Managing Pensions in Sage One Payroll

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1 Managing Pensions in Sage One Payroll 1

2 Contents Introduction Introduction... 3 Setting the Staging Date... 4 Preparation Steps... 6 Reaching Your Staging Date To postpone all employees from your staging date Processing a Pay Run Opt in/join Opt out/leave Recording Payment to the Pension Provider Reporting What is Auto Enrolment? UK employers have to automatically enroll their staff into a workplace pension and make contributions if they meet certain criteria. The law on workplace pensions has now changed and every employer must comply. Automatic enrolment law is already in force for large employers, with smaller employers following over the next six years. Each employer gets a staging date based on the age and size of their business. Pension Facts Workplace pension reform is better known as Automatic Enrolment UK Employers must enrol their workforce into a workplace pension scheme Pension Act 2008 introduced measures to encourage greater private savings People are living longer and they have to sustain a longer retirement This law came into effect in October 2012 and all employers will have enrolled their workers by February 2018 The employer will deduct a pension contribution on behalf of the jobholder Employers will also contribute to the scheme What does the process involve? 1. Know your staging date 2. Assess your workforce 3. Review your pension arrangements 4. Communicate the changes to your workers 5. Automatically enrol eligible jobholders Only 33% of work employees are in a workplace pension 7 million people are saving too little or not all 6. Register with The Pensions Regulator and keep records 7. Contribute to workers pensions 2 3

3 Managing Pensions Setting the Staging Date lick on the Summary tab and you ll see a box in which to enter in the staging date C of your business. Enter the correct date (set by The Pensions Regulator) and select Set Staging Date. A countdown will begin showing the days and months left until auto enrolment comes into force for your business. You can amend the staging date by clicking the Amend Staging Date button. 4 5

4 Preparation Steps In Sage One Payroll there are four steps to prepare for auto enrolment: Inform The Pensions Regulator of your pensions contact Assess your workforce Set up a qualifying pension scheme Communicate automatic enrolment changes to employees Click the Prepare for automatic enrolment button to get started. 1. Nominate pensions contact Under automatic enrolment legislation, the employer must nominate a pensions contact for correspondence from The Pensions Regulator. They are required to complete and submit the nomination form that can be found on The Pensions Regulator website: nominate.aspx Once the form is completed and submitted you can tick the box in the Auto Enrolment Preparation section: This will also put a tick in the box on the summary screen to confirm you have completed that step: 6 7

5 Preparation Steps cont. 2. Assess Your Workforce To identify the impact of the new pension legislation on your workers, they need to be assessed. In the Auto Enrolment Preparation area, click the Assess Workforce button You will now see a list of your employees that have been included in a pay run: Sage One looks back at the employees last pay run to determine what category is displayed when assessing your employees. Employers have an on-going responsibility to monitor new starters from their first day of employment, monitor workers turning 22 years old and monitor non eligible job holders and entitled workers. Once you are happy you have assessed your workforce you can click the Workforce assessed tick box. The workforce is placed into three categories to establish which duties the employer has towards its workers: Sage One uses the following criteria to work out what category an employee should come under: 3. Review Pension Arrangements Any pension scheme must pass certain qualifying criteria to meet automatic enrolment requirements. The employer must now set up a qualifying pension scheme for automatic enrolment if there isn t already one in place. If the employer has a pension scheme already in place, they need to select Yes from the drop down box. If the current pension scheme meets the qualifying criteria, simply click the Pension Scheme Qualifies tick box. 8 9

6 Preparation Steps cont. Sage is unable to arrange pensions or put you in touch with pension providers as these are regulated investments. Sage s reporting works on the basis that you have independently established a pension scheme with these providers. Sage does not endorse, promote or recommend any pension providers or products. 4. Communicate Auto Enrolment changes to your employees All employers are obliged to inform their employees of how automatic enrolment will impact them. If there isn t a pension scheme in place, select No from the drop down box. When you select No, a list of links to pension websites are displayed. Please note: Sage is not promoting these particular pension providers; we are simply making you aware of a selection of the providers currently available. You are not obliged to choose a provider displayed in the list. Select Add a new pension. This will take you to the Manage Pensions screen; this can also be accessed by clicking the Pensions button along the top. Generate takes you to The letter template tool helps you to find the right templates to enable you to write to your workers. Many of the templates tailor information to help workers understand what the changes specifically mean for them. Print All/ All allows you to print out or advance notices of Auto Enrolment to your workforce. Once you ve communicated the pensions changes to employees, the Employees informed tick box can be selected. From here, select one of the pension providers in the list or add your own pension scheme. Please note: Each pension scheme requires slightly different details, if you have any queries about this information, please contact your pension provider

7 Managing Pensions Reaching Your Staging Date When you reach your staging date, the software will alert you from within the Summary screen: To give you some flexibility and additional time to prepare for automatic enrolment, you can choose to postpone all employees from your staging date. You can do this quickly and easily in Sage One Payroll when you reach your staging date. If you decide to postpone your staging date, you can do this for up to a maximum of three months. After this time, you must begin assessing your employees for automatic enrolment each time you pay them. For example, if your staging date is 1 May, you can postpone your staging date up to 1 August. When you postpone, you must write to your employees within six seeks from the date the postponement starts. You can either the employees or download PDF letters to post to them

