staff back into a pension scheme. This is called 're-enrolment'.
  
 
Your re-enrolment duties must be carried out approximately three years after your automatic enrolment staging date (and every three years after that). Your duties will vary depending on whether Platinum identifies that you have staff to re-enrol, or whether you have no staff to re-enrol.
 
Your re-enrolment duties must be carried out approximately three years after your automatic enrolment staging date (and every three years after that). Your duties will vary depending on whether Platinum identifies that you have staff to re-enrol, or whether you have no staff to re-enrol.
  
−
Choose your re-enrolment date from within a six-month window, which starts three months before the third anniversary of your automatic enrolment staging date and ends three months after it. When you {{Menu|Run Payroll}} within the six-month window, Platinum asks you to enter your chosen re-enrolment date.
+
{{Tip|text=Your pension provider should contact you when you are nearing the re-enrolment period to ask you to confirm the date to re-enrol.  You must then enter this date within Platinum when prompted to do so.}}
 +
 
 +
* Within {{Menu|Run Payroll}} you will be prompted to enter your re-enrolment date from within a six-month window. This starts three months before the third anniversary of your automatic enrolment staging date and ends three months after it.  
  
 
Once your re-enrolment date has been entered and you {{Menu|Run Payroll}} for the first period that covers it, Platinum automatically assesses your workers and re-enrols them into the pension scheme according to the government rules.
 
Once your re-enrolment date has been entered and you {{Menu|Run Payroll}} for the first period that covers it, Platinum automatically assesses your workers and re-enrols them into the pension scheme according to the government rules.
  
−
* {{Menu|Run Payroll}} will show which employees are to be automatically re-enrolled in the {{DataPrompt|Pension}} column.
+
* You will see which employees are to be automatically re-enrolled in the {{DataPrompt|Pension}} column.
−
* {{Menu|Run Payroll}} will produce a report listing information to give to the pension scheme about eligible jobholders, as set up above, when you use {{KeyPress|F6}} to produce your regular reports.
+
* The {{DataPrompt|Auto Enrolment Scheme}} will be assigned to the relevant employees and pension deductions will be made.
−
* {{Menu|Run Payroll}} will re-assign the {{DataPrompt|Auto Enrolment Scheme}} pension scheme to the employee and start making deductions.
+
* At the end of the period the {{DataValue|Information to pension scheme}} report will provide information to give to the pension scheme about eligible jobholders.
−
* {{Menu|Run Payroll}} will produce the letters you must give to your employees after everything is final and you close off the period.
+
* Once the period has been closed the relevant letters will be printed.  
−
* You the employer must use the information provided to make arrangements to achieve active membership for the eligible jobholders re-enrolling, effective from their automatic re-enrolment date.
+
* You must ensure the correct information is displayed and conveyed to your pension provider.
 +
 
 +
{{Information|text=If any employees then choose to opt out of the scheme please see [[Opting in or out of a pension scheme]] for further information.}}
  
 
=== Re-declaration of Compliance ===
 
=== Re-declaration of Compliance ===

Revision as of 09:39, 20 May 2019

Summary

Automatic Enrolment began in October 2012. As of February 2018 all new employers should have joined a suitable scheme.

This article explains how to enter details of the scheme you have chosen to join to ensure the correct deductions are made from your employees pay.

More Information

You must know which pension provider you have chosen to use to comply with Automatic Enrolment.

Speak to your pension advisor, accountant or seek advice from The Pensions Regulator website.

Pension Scheme Details

Enter details of your chosen pension scheme. Please see How do I setup a Pension Scheme in Platinum?.

Classifying Workers

You must look at the contractual relationships you have with the people working for you to ensure those who are considered "workers", as far as the Automatic Enrolment regulations are concerned, are correctly identified.

Platinum initially marks all employee records as "workers", but for any that this does not apply you can remove this classification.

  • Go to " Payroll Maintenance Options Add or Edit Employees".
  • For all records that are not "workers" according to the Automatic Enrolment regulations, set "Auto. enrolled worker" to 'No'.

Existing Scheme Members

You must also identify all workers that are already a member of a pension scheme.

