Automatic Enrolment Control Centre

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Payroll Solutions Whatever Your Needwww.qtac.co.uk0117 935 3500Better way to pay

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How best to automate Automatic Enrolment for your clients By Simon Palmer

Payroll Solutions Whatever Your Needwww.qtac.co.uk0117 935 3500


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7 Steps to Automatic Enrolment (AE)AE so far Common questions and hiccupsHow to Automate the whole AE process through the Auto Enrolment Control CentrePensionsync & APIs Pension Playpen Pension Expert

What we are looking at today


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Automatic enrolment journey

20022004200820052010201120122016

2016 2017SMEs still to auto enrolPensions Commission launchedPensions Act 2004creates The Pensions RegulatorPensions Commission recommends automatic enrolmentPensions Act 2008automatic enrolment established; The Pensions Regulator given role to maximise employer compliance; NEST createdCoalition government reviews automatic enrolmentJuly 2012 - duties apply and first employer enrols staffAmendments to rules8m+ employees automatically enrolled

Payroll Solutions Whatever Your Needwww.qtac.co.uk0117 935 3500Better way to payAuto enrolment means that over the next few years every UK employer must have a pension scheme which satisfies certain qualifying criteria and into which employees can be automatically enrolled if they:

are aged between 22 and State Pension Age earn more than 10,000 per year

work in the UK

Workplace Pensions


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Whether youre a hairdresser, an architect or employ a personal care assistant, if you employ at least one person you are an employer and you have certain legal duties.

Every employer in the UK must put certain staff into a pension scheme and contribute towards it.

AE is the problem that SMEs want taken away from them.

What is an employer?


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Its been very successful

More than 500,000 employers have met their duties

More than 8 million jobholders have been enrolled

Opt outs very low at around 10%

Larger Employers have successfully complied with their triennial re-enrolment dutiestPR have issued a total of 15,000 compliance notices to employers

1306 Fixed Penalty Notices issued in 2016, bringing total issued since 2012 to 2,834.

22,000 againstSwindon Town Football Company Ltdfor failing to meet its duties.

Automatic Enrolment so far

Payroll Solutions Whatever Your Needwww.qtac.co.uk0117 935 3500Better way to payStaging profile

Payroll Solutions Whatever Your Needwww.qtac.co.uk0117 935 3500Better way to paySmall employers (49 workers or less) will have to start automatically enrolling their workers from today to April 2017

New employers (established after April 2012) will have to start automatically enrolling their workers from May 2017 to February 2018

All new employers who employ their 1st worker after Nov 17 will stage immediately Whose left to stage?

Payroll Solutions Whatever Your Needwww.qtac.co.uk0117 935 3500Better way to payLarger Employers have been well prepared and proactive throughout the process

Smaller Employers require more help and advice

Its never too early to research and set up a company Auto Enrolment pension scheme

Running multiple payrolls can be really confusing and time consuming

Talk to your payroll provider about the AE process and discuss the services they provide

Be aware of third party Auto Enrolment specialists - understand what services they are offering

Our Experience So Far

Payroll Solutions Whatever Your Needwww.qtac.co.uk0117 935 3500Better way to pay7 steps to Automatic Enrolment


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Know your staging date when to actKnow your staging date The date that the new law applies to your company is known as yourstaging date.

This date is determined by the size of your largest PAYE scheme as at 1st April 2012. Companies that have PAYE schemes that are shared by multiple employers will have the same staging date in most cases. For multiple companies within one organisation, it is the largest employer that will dictate the staging date and this date will apply to all companies of that PAYE scheme.


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Review your pension arrangementsAssess your workforce Workers who will need to be automatically enrolled in a pension scheme are called eligible jobholders. An eligible jobholder is:

aged between 22 and state pension ageworking or ordinarily working in the UK earning above 10000

In order to work out which employees need to be automatically enroled within the scheme at the outset you will need to be able to assess your employees against this criteria.

You will also need to continually monitor their eligibility which is particularly onerous with employees with more flexible working arrangements or remuneration.


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Communicate the changes to all your workforce Review your pension arrangements If you have an existing pension scheme for your workers, you may wish to consider enrolling all eligible jobholders into this scheme. To do this, your existing scheme will need to qualify as an automatic enrolment scheme see information on qualifying schemes below.

To be a qualifying scheme, minimum contributions must be made or it must provide a minimum rate at which benefits will build up. A scheme suitable for automatic enrolment MUST ALSO NOT:

Impose barriers to joining the scheme, such as probationary periods or age limits for membersRequire staff to make an active choice to join or take other action prior to joiningRequire the provision of extra information in order to stay in the scheme

Where you do not already have a suitable pension scheme in place you will need to arrange for one to be set up into which you can enrol any eligible workers.


