You can now start to add clients to your portal individually or by using the bulk upload facility

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2 You can now start to add clients to your portal individually or by using the bulk upload facility

3 Only a few basic details are needed to add a client to the portal. See the example below.

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5 The client has now been added and will appear on your home screen as detailed below.

6 After a client has been loaded, you will receive a confirmation . Dear XXXXX, We are pleased to confirm that your client record has been successfully created. You can now issue the introductory communication to your client in order to introduce our service. Please log into your account and advise us by clicking the completed introduction button and when your client has confirmed they are happy to proceed so that we can provide your client with useful information about their auto enrolment timeline and some communications for their employees. If you have any questions or need any assistance, please contact us our Helpdesk Kind regards CPL Auto Enrol Client Services Team

7 Clients can also be added in bulk by uploading a csv file (see below example) When uploading a bulk file, the staging date doesn t need to be included as this will be populated by CPL Auto Enrol on your behalf.

8 To complete a bulk upload, select Bulk Upload Client from the home screen

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10 The new clients are displayed on the Portal. CPL Auto Enrol will populate any missing staging dates using the PAYE reference number. When you have issued the template communication to your clients and they have confirmed they are happy to proceed, you must confirm this by selecting Completed Introduction on the home screen. This will trigger a welcome pack from CPL Auto Enrol which will be ed to your client.

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12 Welcome sent to your client detailing their auto enrolment timeline and asking them to accept our Service Agreement and the Creative Pension Trust Participation Agreement Dear Example You will have recently received a communication from Accountant explaining how they, working with us, will assist you in meeting your auto enrolment obligations. We specialise in making auto enrolment as simple as possible for you. The pension invests with Scottish Widows, one of the UK's most trusted Life, Pensions and Investments brands. Here are the key dates you need to know about: 08/07/2015: we will contact you to set up your direct debit so that we can collect the pension contributions that you will deduct from your employees' wages. 01/08/2015: your staging date, when the auto enrolment legislation applies to you and postponement begins. Your employees can choose to opt in to your pension scheme from this date. November/2015: postponement ends, your employees are assessed and you start to make contributions. You will be contacted every month with confirmation of the pension contributions that will be collected from your bank account. Accountant will ensure your payroll data is supplied to us each payroll period and we will take care of the rest of the 33 tasks involved in complying with auto enrolment for you. You can access information about the scheme and some materials that you can use with your employees by clicking on the links below. You can add your logo to any of these if you wish. Employer's Guide - all the information you need about the Pension Scheme HR policy on auto enrolment - a template HR policy for your employees Auto Enrolment poster - to raise awareness amongst your employees Employee Q&A - to explain auto enrolment to your employees Please review and accept our Service Agreement and the Deed of Participation. These need to be completed by someone authorised to accept our terms and conditions and bind your organisation to the Pension Scheme. This will enable us to set up your account and pension scheme. Please click here to confirm your acceptance. If you have any questions about our solution, please call our helpdesk on Kind regards

13 Clicking on the acceptance link, the client is presented with the following screen

14 Your client also receives a confirmation Dear XXXXX Thank you for choosing CPL Auto Enrol for your auto enrolment solution. We have registered your acceptance of our terms and conditions and will now complete the set up of your account. Kind regards CPL Auto Enrol Client Services Team

15 You can now start to complete the client details including the address and information about the payroll by clicking on Client Details on the home screen. This stage must be completed at least six months before your clients staging date. For your information purpose only, CPL Auto Enrol automatically performs Money Laundering checks and we will also submit the Declaration of Compliance to the Pensions Regulator on behalf of your client.

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17 Before each of your clients staging dates, we will request you to upload a test payroll file into our system. To do this click on the Load test payroll button on your home page. This helps us ensure that all of the employee data needed by the pension scheme is available for the first payroll load. When you upload your file, the Portal will check if there s any missing data and provide a spreadsheet with any missing fields that need to be completed.

