Scheme Management System User guide

Transcription

1 Scheme Management System User guide

2 1. GETTING STARTED accessing the scheme management system 1.2 converting my Excel file to CSV format 2. ADDING EMPLOYEES TO MY PENSION SCHEME 2.1 Options available to adding employees to the scheme 2.2 Adding employees to the scheme file upload or entering details online Adding an employee to the scheme without a National Insurance number 2.4 Amending/deleting data before submitting it to Aviva 2.5 Confirmation message & keeping a copy of your submission 3. MAKING PAYMENTS 3.1 Getting ready to make a payment 3.2 Checking if any employees have opted out of the scheme 3.3 Ways to submit your payment data 3.4 Making a payment by uploading a CSV file 3.5 Making a payment by keying your data online 3.6 An employee in the pension scheme has left the company 3.7 An employee is taking a contribution break 3.8 Validation of payment date & making amendments 3.9 Telling Aviva when a National Insurance number has been received 3.10 Confirmation message & keeping a copy of your submission 4. MESSAGES & NOTIFICATIONS 4.1 Successful payment message 4.2 Viewing payment History 4.3 Action or warning messages when making a payment

3 5. UPDATING YOUR SCHEME MEMBERSHIP 5.1 Adding additional employees to your scheme 5.2 An employee in the pension scheme has left or is leaving the company 5.3 An employee is taking a contribution break 6. OPT OUTS 6.1 Opt out rights for employees 6.2 Opting out online 6.3 Opt out confirmation for employees 6.4 Opt out confirmation for employers 6.5 Opt out refunds 6.6 an employee wants to opt out after the opt out period has ended 7. MANAGING MULTIPLE SCHEMES (BUSINESS ADVISERS & OTHER 3 RD PARTIES) 7.1 Searching for a scheme from the scheme list 8. INFORM AVIVA IF EMPLOYEE SALARIES OR CONTRIBUTION PERCENTAGES HAVE CHANGED 8.1 Update employee earnings by uploading a CSV file 8.2 Update employee earnings online

4 1. Getting started Accessing the scheme management system Go to Enter the username & temporary password that you have received by we ll ask you to change this as soon as you log on. YOUR PASSWORD IS CONFIDENTIAL PLEASE DON T SHARE IT WITH ANYBODY Select Manage your scheme to access the scheme management system

5 1.2 Converting an Excel file into a valid CSV format for upload If you are uploading a file, it must be in csv. format Step 1 open your Excel document and select File from the top left corner Step 2 select Save As from the dropdown list Step 3 select Save as type from the dropdown list Step 4 select CSV (Comma delimited) from the dropdown list and press enter to save in CSV format

6 2. Adding employees to my pension scheme 2.1 Options available to add employees to the scheme You can add employees to your scheme at any time in one of two ways: 1. Entering the details online you can key each employee s data into the system. 2. Uploading data - you can upload your employee s details using a CSV file (which may be easier if you re adding several employees at once). If you want to use an output file from your payroll system or auto-enrolment compliance tool, it must meet these conditions: The column headers must match the headers shown in the Aviva template exactly (words, upper/lower case etc.). You can view the Aviva template by following the instructions below. These should be the only columns in your payment file you ll have to delete any others before uploading the file. If your file doesn t have the right column headers then you can copy and paste your data into the Aviva template: Step 1 select Add scheme members from the actions available Step 2 on the next page, select uploading new member file and download the Aviva csv file template

7 2.2 - Adding employees to the pension scheme file upload or entering details online Step 1 select Add Members from the options available on the home screen Note: if you re uploading a file, it must be in CSV format. To find out how to convert an Excel file to CSV format, please click here please click here Step 2 choose if you d like to enter the details online or upload a csv file (an output file from your payroll or AE compliance tool) Step 3 select Proceed then follow the instructions on screen

8 2.3 Adding an employee to the scheme without a National Insurance number If one of your employees has applied for an NI number but hasn t received it yet, you can still add that person to your scheme. You will need to tell us the NINO as soon as you know it, because we are required to have that information please see below for how to do this. Until you receive it you must provide an Alternative Unique ID which lets us identify the employee when you make a payment. This will make sure payments are applied to the right employee s policy. The Alternative Unique ID could be an employee s payroll reference or staff number, or anything else that s relevant (and easy to remember). Please make sure the Alternative Unique ID is: 1. Unique to that employee 2. Something you won t forget it will be used to identify your employee when you make a payment into their policy. You can enter an Alternative Unique ID in your csv file before uploading it, OR by adding it directly like this:

9 2.4 Amending/deleting new member data before submitting it to Aviva When you re adding employees to your pension scheme, we ll show you an overview of what you ve entered. You can amend this data quickly and easily if you need to. CSV file upload Instruction on screen tells you to click on employee s first name to view and edit the details. If you want to delete a record completely, tick the box next to the member s details and click remove Keying data online

10 2.5 Confirmation message & keeping a copy of your submission Once you ve submitted your new joiner information, you ll see a confirmation message. This means the policies have been set up and you can start making payments if any are due. Please make a note of your submission reference in case you need this later on. IMPORTANT Click on Export file to save a copy of your final submission as an Excel document on your desktop.

11 3. Making payments Regardless of your payroll frequency (weekly, bi-weekly, monthly etc.), Aviva can only accept one payment per employee for any calendar month. If your payroll runs more frequently, then you ll have to add up the contributions and pay them as one monthly payment for each employee. It s up to you which month a payment should fall into. For example, if an employee is paid weekly and has a contribution of 25 per week, then you ll sometimes pay 100 to cover four weeks but other times pay 125 to cover five weeks. You decide which months have four weeks, which have five. We ll accept your monthly payments accordingly. You can send payments for two months or more for an employee (e.g. June and July). These can be submitted at the same time or separately, but there can only ever be one payment per employee for June and one for July. 3.1 Getting ready to make a payment 1. Before running your AE compliance checks or deducting money from payroll, you should check to see if any of your employees have opted out. Find out more here. 2. Complete your Auto-Enrolment compliance checks to see if you have to add any more employees to your scheme, and how much you need to pay for each one. 3. Make sure any employees who are joining the scheme have been added before making a payment. When you select to make a payment, your list of employees that are in the scheme will be displayed for you to check. If somebody is missing from the list, you will need to check whether they ve opted out, left employment or perhaps taken their benefits or transferred their benefits to another policy. It takes about two hours for new scheme members to be shown in your scheme, at which point you can make payments for them. Remember, any employees added to the scheme the same day won t show up in your scheme membership list for about two hours. You ll have to wait until they re visible on your scheme membership list before trying to make a payment for them.

12 3.2 Checking if any employees have opted out of the scheme If you ve added an employee to your scheme, and they ve chosen to opt out within the opt out period, their policy won t be in force and Aviva won t be able to accept payments for them. It s important to check for opt outs before making deductions from your employees salaries and before making any payments to Aviva. Select Messages & Notifications to view any or all of your opt out messages (read or unread)

13 3.3 Ways to submit your payment data You can submit your payment details in one of 2 ways: 1. Upload a CSV file with all the payment data in it 2. Key your payment data online directly into the scheme management system Step 1 select Make Payments on the home screen A list of your existing scheme members will be displayed so you can check your payment file data Step 2 choose either uploading payment file or Entering details online Step 3 select Proceed to begin 3.4 Making a payment by uploading a CSV file If you are using an AE assessment tool or payroll software that produces an output file, you can use this to upload your payment data. Please remember: The column headers must match the headers shown in the Aviva template exactly (words, upper/lower case etc.). These should be the only columns in your payment file you ll need to delete any others before uploading the file. If your file doesn t have the right column headers then you can copy and paste your data into the Aviva template. We can only accept 300 lines at a time. If your payment file contains more than 250 lines, please split this down into two separate files.

14 3.5 Making a payment by keying your data online If you don t have a csv file to upload, or if it s easier to key in the payments directly, select Entering details online to enter them manually. Step 1 tick the box next to each employee for whom you wish to make a payment or tick the box at the top to select them all at the same time Step 2 select the first name of any employee that you ve ticked and enter the payment details on the next page. Step 3 once you ve added all the payment, select proceed.