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Automatically enrol your eligible jobholdersCommunicate the changes to all your workforce The duty is on you as the employer to provide the right information to the right individual, at the right time

You must inform all your workers in writing about the changes detailing how they are affected by them. This communication must be provided in writing (which can include being sent by email) and must be specific to the individual.


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Know your staging date when to actAutomatically Enrol your eligible jobholders There is a process that you will need to follow in order to make an eligible jobholder a member of an automatic enrolment pension scheme.

Certain information about your eligible jobholders will also need to be supplied to pension scheme managers for example at specific points in the process


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Register with The Pensions Regulator and keep your records Register with The Pensions Regulator and keep records You are required to inform The Pension Regulator how you have fulfilled your new automatic enrolment duties by registering this information online shortly after your staging date. You will also need to maintain specified records about enrolled workers, their status within the scheme, the payment of contributions and the qualifying scheme itself.


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Contribute to your workers pensionsContribute to your workers pensions The minimum contribution rates that an employer must pay into their workers pension scheme will up to April 2019. This is known as phasing. The minimum overall contribution will be 2% rising to 8%.

Phasing will apply to most, though not all, types of pension scheme (your scheme provider will be able to tell you if phasing applies to you).

Contributions need to be sent to Pension Provider with Ees & Ers contribution values


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How we Manage AE @ QtacEducate their clients on AE - a general briefingSupport clients through scheme selectionSet up the pension scheme on behalf of their clientProcess AE each payroll period Create statutory communicationsCreate & communicate data to the pension providerComplete the declaration of compliance with TPR


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Who do I need to automatically enrol?

How do I setup pension deductions in payroll?

Who sends the pension communications?

How much extra time do I need?

Can I automate the process?

How do I manage all my clients together?When the employee opts out, how do I know?

How and when do I do Declaration of compliance?

When and how do I create the pension file?

Payroll Solutions Whatever Your Needwww.qtac.co.uk0117 935 3500Better way to payHow do you take away the complications of Automatic Enrolment?

Payroll Solutions Whatever Your Needwww.qtac.co.uk0117 935 3500Better way to payIntroducing the Automatic Enrolment Control Centre



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New functionality available to all customers with an Automatic Enrolment licence

Designed to enable the user to manage their companies Auto Enrolment duties from a single location.

Review real time situation either pre or post staging

Provides both high level overview detailed in depth analysis

What is the Auto Enrolment Control Centre?


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The Auto Enrolment Control Centre enables the user to Retrieve your company staging datesHelps you choose a pension providerRecords your clients progress both pre and post stagingProvides links to Qtac Knowledge Bank articles when you need themCreates user defined (or statutory) Auto Enrolment lettersSubmits Membership & Contribution Files (seamlessly with compatible pension providers)

What does it do?


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Main Dashboard Screen

Payroll Solutions Whatever Your Needwww.qtac.co.uk0117 935 3500Better way to payGives you an overview of all companies on your payroll, relaying their current status and giving you direct access to functions that will enable you to process your day-to-day Auto Enrolment duties quickly.

Consists of two views; Pre and Post Staging as well as giving you access to a administration (side) panel. You can switch between the two views by clicking Pre-Staging or Post-Staging at the top right of the screen.

AE Control Centre Main Dashboard


Pre Staging


Pre Staging Features Section From the drop down box at the bottom left of the screen, you are able to filter results by section.All Companies Displays all companies in the current Section.View Staged Displays all companies that, as of todays date have staged.View Not Staged Displays all companies that, as of todays date have not yet staged.View Warnings Displays all companies who have warnings. In this view, warnings will relate to Auto Enrolment activities not being completed in time. To ensure that your pre-staging plan is up to date, you should go to the Staging Checklist;


Pre Staging Features Get Staging Date Contacts the Pensions Regulators website to retrieve the Staging Date for companies selected.Edit Pension Opens a form to enable you to edit the default pension of the companies selected.Staging Checklist Opens the Staging Checklist for the current company. It is recommended that this tool is used, as it displays a timeline of events that should be completed in the run-up to staging. Declaration of Compliance Creates a CSV file containing the selected companies. This CSV file can contain multiple companies; the file can then be uploaded on the Pensions Regulator website.

Payroll Solutions Whatever Your Needwww.qtac.co.uk0117 935 3500Better way to payStaging Checklist

The Staging Checklist is designed to ensure that you are prepared for Auto Enrolment in the run-up to Staging.

Checklist activities are provided at key milestone points in the 12 months prior to the companys Staging Date.

The majority of these activities can be checked off of your list by clicking the big tick icon to the right of each activity.