18 Select the file to upload

19 The below is an example of the data that is required.

20 Select the file and press upload

21 Confirmation of employees loaded is then automatically displayed

22 Eight weeks before the staging date, your client will receive an asking them to set up a direct debit which enables pension scheme contributions to be collected when employees are enrolled into the pension scheme. Dear XXXXX Your staging date is approaching and it's time to set up your direct debit so we can collect your pension contributions. You will need the following information to do this: Your bank account details Your Letter Code - if you are unsure what this is, please click here : Click here to set up your direct debit now. If you have any questions or are having any difficulties, please call our Helpdesk on Kind regards CPL Auto Enrol Client Services Team

23 When they click on the link, they will be asked to enter the TPR letter reference and complete a direct debit mandate. Banking regulations allow this to be completed if they can answer yes to: They hold a UK bank account They are the only person required to authorise debits from the account If they can t answer yes to both of these questions, they must download and complete a mandate which is then sent to CPL Auto Enrol using a Freepost address.

24 If both direct debit questions are answered no, then your client downloads and completes the direct debit mandate.

25 If direct debit questions are answered yes, bank details are requested and your client approves the online mandate.

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27 Your client also receives a confirmation and a Creative Pension Trust Benefit Annex for the pension scheme which is attached (see Appendix A for a sample Benefit Annex) Dear XXXXX We are pleased to confirm that your CPL Auto Enrol account is now set up. Your payroll administrator will start to provide us with your payroll data from your staging date. The first time they provide your payroll data, postponement notices will be produced for all your employees. We will send these directly if we have a working address and will supply you with personalised letters for you to print and give to any employees where we do not hold a working address. If you ever have any communications to print, it is very important that you give these to your employees as quickly as possible to ensure your employees have the full amount of time to read and understand them and call our Helpdesk with any questions. If you expect to be in this position, you should plan ahead to make sure you can provide them on the same day that you receive them. We have also attached an important document to this for you. Your Benefit Annex sets out the terms and conditions on which you participate in the scheme. If you have any questions or need any support, please call our Helpdesk on Kind regards CPL Auto Enrol Client Services Team

28 After you have run and closed the payroll each pay period, you must upload the payroll extract file into the Portal. The file will be reviewed, employees assessed and communications generated to employees automatically. A report will also be produced detailing any changes that you need to make to the payroll before it is next run. The following screen shots detail this complete process.

29 Payroll details can either be uploaded in a csv file or entered manually

30 The above is an example payroll extract file

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32 Select the file to upload

33 A confirmation message is displayed to help you check that the correct file is about to be uploaded

34 Employee details uploaded are then displayed on the screen.

35 The final screen will detail any changes to be made before you close the next payroll (none in this instance as all employees have been postponed).

36 You will also receive an confirming that the payroll file has been uploaded successfully and a report will be attached detailing any changes that need to be made before the payroll is next run. Dear XXXXX We have successfully uploaded and analysed your payroll file. Any changes you need to make before your next payroll run are detailed in the attached report. If there are any changes during the month that need to be reflected in your payroll (such as an employee opting out of the scheme) then these will be displayed on your home page, which is the first screen you will see when you log in to your account. It is important that you log on to your online account and review the dashboard before you close your payroll. If you have any questions or need any assistance, please call our helpdesk on Kind regards CPL Auto Enrol Client Services Team

37 For your information, we have attached an example that would be sent to one of your clients employees following a payroll file upload. Dear XXXXX We have an important message for you regarding your auto enrolment pension. Please read the attached document and if you have any questions or would like to discuss what it means for you, please call our helpdesk on Kind regards CPL Auto Enrol Client Services Team