15 3.6 An employee wants to leave the pension scheme If an employee leaves your employment or just wants to leave the pension scheme, you ll need to let us know so that we don t expect any further payments and can update our policy records. Reflecting a scheme leaver in your csv payment file Enter a 1 in the Reason for partial or non-payment column on your CSV payment file. Payroll Month Name NI number Alternative unique ID Employer regular contribution amount Employee regular deduction Reason for partial or nonpayment Jon Burley AB111111A 1 Employer one off contribution You can add in a contribution at the same time as providing notice that the employee is leaving the pension scheme. Payroll Month Name NI number Alternative unique ID Employer regular contribution amount Employee regular deduction Reason for partial or nonpayment Jon Burley AB111111A Employer one off contribution Employee one off contribution Employee one off contribution Entering reason code 1 tells us that the employee has left the scheme and that there ll be no further pension payments for this employee after this month. If you think a payment may be due the following month, wait until then before entering reason code 1 on your payment file. Reflecting a leaver when keying a payment online Enter a 1 in the Reason for partial or non-payment column on your CSV payment file. Step 1 tick the box next to the employee you wish to mark as a leaver and click on the employee s first name Step 2 select Scheme leaver from the dropdown list in the reason for partial or non-payment column Step 3 select update details

16 3.7 An employee is taking a contribution break If an employee is still working for you but there s a break in contributions for one or more months, you ll need to let us know when sending in your scheme payment data. Then, we won t expect payment and we can update the employee s policy record accordingly. If an employee you have auto-enrolled comes to you wanting to opt out, remember that they need to contact Aviva directly if they are within the opt-out window: information about this is in the letter sent to them when you added them to the scheme. Do not use this file to tell us about people who want to opt out, because this will not trigger a refund. If people who can t opt out want to stop contributions, this is the way to tell Aviva. Reflecting a non-payment in your csv payment file Enter 2 in the Reason for partial or non-payment column on your CSV payment file. (Note if your payroll output file prefills this column with reason code 2, 3, 4 or 5, any of these are acceptable they all do the same thing). Payroll Month You can add a contribution at the same time as providing notice that the employee is taking a contribution break. Payroll Month Name Name NI number Alternative unique ID NI number Alternative unique ID Employer regular contribution amount Employer regular contribution amount Employee regular deduction Employee regular deduction Reason for partial or nonpayment Jon Burley AB111111A 2 Reason for partial or nonpayment Jon Burley AB111111A Employer one off contribution Employer one off contribution Employee one off contribution Employee one off contribution Once you have provided reason code 2-5, your employee s policy will be placed on a contribution break. We won t expect any further payments but you can restart them at any time. To do this simply add the member back on to the payment file in the month they want to start contributing again.

17 3.7 An employee is taking a contribution break (continued) Reflecting a non-payment when keying a payment online Enter a 1 in the Reason for partial or non-payment column on your CSV payment file. Step 1 tick the box next to the employee you wish to mark as a non-payment and click on the employee s first name Step 2 select no payment this month from the dropdown list in the reason for partial or nonpayment column Step 3 select update details

18 3.8 Validation of payment data and making amendments When you upload your CSV file or key your data online, we ll show you what you ve entered. We ll also let you know if there s any data that needs correcting. NB - you can amend any data you ve uploaded or keyed, regardless of whether it s passed the data validation checks. CSV file upload corrections Step 1 check the on-screen message. This will tell you how many members have data that needs correcting. Those with a red cross beside them have errors, those with a green tick are fine. Step 2 As instructed, click on the employee s name to display full payment details and amend the data on screen, then select update at the bottom right hand side of the screen. NOTE - you can only select proceed once all validation errors have been cleared. Step 3 if you have no further changes to make, select proceed to submit the payment data to Aviva NOTE you can only select proceed once all validation errors have been cleared. Online keying corrections - when keying data online, we ll show you validation messages as you key the details into each data field.