However those activities which can be completed within the checklist form require you to actually complete the task; upon doing so the activity will automatically flag as complete.

Payroll Solutions Whatever Your Needwww.qtac.co.uk0117 935 3500Better way to payPost Staging


Post Staging Features Section From the drop down box at the bottom left of the screen, you are able to filter results by section.All Companies Displays all companies that have passed their staging date.View Submissions Displays all new pension scheme members and contributions that need to be submitted electronically to the companies pension provider. N.B. This only applies to NEST pensions and any scheme that is sent using PensionSyncView Letters Displays all letters that need to be produced due to recent Auto Enrolment activity.Last Synced Displays companies for whom a process should be run to check for any updates that may be held on the pension providers website. This may be an employee opting out or creation of a new member plan number.

Payroll Solutions Whatever Your Needwww.qtac.co.uk0117 935 3500Better way to payPost Staging Features At the bottom left of the screen youll find several action buttons that are associated with the table of results.Send Submissions Submit all new members and contributions to the pension providers of the selected companies.Generate Letters Prints or emails letters for any Auto Enrolment activity that necessitates a letter being produced for the employee.Sync with Provider Downloads any updates from the pension providers website, such as employee opt outs or pension cessations

Payroll Solutions Whatever Your Needwww.qtac.co.uk0117 935 3500Better way to paySide MenuEmployee Letter Templates Enables you to configure Auto Enrolment letters for the payroll, which will be used across all companies. N.B. These letters can be tailored to individual companies should payroll bureau users have clients for whom this is a requirement.Pension Submission History Displays an audit trail of all electronic submissions made to pension providers with a link to the XML file that was sent.

Additional FeaturesSorting The tables displayed in this dashboard can be sorted by clicking on the column headings.Refresh View You may find that, after editing data, the table may need updating. If you do, click this button to refresh the results.Export Results The data displayed in the tables can be exported to CSV file by clicking this button.

Payroll Solutions Whatever Your Needwww.qtac.co.uk0117 935 3500Better way to payNestPensionsyncPension Playpen Some of our partnersWe have these partners to help our customers through the Automatic Enrolment process. Our aim is to simplify the process as much as possible.

Payroll Solutions Whatever Your Needwww.qtac.co.uk0117 935 3500Better way to paySet up a new employer Retrieve current set up details Enrol workers Update contributions Approve for payment Retrieve schedules Retrieve opt- outs Retrieve stopped contributions Retrieve refundsNest API


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Pension Sync will eradicate CSV filesIncrease your efficiency Improve your data security

pensionsync


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Pensionsync


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Increases efficiency - pensionsyncprovides AE data transfer in a similar way to your FPS & EPS submissions; removing the need for constantly logging in to different pension provider sites.No manual input - pensionsyncremoves the need for manually checking and manipulating CSV files.Reduced errors - pensionsyncvalidates your data against the pension providers requirements & fixes common reasons for file failure. Where errors occur, these are fixed in your payroll systemIncreases synchronisation - pensionsynckeeps your system notified of pension scheme changes, opt ins and opt outs with no need for manual data entry.Reduces risk of data loss - Data can only be sent to the correct recipient via highly secure application programme interfaces (APIs) which are fully encrypted at all stages.Protects personal data - pensionsyncsignificantly improves personal data security. pensionsyncremoves the need to use CSV files. CSV files cannot be encrypted or password protected.

How will pensionsyncand APIs save me time?


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Choosing a Pension Pension Expert Knowing the providersHow do they work with your Payroll?What about investments?Will they be here in 20 yearsHow much do they charge?Will members get tax relief?How do I document the decision?Am I giving regulated advice?


Data Analysis - Pension Playpen will analyse your data and quickly match you with workplace pension providers willing to offer you a scheme.

Choose a Pension Report - This report has the background information you need to know to understand workplace pensions.

It also contains all the offers made to you and any extra costs you need to consider before selecting your scheme.

This report is also key to demonstrating to the Regulator and your stakeholders the due diligence you have followed to arrive at your scheme choice.

Provider Scrutiny - First Actuarial have looked at each provider and their products in great detail and this report gives a unique and valuable insight into each of those you have had an offer from. The report is wholly independent and unbiased.

Use Pension PlayPen to select your pension online. Once you have done this your Actuarial Certificate will be available which means you can fully justify your decision to the Regulator and stakeholders. Pension Playpen

Payroll Solutions Whatever Your Needwww.qtac.co.uk0117 935 3500Better way to payFollow our social mediaLook out for our blog postsCheck our Knowledge BankRead our news lettersContact our support team for help: 0117 947 4747 [email protected]

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Automatic Enrolment Control Centre

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