38 Attached employee postponement notice Dear XXXXX To help people save more for their retirement, the government requires employers to enrol certain workers into a workplace pension scheme. This process is known as automatic enrolment. We have postponed the automatic enrolment process until 31/05/2015, also known as the deferral date. How it will affect you on 31/05/ If you are already in the pension scheme If you meet the criteria to be auto enrolled, as set out in section 2, you will be automatically enrolled into our new workplace pension, the Creative Pension Trust, to ensure that we comply with our auto enrolment responsibilities. If you do not meet the criteria, you will not be auto enrolled into our new workplace pension. I am pleased to confirm the Creative Pension Trust scheme is a qualifying pension scheme, which means it meets or exceeds the government s new standards. A commitment from us If you are under 75, work or usually work in the UK, and earn over 5,824 a year (the amount set by the government for this): We must by law continue to maintain your membership of a scheme that meets certain government standards; And, If your membership of such a scheme ends (and it is not because of something you do or fail to do), we must by law put you into another scheme that meets government standards straightaway. 2. If you are NOT already in our workplace pension scheme on the deferral date, what happens depends on how old you are and how much you are earning on that date. a) If on that date you are aged 22 or over, under State Pension age, work or usually work in the UK, and earn more than 10,000 a year ( 833 a month): We will automatically enrol you into their pension scheme. You don t have to do anything it will happen automatically. We and you will pay into the workplace pension scheme every month; The government will also contribute through tax relief; You have the right to join the scheme before 31/05/2015 if you want to. b) If on that date you are aged under 22 years, or over State Pension age (but under 75), or earn more than 5,824 ( 486 a month) but not more than 10,000 a year ( 833 a month): We will not be automatically enrolling you into the workplace pension scheme. This is because you do not meet the criteria set by the government. However, you do have the right to join the scheme if you want to. Both you and the company would pay into it. c) If on that date you are under age 75 and earn 5,824 or less a year ( 486 or less a

39 month): We will not be automatically enrolling you into our workplace pension scheme. This is because you do not meet the criteria set by the government. However, if you ask us to do so, we will enrol you into a pension scheme. What to do if you want to join a pension scheme now If you want to join a pension scheme now, please call the CPL Auto Enrol Helpdesk on For all requests, please provide your full name, National Insurance number and your employer s company name. Where to go for further information You will be given more information about the pension scheme in due course. It is called the Creative Pension Trust and the investments are managed by Scottish Widows. If you join the pension plan your contributions will be invested for you in a default fund arrangement. You will be able to change to funds you select yourself once you have joined. For any specific or practical assistance you may need, please call the CPL Auto Enrol Helpdesk on More information on pensions and saving for later life can be found at Yours sincerely

40 Regular Processing Post Staging Date The upload process must be repeated by you at the end of each pay period. When employees reach the end of the postponement period, the report ed to you will detail employees that need to have pension contributions set up before the next payroll run. You will need to make the relevant change in your payroll system for these employees. To save you time, you can upload a bulk payroll file including all of your clients. An example bulk upload file is shown below.

41 Appendix A Sample Benefit Annex

42 BENEFIT ANNEX & CONTRIBUTION SCHEDULE This Benefit Annex sets out details of the terms on which you will participate in the Creative Pension Trust. Employer details 1 Employer name Croydon Widgets Ltd 2 Employer principal place of business Orchard House Croydon Surrey CR0 6BA 3 Primary contact for queries about the Scheme Mr Frank Green 4 Primary contact address frank@croydonwidgets.co.uk Scheme Details 5 Joining Date 01/03/ Default retirement age 65 7 Default lifestyling period 15 years The default investment strategy is subject to change at the discretion of the Trustee. Rates of contributions as a percentage of Qualifying Earnings (Pensionable Earnings) Period Member pays (Compulsory Contributions) Employer pays (Compulsory Contributions) To 30 September % 1% 1 October 2017 to 30 September % 2% From 1 October % 3% All Member Contributions are deducted from gross pay before Income Tax is calculated and the rates above are payable as a percentage of the Member s Qualifying Earnings in the relevant pay reference period. For these purposes, pay reference period shall have the meaning under Regulation 5(2)(c) of the Occupational and Personal Pension Schemes (Automatic Enrolment) Regulations 2010.

