Pension reform data exchange guide Group Flexible Retirement Plan (GFRP)

Transcription

1 Pension reform data exchange guide Group Flexible Retirement Plan (GFRP) This guide is for GFRP that has been converted to a qualifying workplace pension scheme.

2 Which sections should I read? This pension reform data exchange guide details the employee data you need to upload to our online platform Group Pension Zone on a regular basis. The sections that apply to you will depend on the joining approach and assessment method you ve chosen for your QWPS. Remember, that with the contract of employment approach, there is no need to assess employees before joining them to the QWPS. However if you re using auto enrolment, you will need to assess all employees before joining those who are eligible. Assessment, communications and joining (a one stop process to join eligible employees). If you have chosen to issue your own regulatory communications this option will be shown on Group Pension Zone as 'Assessment and joining'. Why should I use this option? I want the option of a one stop process for joining eligible employees. Assessment, communications and joining page 0 Opt out page Process payments page Join (not using Standard Life s assessment tool) Why should I use this option? I'm using contract of employment to join employees to my QWPS, or, I'm not using Standard Life s eligibility assessment tool to determine my employees' eligibility status. Join page 0 Opt out page Process payments page New member communications Why should I use this option? I want Standard Life to issue regulatory communications to employees not in the pension scheme on my behalf. I'm not using Standard Life's eligibility assessment tool to determine my employees' eligibility status. New member communications page 09 Assessment only (a two stage process which allows the eligibility assessment first and then joining later) Why should I use this option? I want to take a break between assess eligibility and join to update internal systems such as payroll. Find helpful notes on page 8 Assessment only page Existing member communications Why should I use this option? I want Standard Life to issue regulatory communications to existing members on my behalf. Existing member communications page 0 Pension reform data exchange guide

3 Assessment, communications and join Process overview A key task for you every pay reference period is to monitor the eligibility status of any employees who aren't in your QWPS. This is important because it will drive the appropriate action you need to take to fulfil your duties. These include: making sure eligible employees are included in your QWPS telling other employees about their right to join if they want to If you use our eligibility assessment tool, you will need to regularly upload employee data. Our tool will then categorise employees based on age, pay reference period earnings and their scheme membership status. See pages and for details of the employee data we will need. Outputs and actions Using the employee data that you upload, the eligibility assessment tool will categorise employees into the high level categories below: employees already in a QWPS employees previously opted out of a workplace pension employees eligible for auto enrolment employees in a waiting period employees have opt in rights more investigation required Once the eligibility assessment is complete you can download the output to review it. You can choose if you want employees eligible for auto enrolment to be automatically joined to the QWPS, or, if you want to review the output first. The output will include clear instructions for the next steps you need to take for each category of employees Regulatory communications If you want us to issue regulatory communications to your employees on behalf of your company, we can do this using the data you upload online. Employee data Secure website Assessment Outputs and actions including an option for automated join Pension reform data exchange guide 0

4 Employee data You will need to upload the following data (the columns can be in any order) to our secure platform Group Pension Zone each pay reference period to drive the assessment, communications and joining process. Some data items will be new requirements and not part of current join processes, so you should put a process in place for collating this data on a regular basis. You don't need to use our template, you can use your own file as long as it is a CSV file. All employees included in this download of data will be joined into the scheme. Data item name Mandatory, conditional or optional Maximum number of characters Data format Explanatory notes Personal details NI number Mandatory 9 AAA Please enter the employee's NI number please note the final letter must be in the range A D. Title Mandatory 0 Mr Please enter the employee's title, for example Mr, Mrs, Ms, Miss. Forename(s) Mandatory 0 John Please enter the employee's forename(s). Names supplied must contain letters only. Only acceptable characters are apostrophes and hyphens. Surname Mandatory 0 Smith Please enter the employee's surname. Names supplied must contain letters only. Only acceptable characters are apostrophes and hyphens. Gender Mandatory M Please enter M or Male, F or Female. Date of birth Mandatory 0 DD/MM/YYYY Please enter the employee's date of birth. The member must be aged between and. Please ensure you have not used the American date format. Retirement age Contact details Mandatory Please enter the employee's retirement age. This is usually between and. Address line Mandatory 0 Main Street Enter text, up to a maximum of 0 characters each line. Do not use a comma in the address. Please supply a UK address for regulatory communications to be issued. Address line Mandatory 0 EDINBURGH Enter text, up to a maximum of 0 characters each line. Do not use a comma in the address. Please supply a UK address for regulatory communications to be issued. For post town/ city please use capital letters. Address line Optional 0 Midlothian Complete this if the address requires a rd line, maximum of 0 characters and again, no commas. Please supply a UK address for regulatory communications to be issued. Postcode Mandatory 8 EH AB Please enter a valid postcode in capital letters. Daytime Optional 0 Please enter the employee's home telephone number. phone number Mobile phone number Optional 09 Please enter the employee's mobile telephone number. address Optional 0 john.smith@ employername.com Please enter an address for the employee. This can be a work address or a personal address but it should be individual to that employee (e.g. not a team address). This will be used to provide a link to Employee Zone which enables employees to view plan details. If no address is received, we will communicate with the employee via offline methods. Multi site Site code Conditional Site This field only shows if the scheme is set up on the multi site basis. It must match with Standard Life's records exactly. The site code can be found on your Group Pension Zone screen. Payment details Pensionable salary ( ) Salary exchange? Employee payment (%) Mandatory The pensionable salary is used to calculate the contributions which will be paid to your employees plan. Annual pensionable salary might not be an employee's full salary as it is an amount that is defined by an employer e.g. if band earnings are used then the figure entered should be the difference between the lower earnings limit and the upper earnings limit. Mandatory No Please input Yes or No, depending if the employee is contributing via salary exchange (sometimes known as salary sacrifice) or not. Please note that if they are using salary exchange all payments should be classed as Employer to ensure tax relief is not applied. Conditional.00 If there is an employee payment on a percentage basis, please enter the percentage amount. Please don t enter a % sign. If you provide a percentage amount, the annual Pensionable Salary must be provided, and employee gross payment ( ) information is not required. Note that if the employee is contributing via salary exchange no employee payment information should be provided. 0 Pension reform data exchange guide