  • For all workers that are already a member of a qualifying pension scheme, set "Scheme joined date" to the date that they joined the scheme. Do not set this date for new employees not already registered with a scheme.
It is not necessary for this to be absolutely accurate, as long as it is before your Staging Date indicating that the worker was already a member at that time.
  • If they are a member of the auto enrolment scheme Platinum will automatically set this for you when closing the first payroll period they are included in.
  • If they are a member of any other scheme, choose the scheme from the drop down menu.

Reports and Information for Workers

One of the employer duties is to provide information to workers, irrespective of the category into which those individuals fall. Every employer will have an obligation to provide certain specific information to groups of their workers within prescribed time limits.

Platinum automatically produces letters containing the information as part of the " Run Payroll". It comes with some basic letters already set up but you should customise them with information specific to your business and chosen Automatic Enrolment Scheme.

Please see How do I Edit my Auto Enrolment Letters? and How do I Add Pension Company Details to my Pension Letters?.

Platinum can also produce a report listing information to give to the pension scheme about eligible jobholders.

  • Go to " Payroll Maintenance Options Payroll Settings Report Details End of Period".
  • Add the 'pRP - Information to pension scheme' report to your menu.
  • Add the 'AUT - Pensions Contributions' report to your menu.

Automatic Enrolment

Whenever you process a payroll period through " Run Payroll", Platinum automatically assesses your workers and enrols them into the pension scheme according to the government rules.

  • " Run Payroll" will show which employees are to be automatically enrolled in the "Pension" column.
  • It will assign the "Auto Enrolment Scheme" pension scheme to the employee and start making deductions.
  • You may choose to postpone an eligible jobholders using the [Postponement] button. You can set the postponement date up to three months after the point at which they first become an Eligible Jobholder.
  • When closing the payroll period you should run all required reports as usual including the 'Pensions Contributions' report and, the first time an employee is enrolled, the 'Information to pension scheme' report.

Opting in or out of a scheme

Please see Opting in or out of a pension scheme for further information.

Declaration of Compliance (Registration)

Automatic enrolment declaration of compliance (previously called "registration") is the legal requirement to submit information to the regulator about how you've complied with your employer duties. Platinum can help provide some of the information you will need.

When you are ready to submit your registration information:

  • Go to " Payroll Procedures/Reports Payroll Report Generator".
  • Run the 'Pension Declaration Info' report.

See Automatic enrolment registration on The Pensions Regulator website for more information.

Re-enrolment

Every three years you must put certain staff back into a pension scheme. This is called 're-enrolment'.

Your re-enrolment duties must be carried out approximately three years after your automatic enrolment staging date (and every three years after that). Your duties will vary depending on whether Platinum identifies that you have staff to re-enrol, or whether you have no staff to re-enrol.

Your pension provider should contact you when you are nearing the re-enrolment period to ask you to confirm the date to re-enrol. You must then enter this date within Platinum when prompted to do so.
  • Within " Run Payroll" you will be prompted to enter your re-enrolment date from within a six-month window. This starts three months before the third anniversary of your automatic enrolment staging date and ends three months after it.

Once your re-enrolment date has been entered and you " Run Payroll" for the first period that covers it, Platinum automatically assesses your workers and re-enrols them into the pension scheme according to the government rules.

  • You will see which employees are to be automatically re-enrolled in the "Pension" column.
  • The "Auto Enrolment Scheme" will be assigned to the relevant employees and pension deductions will be made.
  • At the end of the period the 'Information to pension scheme' report will provide information to give to the pension scheme about eligible jobholders.
  • Once the period has been closed the relevant letters will be printed.
  • You must ensure the correct information is displayed and conveyed to your pension provider.
If any employees then choose to opt out of the scheme please see Opting in or out of a pension scheme for further information.

Re-declaration of Compliance

Re-declaration of compliance is the legal requirement to submit information to the regulator about how you've complied with your employer duties. Platinum can help provide some of the information you will need.

When you are ready to submit your re-declaration information:

  • Go to " Payroll Procedures/Reports Payroll Report Generator".
  • Run the 'Pension Re-declaration Info' report.
  • Enter the date that you are submitting your re-declaration of compliance (just press <Enter> to use todays date.)

See Complete your re-declaration of compliance on The Pensions Regulator website for more information.

See also


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