43 Pensionable Earnings Means Qualifying Earnings Qualifying Earnings Qualifying Earnings (Pensionable Earnings) are defined as any earnings (in each complete pay reference period) between an annual equivalent of 5,824 and 42,385 (for 2015/2016 tax year)(or such other figures as are substituted in section 13 of the Pensions Act 2008) and include: Definition of Qualifying Earnings Fees Salary or wages Overtime Commissions and bonuses Statutory Sick / Maternity / Paternity / Adoption pay Any other elements of pay as defined in Section 13 of the Pensions Act The following fees are payable in respect of the Scheme. The active/deferred member fees detailed may be subject to future increases and would be subject to any Auto Enrolment regulations. Category Active Member Fee (Active Member where contributions in respect of the Member are continuing and are over 5.00 per calendar month) Amount (based from 2015/16 tax year) For workers with Qualifying Earnings (Pensionable Earnings) below the equivalent of 12,228 (2015/2016 tax year) per year. Based on the total Qualifying Earnings (Pensionable Earnings) on which pension contributions are remitted each calendar month: Who pays it, when and how Deducted from Member s Personal Retirement Account monthly per calendar month prior to 1 October per calendar month from 1 October 2017 and prior to 1 October per calendar month from 1 October 2018 For all other workers, 2.00 per calendar month.

44 Deferred Member Fee (Deferred Member where contributions in respect of the Member have ceased) For workers with Qualifying Earnings (Pensionable Earnings) below the equivalent of 12,228 (2015/2016 tax year) per year at date of leaving. Based on the total Qualifying Earnings (Pensionable Earnings) on which pension contributions are remitted for the last complete calendar month. Deducted from Member s Personal Retirement Account monthly. Deferred member fees will only be deducted where the Member s Personal Retirement Account is greater than per calendar month for leavers prior to 1 October per calendar month for leavers from 1 October For all other workers, 1.20 per calendar month. Investment/Administration Management Charge (All Members) 0.40% per year of each Member s Plan Account. Deducted partly: 1) from Member s Personal Retirement Account monthly and; 2) from the Plan assets at an aggregate level by daily deductions before the funds are valued for unit pricing, and notionally allocated at the appropriate rate to each Member s Personal Retirement Account.

45 Due dates for Pension Contributions Due dates for Employer contributions Before the 22 nd day of the month following the month in which the Member s contribution is deducted from the Member s pay. The above is subject in all cases to the requirements of Applicable Law. Due dates for Member contributions Before the 22 nd day of the month following the month in which the Member s contribution is deducted from the member s pay. The above is subject in all cases to the requirements of Applicable Law. Other Contributions payable during Paid Family Leave Member continues to pay Compulsory Contributions (and may pay AVCs) based on Qualifying Earnings (Pensionable Earnings) actually paid to him or her in respect of the period for which the contributions are made. Employer pays contributions based on Member s Qualifying Earnings (Pensionable Earnings) as they would have been had the Member not been on Family Leave. Paid Absence other than Family Leave The Member will pay Compulsory Contributions (and may pay AVCs) based on the Qualifying Earnings (Pensionable Earnings) actually paid to him or her in respect of the period for which the contributions are made. The Employer will pay contributions based on the Qualifying Earnings (Pensionable Earnings) the member is actually receiving. Unpaid Family Leave or Absence Not treated as Pensionable Service unless required by law. The terms of this Benefit Annex can be amended at any time subject to the approval of the Scheme Sponsor and Manager and the Trustees of the Scheme.

46 Creative Pension Trust Schedule of Contributions (the Schedule) for Croydon Widgets (the Employer) 22 February 2015 Status and period of schedule The Employer agrees this schedule with PAN Governance LLP (the Trustee) and CPL Auto Enrol (the Scheme Manager) and in accordance with the Definitive Trust Deed and Rules of the Scheme. The Schedule covers the period from 01/03/2015 until the earlier of the date this Schedule is superseded, the date the last member of the Employer ceases to be a member of the Scheme, the date the Scheme is wound up, or the date the Employer ceases to be a participating employer of the Scheme. Contributions Contributions for active members, excluding any Additional Voluntary Contributions are as follows: - Percentage of Qualifying Earnings (Pensionable Earnings) Employee Employer Total to 30/9/2017 1% 1% 2% 1/10/2017 to 30/9/2018 3% 2% 5% 1/10/2018 onwards 5% 3% 8% The Employer will deduct member contributions from pay in each relevant complete pay reference period and pass them into the control of the Trustee via the Scheme Administrator. The Employer will pay contributions monthly. The contributions for each calendar month will be paid by the Employer to the Scheme Administrator by the 22 nd day of the following month via electronic transfer.