Gateway Gateway user guide For payroll bureau and accountants
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1 Gateway Login Gateway user guide For payroll bureau and accountants
2 Contents Assumptions: 3 Introduction: 4 NOW: Pensions Gateway file cycle 4 Important details to look out for: 5 How to use the NOW: Pensions Gateway 6 Logging in 7 Resetting a forgotten password 8 The home page 9 ER codes, pay codes and scheme codes 10 PDF communications and employer information 12 Uploading a file 13 Next pay period, employee actions and null submission 17 Null submission 19 Dealing with errors and warnings 20 Adding a payroll 22 Adding additional users to Gateway 24 Statement of account, Direct Debit and contributions history 25 Gateway user guide for payroll bureaux and accountants 2
3 Assumptions This guide assumes that all schemes being handled are subject to auto enrolment and not definedcontributiononly or voluntary schemes and that the payroll software being used is handling the assessment of workers as per the workplace pension legislation. All screen shots are taken from a Google Chrome browser, which NOW: Pensions highly recommends for use with the NOW: Pensions Gateway. Gateway user guide for payroll bureaux and accountants 3
4 Introduction The NOW: Pensions Gateway provides payroll bureau administrators and accountants with a simple and modern interface to manage pension submissions for multiple employers and payroll groups. It has been designed in consultation with bureaux, accountancy firms and workplace pension experts, focusing on the most efficient way for payroll administrators to help employers meet their auto enrolment obligations, while keeping administrative overheads as low as possible. NOW: Pensions Gateway file cycle Since all of the pension data needed is stored in the payroll system, the NOW: Pensions file cycle is aligned with payroll processing: 1 5 Get the pensions data file from payroll 2 Upload the file to Review Employee actions and update payroll as necessary NOW: Pensions Gateway File Cycle Confirm all details are correct and confirm the import View upload details Get the pensions data file from payroll Once you ve processed your payroll, download your pensions data file which covers the last pay period. Most payroll software providers already have the NOW: Pensions template preloaded, but you may have to contact your payroll provider to assist you in setting this up. It is very important that the data on this file is accurate and complete. 2 Upload the file to Login to following the login instructions provided in the New account created sent after you signed up, and upload the pension data file. 4 Confirm all details are correct and confirm the import If the preview is correct then confirm the import. A notification confirming the import will appear. 5 Review employee actions and update payroll as necessary After importing the file and before the next pay date, employees may take actions that will need updates to their payroll records before the payroll for the next pay period is processed. Employees may have opted out, or opted in to the scheme or put an instruction in to add additional voluntary contributions. 3 View upload details The file is checked for formatting first, and then checked for valid data. If these pass our initial validation you will see a preview of all the employees, their contributions and communication activities that will take place. Gateway user guide for payroll bureaux and accountants 4
5 EM /3 1 Important details to look out for It is very important that pension data you submit is accurate and complete. The retirement outcomes for the employees you are managing depend upon it. Some of the crucial points: Ensuring the correct employer code, pay code and scheme code on the pension data file (For example Sage 50 still does not pull through the pay code into the input file). See below section on how to find this data. Submitting the correct assessment categories for employees e.g. employee showing as noneligible jobholder but earnings and age indicate that they should be an eligible jobholder. Calculating the correct employee contribution amounts in comparison to the percentages shown in the percentage column potentially indicating the payroll software is set to Relief at Source as opposed to Net Pay arrangement, which the NOW: Pensions scheme expects. Ensuring enrolment dates or postponement dates are present. Using the correct Pensionable Earnings basis e.g. employee Scheme 101 showing Basic Pay or Total Pay in the pensionable earnings, where it should be on auto enrolment band earnings. Refer to this link for an explanation of earnings for each of our scheme models Ensuring enrolment dates are present for all enrolled employees, including eligible jobholders out of postponement, opt ins, joiners and reenrolled workers. Ensuring the postponement date is not after the enrol date for an employee. Ensure that contributions are showing only for enrolled employees. Your data files explained For a detailed overview of the file format see the Your files explained document on the help centre: Gateway user guide for payroll bureaux and accountants 5
6 How to use the NOW: Pensions Gateway Please note that NOW: Pensions strongly recommend using Google Chrome to access Gateway.
