Automatic enrolment preparation tasks
To ensure you are fully prepared for automatic enrolment, you should carry out the following steps before your staging date.
You can complete all of the steps now, or complete some of them and return later as follows:
- Go to the Summary tab, then click Prepare for automatic enrolment.
Alternatively, go to the Pensions tab.
So that you don’t miss out on important communications, you need to tell TPR who’s responsible for automatic enrolment in your company. You can specify a primary and secondary contact.
- Primary contact – This must be the most senior person in your organisation, for example, a CEO or managing director. If you don’t nominate a secondary contact, this person receives all of the letters and emails from TPR.
- Secondary contact – This is the person who’ll manage or implement automatic enrolment, for example, HR or pensions manager. This person receives emails from TPR to help with implementation.
To nominate a contact
- 1. Click the The Pension Regulator website link.
- 2. Complete and submit the form to nominate your contacts.
If your contact changes, it’s your responsibility to update TPR, which you can do via their website.
- 3. Within Sage One Payroll, go back to the Pensions tab and select the Pensions contact nominated check box.
If you haven’t already done so, you should register with TPR within five months of your staging date. There’s also additional information you need to report to them, for example, registration of your pension scheme. For more information, please refer to the reporting and regulatory duties on TPR’s website.
You can notify changes and share information with TPR on their online Exchange service.
Even if you haven’t yet reached your staging date, assessing your workforce in advance gives you the opportunity to predict the costs of automatic enrolment based on the number of employees in each job category. A worker category is assigned to each employee based on their age and earnings.
- Eligible jobholder – will be automatically enrolled onto your default qualifying pension scheme, to which you make employer contributions.
- Non-eligible jobholder – can opt in to a pension scheme. It must be a qualifying scheme and you must make employer contributions.
- Entitled worker – can join a pension scheme if they want to, but it doesn’t have to be a qualifying scheme and you don’t have to make any employer contributions.
To assess your workforce
- 1. Click Assess Workforce.
- 2. Click Printable PDF and print the report from your Internet browser menu.
- 3. Within Sage One Payroll, go back to the Pensions tab and select the Workforce assessed check box.
If you already operate a pension scheme, you need to check that it meets the qualifying criteria for automatic enrolment. If you’re unsure, speak to your pension provider. We can’t advise whether or not a scheme qualifies.
Add a new pension
Sage One currently supports the following three providers:
- NOW: Pensions
- The People’s Pension
If you don’t use one of these pension providers you can set up your own pension scheme. We can’t however recommend a pension scheme or advise if it meets the qualifying criteria.
TPR have lots of useful information to help you find a provider and choose a pension scheme.
Once you decide on a pension scheme provider and work with them to get your scheme up and running, you should follow these steps:
- 1. Under Review pension arrangements, in the Do you have an existing pension scheme? list, click No.
- 2. Click Add a new pension and complete the necessary information.
- 3. Once complete, go back to the Pensions tab and select the Pension scheme qualifies check box.
If you already have a qualifying pension scheme
- 1. Under Review pension arrangements, in the Do you have an existing pension scheme? list, click Yes.
- 2. Click the Confirm link.
The TPR website opens automatically and you can check whether your existing scheme qualifies. If you’re unsure, speak to your pension provider.
- 3. If it does qualify, go back to the Pensions tab within Sage One Payroll and select the Pension scheme qualifies check box.
- 4. Click Add a new pension then Add your own pension and complete the necessary information.
- 5. You can add a new pension scheme deduction to an employee when you process their pay.
Employees who are already members of a qualifying pension scheme are not automatically enrolled into a new pension when you stage, as they are already in a scheme which meets the rules. However, you should still communicate the automatic enrolment changes to your employees.
One of your employer duties is to write to each of your employees about automatic enrolment and what it means to them. If you’ve already set up a pension scheme, you can write to your employees straight away by letter or email to give them some information about automatic enrolment.
You can print or email advance notices at this stage from Sage One Payroll. These aren’t required under legislation, however, they let your employees know about the upcoming payroll changes and what happens next. If you don’t want to send the advance notices, select the Employees informed check box.
To print advance notices of automatic enrolment
- Click Print All and print the documents using your Internet browser options. Alternatively, to print individual letters, locate the employee on the list, then click Print and print their document using your Internet browser options.
To email advance notices of automatic enrolment
- Click Email All, check that the right employees appear then click Send Emails. Alternatively, to email individual employees, locate the employee on the list, then click Email and Send Emails.
If you haven’t previously entered email addresses and passwords for any of your employees, you’re prompted to enter these before you can send them.
TPR also has a variety of templates you can use depending on the scenarios that apply to your employees.
To generate templates to send to your employees from the TPR website
- Click the Generate link and complete the TPR Letter templates for employers wizard.
Once you’ve sent the letters, select the Employees informed check box.