19 3.9 Telling Aviva when an employee s National Insurance number has been received You may have added members to your pension scheme before they received a National Insurance (NI) number. If so, it s important to let us know the NI number as quickly as possible so that we can update our records. Providing the NI number in your csv payment file When you make your next payment for this employee after receiving the new NI number, please provide both the Alternative unique ID and the NI number on your CSV payment file. Payroll Month Name NI number Alternative unique ID Employer regular contribution amount Employee regular deduction Reason for partial or nonpayment Employer one off contribution Employee one off contribution Jon Burley AB111111A 12345C Providing the NI number when keying your payment online Step 1 tick the box next to the employee you wish to add a NI number to and click on the employee s first name Step 2 complete the National Insurance number in the NI number field provided and press update details once you ve added your payment or non-payment details You only need to provide both numbers once, the first time you make a payment after the NI number has been received. For subsequent payments, you ll need to provide the NI number as our records will be using that instead of the Alternative Unique ID.

20 3.10 Confirmation message & keeping a copy of your submission Once you ve submitted your payment information, you ll receive a confirmation message confirming that your payment data has been sent to Aviva. Please make a note of your payment reference as you will need this later on. IMPORTANT Click on Export file to save a copy of your final submission as an Excel document on your desktop. YOU LL NEED THIS IF YOU HAVE TO RESUBMIT YOUR PAYMENT FILE FOR ANY REASON.

21 4. Messages & Notifications 4.1 Successful payment message After you ve received your initial confirmation message, your payment data is passed through to Aviva s administration systems. There, it will undergo further validation checks before your payment can be collected by Direct Debit. If your data passes those checks, you ll get a message when you log into the scheme management system. These are displayed under the successful payments in the top right of the home screen. The date and time the validation happened will be shown here This is confirmation that your payment has been successfully uploaded. We ll show you the payment reference too, so you know which payment the message relates to. It s important to be compliant. These extra checks can take a few minutes, or may take an hour it depends on busy period and how many payments are going through the system at any one time. Don t be alarmed if you don t see a message straight away. Your Direct Debit payment will usually be collected within three working days of receiving a confirmation that the payment file has been successfully uploaded. 4.2 Viewing your payment History By clicking on the reference number you can download a copy of your historic successful payment files (in CSV. Format). For your auditing purposes these are available to view up to 13 months in the past.

22 4.3 Action and warning messages when making a payment If you haven t received a message confirming your payment file was successfully uploaded, it could mean your data needs amending before we can collect your payment. We ll let you know if that s the case when you next log onto the scheme management system. If a number is shown in the Messages and Notifications section, it means you have messages and possible action to take. After selecting messages & notifications, we ll show you a list of the messages available To read your message, select the appropriate payment reference

23 4.2 Action and warning messages when making a payment (continued) A warning message lets you know there s something that needs your attention e.g. that you ve not made payments for the members listed. If your message only contains a warning, then the payment has been successful and your Direct Debit will collect shortly, but you may want to review the members to see if you also need to make a payment or provide a nonpayment reason for any of those. If your message contains an Action Required message, this means the data hasn t passed our validation checks and you must read the message to understand what to do next. THIS MAY MEAN THAT YOU HAVE TO RESUBMIT YOUR ENTIRE PAYMENT DATA AFTER MAKING SOME AMENDMENTS TO IT.

24 5. Updating your scheme membership 5.1 Adding additional employees to your scheme If you have additional employees to add to your scheme, follow the instructions here 5.2 An employee who is in the pension scheme has left the company If an employee has stopped working for your company (and is leaving the scheme completely), you can let us know when you next submit a payment please follow the instructions here 5.3 An employee is taking a contribution break for one or more months If an employee stays employed by you but contributions are to cease (temporarily or permanently), you can let us know when you next submit a payment please follow the instructions here

25 6. Opt Outs When a staff member decides to leave a pension scheme within a month of being enrolled, this is known as opting out. Those who opt out within that opt out period will be refunded any contributions they ve made during that time. For more details on opt out rules, please refer to the Pension Regulator website: Employers click here Business Advisers click here 6.1 Opt out rights for employees When you have added an employee to your scheme, Aviva will set up a pension policy for that employee and will send their policy details and opt out rights. This will explain how to opt out online or by phone. 6.2 Opting out online Employees can opt out online using the following link provided in their policy documentation: The employee has to provide the information below to opt out online this information will need to be input exactly as shown on the policy document sent to them by Aviva. We also provide a phone number in the policy documents, if the employee doesn t have internet access. We need the same information in either case.