7 Logging in You will have received an with the subject line New account created with a link to set your password. N.B. you will be informed by as other employers are added to your Gateway account. After clicking the link, set (or change) your password by typing it in twice and clicking CHANGE MY PASSWORD : You can then login using your address and the password you ve just set and click LOG IN : Gateway user guide for payroll bureaux and accountants 7
8 Resetting a forgotten password If you have forgotten your password then just click on the I ve forgotten my password link on the front page of the site, under the LOG IN and Activate my account link: Enter the address for the account you want to reset and click REQUEST A PASSWORD RESET : Then check your . Click on the link, enter your new password twice and click CHANGE MY PASSWORD. You can now login with your new password. Gateway user guide for payroll bureaux and accountants 8
9 The home page As a bureau or accountant user you will see all the employers and their payrolls that you manage on your home page: Home: click this to return to the home page. 2 Notifications: click this to see all the historic notifications you ve received (e.g. notification of successful file imports, opt outs/ins and system notifications). 3 User account settings: click here to change password or logout. 4 Select files: click here to upload pension data files (you can also drag and drop files directly onto this area from your computer explorer window). 5 Search payrolls: If you have more than 10 employer payroll groups, you can this feature to search for any employer name, pay code, ER code or payroll name. 6 Payrolls section: information about all payroll groups, employers, when the next pay period s pensions data file import is due, the null submission option (see below for more details) and the current action taking place on your last imported pension data file. Gateway user guide for payroll bureaux and accountants 9
10 ER Codes, pay codes and scheme codes Before you download the pension data file from your payroll system you ll have to enter the ER code, pay code and scheme codes into your payroll software (if it can hold these values see your payroll software provider documentation for details), or directly onto the pension data file in the relevant columns for each employee. The ER code and pay code are visible in the payroll section, but you ll have to click through to the employer s payrolls page to get the scheme code/s e.g. snippet from a sample pension data file showing four employees with the fields populated: e.g. snippet from a sample pension data file showing four employees with the fields populated: Once in the Employer page on the green bar click Employer settings : Gateway user guide for payroll bureaux and accountants 10
11 Then the Scheme tiers button: On this page you will see all the relevant scheme codes and the employer and employee contribution percentages: Note: The pensionable earnings are defined here in this case Band (sometimes referred to as Qualifying Earnings within payroll software) The percentages are also defined. Sometimes these will be customised so be careful to make sure your payroll software is set up with these values. It is possible for an employer to set up more than one scheme tier, for different groups of employees, you must ensure the employer has informed you which employees should be enrolled in each tier see below. Here is an example of a multitiered scheme code employer: There are scheme codes here: 102, 103 and 104 all on basic earnings. As you can see 104 has custom employer and employee contribution percentages. Gateway user guide for payroll bureaux and accountants 11
12 PDF communications and employer information Back on the employer settings page, just below the scheme tiers button is the PDF communications settings: If using the builtin NOW: Pensions communications function it is very important that the Common mailbox address is populated correctly before you upload a pension data file. This should be an address controlled by the employer since in cases where employee data is supplied with an empty or invalid address then communications will be sent as a PDF to this mailbox instead. It is the responsibility of the employer to print these communications and pass to the employee(s) within the statutory timescales. You should also check that the employer information is correct: Some fields are editable which is indicated by the grey pencil to the right of the entry others are not. If you spot a noneditable field with an error especially the staging date then please contact your Bureau Support Team on Gateway user guide for payroll bureaux and accountants 12
13 Uploading a file Once you ve updated your payroll software, processed the payroll, downloaded the pension data file and checked that required fields are populated you are ready to upload it. There are two ways to upload files on the home page you can click Select Files or drag and drop the file from your computer s file explorer window: (Drag and drop graphic shown) After dropping the file: You can see that the action column now has a greenframed button labelled Check upload results. Gateway user guide for payroll bureaux and accountants 13
14 Alternatively, you can click into the individual payroll which takes you to the employer page: And from this page you can either drag and drop again, or click Select a file : Find the file in your computer s file explorer and choose it to upload: Gateway user guide for payroll bureaux and accountants 14
15 You can then see the file check screen and click on View upload details : Since this file is valid, it will take you through to the initial Upload results page: You can click Continue (or Cancel) to get through to the import preview page. Gateway user guide for payroll bureaux and accountants 15
16 Here you can see the amount of contributions that will be collected by NOW: Pensions, and if you hit the + button on each employee s record, you can view the type of communications that will be sent. If the information is correct, click Confirm import, otherwise Cancel import and start upload again. There is no file recall facility on Gateway so please be 100% sure before you Confirm import. Gateway is designed to help you ensure the data is correct before you import it, as once it is committed to the database it cannot be changed. After confirming the import, you are returned to the home page and a notification appears letting you know it was successful. You can also check what the next pay period is due for a particular payroll by looking in the Next Pay Period column. That completes the process for one payroll. You can upload more than one file at time for different employers if you prefer, or do them per payroll per employer. Gateway user guide for payroll bureaux and accountants 16