8 To postpone all employees from your staging date When you access Sage One Payroll after reaching your staging date, a message appears asking if you want to postpone your staging date. When you reach your staging date, the message in the Auto Enrolment / Pensions box on the Summary screen changes to: 1. Select Postpone Auto Enrolment. 2. Enter the date you want to postpone up to and select Postpone. Now, when you click into the Pensions tab, the screen no longer displays the preparation check list you are now able to see the pensions you ve set up. You re now able to edit them and create new ones if necessary. 3. You will then be required to notify employees of the postponement and advise them how it will impact them. To send the postponement notice by , select Notifications > Send s. To send the postponement notice by post, select PDF Notifications > print the letters using the options on your browser

9 To postpone all employees from your staging date cont. At the bottom of the page you ll see a section called Correspondences. This area keeps a correspondence log for you, to let you see what official communications have been sent, and which still need sending. The software also keeps a historical audit trail of employee communications. Entitled worker An 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. Non-eligible jobholder A non-eligible jobholder can opt in to a pension scheme. It must be a qualifying scheme and you must make employer contributions. Eligible jobholder An eligible jobholder is automatically enrolled onto your default qualifying pension scheme, to which you make employer contributions. A message at the top of their Edit Pay screen explains that they ve been enrolled, however you can use the Manage Enrolment options to postpone them, amend their contributions or process any opt out or leave requests. Processing a Pay Run Once you ve reached your staging date for automatic enrolment, you must assess your employees every pay period. Sage One Payroll does this automatically for you, determining what type of worker each employee is. Any eligible jobholders are automatically enrolled into your default qualifying pension scheme and you can manage their enrolment. Sage One Payroll automatically assesses your employees and categorises them as entitled worker, non-eligible jobholder or eligible jobholder. Depending on their status, they re automatically enrolled, or they have the option to opt in or join. When you process your first pay run on or after your staging date, the Edit Pay screen > Deductions section displays the status of each employee

10 Opt in/join Opt out/leave Sage One Payroll takes away the burden of your automatic enrolment duties; however you still have the flexibility to manage your employees enrolment. For example, you can easily process opt in or join requests, opt out or leave requests and change the pension scheme contributions an employee makes. Opt in requests apply to non-eligible jobholders. To process an Opt in request: 1. From the Edit Pay screen, next to Pension Assessment select Opt in. 2. Enter the required information. 3. You now need to send your employee the relevant information to tell them they ve been opted into a pension scheme. To do this, print the Opt in letter template from The Pension Regulator s website. 4. Select Opt in. The Edit Pay screen now displays that the employee is non-eligible and an opt in request has been received. To opt out, an employee must send you an opt out notice within their opt out period. This is one calendar month from the later date of when the employee becomes an active member of their pension scheme or when they re given written confirmation of their automatic enrolment. If they don t provide the notice within this period, they re classed as leaving the scheme instead. Sage One Payroll determines what category of worker the employee is and whether they re within their opt out period, if applicable. Jobholders who choose to opt out of a qualifying scheme within the opt out period are entitled to a refund of any contributions already made. Entitled workers who join a scheme, and then choose to leave, are only entitled to a refund if the pension scheme rules allow. Sage One Payroll doesn t generate a refund for these workers, instead the refund comes directly from the pension provider. Join requests apply to entitled workers. They can join a pension scheme but it doesn t have to be a qualifying scheme and you don t have to make any employer contributions. To process a Join request: 1. From the Edit Pay screen, next to Pension Assessment select Join. 2. Enter the required information. 3. Select Join. The Edit Pay screen now displays that the employee is entitled and a join request has been received

11 Recording Payment to the Pension Provider Reporting Tip: Before using this option, you need to have completed all processing within the pension reference period, which is normally the tax month. To help you keep track of your pension payments, and help you upload the correct values to your provider portal, you can check each monthly value payable to your pension provider using our pension contributions report. If you have Sage One Accounts, the Record Payment process posts the payment across to reduce your company bank account and pensions liability. 1. From the Pensions tab and for the plan you want to see information for, select Review contributions & record payments. 2. Choose the pension reference period you want to record your payment for, then select View detailed contributions. Tip: You can use the values from this report to upload to your pension provider s portal. 3. If required, amend the amount to pay. Enter your payment date and a reference or cheque number, then select Record Payment. We can now take a look at the pension reports available in Sage One Payroll. First, we have the pension contributions report. You need to report information to your pension provider each time you deduct pension contributions from your employees. You can use the Employee Pension Contributions report to see detailed contribution values for a specific pay period for each pension scheme. 1. From the Completed Pay Run screen, select Pension Reports then View pension contributions for this pay period. 2. To print the report, select Download Report > Open and use the Adobe Acrobat print option. You can also view the information for a whole pension reference period within Pensions > Review contributions & record payments > choose the required period > View detailed contributions. Tip: You are also able to view your year-to-date pension contributions from within the Pensions tab. Now, click into the Employees tab and select one of your employees. You ll notice a new tab here Workplace Pensions. Within this new tab you will see the status and category of the employee. When you start processing pay runs you will notice that the historical pension information gets stored here

12 Should you require any further assistance please contact your Accountant Sage (UK) Limited North Park Newcastle upon Tyne NE13 9AA Sage (UK) Limited 2015 registered in England No /

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