26 6.3 Opt out confirmation for employees When opting out online, the employee will receive the following on-screen confirmation that the opt out has been actioned. They can print this off. When opting out by telephone, a verbal confirmation of the opt out will be given by the Aviva customer representative. All calls are recorded so there will be a record of the opt out request. No opt out confirmations will be posted or ed to the customer. 6.4 Opt out confirmation for employers Confirmation of opted out members can be viewed in the Scheme Management System under the Messages and Notifications section in the top right of the home screen. The system is updated in real time throughout the day as members opt out. The named point of contact on the scheme (provided on the scheme application) will also receive an confirming any opt outs that happened the previous day. Select Notification options to view any/all of your opt out messages (whether already read or unread)

27 6.5 Opt out refunds Aviva will refund any payments received for members who opt out within the opt out period. The refund will be sent by BACS to the employer s bank account from which the payment was collected. An will also be sent to named point of contact for the scheme to let them know about the refund the will include a list of members the refund relates to (names and NI numbers) along with the amount of the refund for each member. It is up to the employer or their chosen pension scheme administrator to ensure the employee receives a refund for any payments deducted from salary during the opt out period. Aviva can t make refunds direct to employees. Full rules on opt out refunds can be found on the Pension Regulator website: Employers click here Business Advisers click here 6.6 An employee wants to opt out after the opt out period has ended An employee can t opt out once the opt out period is over, and therefore will not receive a refund of any payments made. The employee can still choose to stop any future contributions. If this happens, the monthly scheme payment submission should reflect that the member has ceased contributions so Aviva doesn t expect any further payments - click here for further guidance on how to do this.

28 7. Business advisers and other 3 rd parties using the Scheme Management System for multiple schemes If you are the scheme administrator for multiple schemes, we ll show you a list of all your schemes when you log into the scheme management system. 7.1 Searching for a scheme from the scheme list Schemes are listed in alphabetical order so you can scroll down the list to search for a scheme Select the scheme you d like to work with, then press Manage Scheme This screen will also give an early indication of any actions and opt outs for that particular scheme

29 8. Inform Aviva if employee salaries or contribution percentages have changed If an employee s earnings change, or if there is a change to the percentage of salary being paid into their pension, you can let us know. This information is will help us give more accurate projections of what your employee s pensions might be worth at retirement when we send them their yearly statement on the anniversary of them joining the scheme. This data will only be used to improve the accuracy of our policy projections for the employees. You will still have to tell us how much you want to pay each month for each employee using the Make Payments option. You can submit the new earning details in one of 2 ways: 1. Upload a CSV file with all the earnings data in it 2. Key your updated earnings online directly into the system Update employee earnings Select Update Employee Earnings on the home screen 8.1 Update employee earnings by uploading a CSV file Step 1 choose uploading a salary file Click here for a template file Step 2 press proceed

30 8.1 Update employee earnings by uploading a CSV file (Continued) Choose your file and press proceed We then validate the data, now press submit to review the updates You can review the updates in the confirmation screen, simply click on the members name to view their updated details and amend if needed When you re happy with the details press submit

31 8.1 Update employee earnings by uploading a CSV file (Continued) You ll then receive confirmation that the data has been submitted to Aviva and the records will be updated. If you have submitted the new data to Aviva and think you ve input the wrong amount for any employee, simply start the process again and input the correct data for that employee and submit it again. 8.2 Update employee earnings online Firstly, select Update Employee Earnings on the home screen, you ll then be presented with this page Step 1 choose enter details online and press proceed Tick the employees you would like to update Click on the full name to update their details

32 8.2 Update employee earnings online (continued) Update the records as required. NB there is no need to update every field unless some details have changed Click update details Members that have had their details updated will appear with a green tick next to them. When you ve updated all the details required press Save and Submit. When you have update the details for the employees that you want to change, select save & submit

33 8.2 Update employee earnings online (continued) The confirmation page will give a summary of all the members you are updating, the records can still be edited by selecting the members name. To remove any members use the tick box and the Remove button. Press Submit when all the records are correct. You ll then receive confirmation that the data has been submitted to Aviva and the records will be updated. IMPORTANT Click on Export file to save a copy of your final submission as an Excel document on your desktop. If you have submitted the new data to Aviva and think you ve input the wrong amount for any employee, simply start the process again and input the correct data for that employee and submit it again.