17 Next pay period, employee actions and null submission Before you start processing the payroll for the next pay period, you should log into Gateway and check if there have been any employee actions: In the above example an employee has requested to opt out, and another employee has requested to opt in. You are also prompted to Download actions in the Action column associated with that payroll, or you can Download employee action file for a file which contains all employers and their employees and actions for all payrolls. In this case, we click on Download actions and open the eaf.csv (EAF is short for the Employee Action File formerly known as the Generic Output file or GOF): This file can be directly imported into some payroll software systems (check with your payroll provider), otherwise you can use data to manually update the employee records in payroll. In this case there is an opt out date, and opt out indicator for one record and an opt in date and opt in indicator for another. If an employee has opted out within the opt out period (must be before the opt out last day) your payroll software should be updated and automatically calculate any refund due to the employee in the next pay period. See: for a full specification and definition of this file. Once you have updated the payroll with all the employee actions, you can process the payroll and produce the pension data file for the next upload. If you process the employee actions directly from the notifications, you can dismiss the notifications by clicking on I have updated my payroll : Gateway user guide for payroll bureaux and accountants 17
18 Once you have updated the payroll with all the employee actions, you can process the payroll and produce the pension data file for the next upload. If you process the employee actions directly from the notifications, you can dismiss the notifications by clicking on I have updated my payroll : In the above example an employee has requested to opt out, and another employee has requested to opt in. You are also prompted to Download actions in the Action column associated with that payroll, or you can Download employee action file for a file which contains all employers and their employees and actions for all payrolls. In this case, we click on Download actions and open the eaf.csv (EAF is short for the Employee Action File formerly known as the Generic Output file or GOF). This file can be directly imported into some payroll software systems (check with your payroll provider), otherwise you can use data to manually update the employee records in payroll. In this case there is an opt out date, and opt out indicator for one record and an opt in date and opt in indicator for another. If an employee has opted out within the opt out period (must be before the opt out last day) your payroll software should be updated and automatically calculate any refund due to the employee in the next pay period. See: for a full specification and definition of this file. Gateway user guide for payroll bureaux and accountants 18
19 Null submission The Null Submission button is a special action to take only if there are no employee actions, no additional employees, no changes to employee s data, no contributions to submit and no communications to be issued: Clicking on it displays a disclaimer: Note that incorrectly submitting a null submission, could result in failing to meet your auto enrolment obligations under UK Pension Law, so only use this option if you are sure there are no updates needed for the next pay period. Gateway user guide for payroll bureaux and accountants 19
20 Dealing with errors and warnings Data integrity is key to ensuring employees are getting the correct auto enrolment outcomes, contribution amounts are correct and communications are accurate. Gateway is designed to help you ensure the data is correct before you import it, as once it is committed to the database it cannot be changed. There are very clear error messages and warnings, which alert you to exactly what the problems are. Here we ve tried to upload a file that has some errors: Immediately there is a warning showing you there is something wrong with the file. You can either click on Check upload results in the action column, or click on the payroll to go through to the employer payroll page and click View upload results Employer payroll page shown: Gateway user guide for payroll bureaux and accountants 20
21 You will then be taken through to the upload results page so you can view the reasons for the errors: Here you can see that the scheme code in the file does not match any of the scheme codes associated with this employer (see the ER codes, pay codes and scheme codes earlier in this document for the details on this). The correct process is to Cancel and upload a new file. Ideally you would fix this at source in your payroll software, alternatively you can edit the file directly and resubmit. Gateway user guide for payroll bureaux and accountants 21
22 Adding a payroll When the employer needs to add a payroll group you will need to navigate into the employer payroll page. In this case Client ABCD Ltd wants to add another monthly payroll group click on any of the payrolls associated with that employer: And in the green menu, click on Employer settings : Scroll down to the payroll information section and click Add payroll : Enter a display name for the payroll group, it s frequency and click Apply : Gateway user guide for payroll bureaux and accountants 22
23 Since contributions are collected according to payroll group, you will need to download a direct debit form: Save the Direct Debit form to your desktop then it to the employer with the ER code and new pay code created (you can find this on the payroll information page below) The employer should print off the instruction form, complete it (ensuring it is signed and dated correctly) and then they can it directly to NOW: Pensions at directdebit@nowpensions.com. Note that the status is set to Pending you will not be able to upload a pension data file for this new payroll group until the Direct Debit form is received and confirmed by NOW: Pensions. Gateway user guide for payroll bureaux and accountants 23
24 Adding additional users to Gateway As a bureau or accountant administrator you will sometimes want to add additonal users to look after specific employers. There are two types of roles defined: Bureau admins These users have full access to all employers and payrolls, and can create other users. Bureau users These users have access to only the specific employers and cannot create other users. Navigate to bureau users at the top of the menu: Click on Create new user : In this case we will create a bureau user called Bryan Mitchell who only has access to Client ABCD Ltd : The process for creating a bureau admin is the same just select the appropriate bureau role. Gateway user guide for payroll bureaux and accountants 24
25 Statement of account, Direct Debit and contribution history From the employer payroll page you can see all of the contribution based information: Click through on these options to get granular information. Please note that contributions are only collected once employees are out of their opt out window (see Amount reserved for opt outs above). Gateway user guide for payroll bureaux and accountants 25
26 Smarter. Simpler. Better. Information correct as at October 2016 NOW: Pensions is a UK occupational pension plan. Membership is only available through an employer, following satisfactory checks on the employer. This is written as a general guide only. It should not be relied upon as a substitute for specific professional advice. PB /3 NOW: Pensions 2nd Floor 25 Christopher Street London EC2A 2BS Tel: +44 (0) nowpensions.com
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