5 Data item name Mandatory, conditional or optional Payment details continued Employee gross payment ( ) Employer payment (%) Employer payment ( ) Payroll deduction date Investment choice Active investment choice Investment choice Investment percentage Lifestyle profile Lifestyle profile Eligibility Eligibility earnings Is employee already in an alternative QWPS Opt out date from alternative scheme Date of joining company NEST Is employee being assigned to NEST Maximum number of characters Data format Explanatory notes Conditional If there is an employee payment on a flat basis, please enter the amount. Please don t use commas or a sign. If you provide a flat amount, no employee percentage information is required. Note that if the employee is contributing via salary exchange no employee payment information should be provided. Conditional.00 If there is an employer payment on a percentage basis, please enter the percentage amount. Please don t enter a % sign. If you provide a percentage amount, the annual Pensionable Salary must be provided, and employer gross payment ( ) information is not required. Note that if the employee is contributing via salary exchange, all payments should be classed as Employer to ensure tax relief is not applied. Conditional If there is an employer payment on a flat basis, please enter the amount. Please don t use commas or a sign. If you provide a flat amount, no employer percentage information is required. Note that if the employee is contributing via salary exchange, all payments should be classed as Employer to ensure tax relief is not applied. Mandatory 0 8/0/0 This is the payroll date in respect of the pay reference period in which the member is assessed as eligible. Mandatory Yes If No, payments will be invested in the scheme default fund. If Yes, please specify the investment instructions in the following columns. The employee can actively choose to invest in the default fund. This would be entered as Yes. Conditional FA This field should only be completed when the 'active investment' field has been completed as 'yes'. Please add columns as required up to a maximum of funds. Conditional 0.00 This field needs to be completed when the above field has been completed. Enter number e.g with no % sign. Conditional BAL This field will only be available when the 'Active investment' field has been completed as 'Yes'. Only profile can be chosen and profiles cannot be mixed with funds. If an employee wants to invest in a profile they will be invested 00% in the profile. Mandatory Eligibility earnings are qualifying earnings payable in the relevant pay reference period. Qualifying earnings can consist of salary, wages, commission, bonuses, statutory sick pay, statutory maternity pay, ordinary/additional statutory paternity pay & statutory adoption pay. Mandatory No If the employee is already in another QWPS in relation to this employment then enter 'yes'. For employees that are not already in an alternative QWPS in relation to this employment then enter 'no'. Optional 0 0/0/0 Please enter the date the employee opted out from the alternative QWPS in respect of their current employment only if they were an eligible jobholder under that arrangement. Mandatory 0 0/0/0 Please enter the date the member joined the company. Mandatory No If employee is being assigned to NEST then enter 'yes'. For employees that are not being assigned to NEST enter 'no'. Pension reform data exchange guide 0

6 Join Process overview You can join members to your QWPS using the join process, but it doesn t include any assessment. This means that it s suitable if you're using contract of employment to join employees to your QWPS, or you've already assessed your workers using the assessment only process, or you re using another assessment method to assess your employees, for example, your payroll system See pages and 8 for details of the data we will need for our join process. Secure website Employee data Employee joined to a QWPS 0 Pension reform data exchange guide

7 Employee data We ll need the following data each time you want to join an employee to your QWPS through contract of employment join, after assessment categorises them as eligible or if an employee wants to opt in. You will upload the data (the columns can be in any order) to our secure platform Group Pension Zone. Some data items will be new requirements and not part of current join processes, so you should put a process in place for collating this data on a regular basis. You don't need to use our template, you can use your own file as long as it is a CSV file. All employees included in this download of data will be joined into the scheme. Data item name Mandatory, conditional or optional Maximum number of characters Data format Explanatory notes Personal details NI number Mandatory 9 AAA Please enter the employee's NI number please note the final letter must be in the range A D. Title Mandatory 0 Mr Please enter the employee's title, for example Mr, Mrs, Ms, Miss. Forename(s) Mandatory 0 John Please enter the employee's forename(s). Names supplied must contain letters only. Only apostrophes and hyphens are acceptable characters. Surname Mandatory 0 Smith Please enter the employee's surname. Names supplied must contain letters only. Only apostrophes and hyphens are acceptable characters. Gender Mandatory M Please enter M or Male, F or Female. Date of birth Mandatory 0 DD/MM/YYYY Please enter the employee's date of birth. The member must be aged between and. Please ensure you have not used the American date format. Retirement age Mandatory Please enter the employee's retirement age. This is usually between and. Contact details Address line Mandatory 0 Main Street Please enter text, up to a maximum of 0 characters each line. Do not use a comma in the address. Address line Mandatory 0 EDINBURGH Please enter text, up to a maximum of 0 characters each line. Do not use a comma in the address. For post town/city please use capital letters. Address line Optional 0 Midlothian Complete this if the address requires a rd line, maximum of 0 characters and again, no commas. Postcode Mandatory 8 EH AB Please enter a valid postcode in capital letters. Daytime Optional 0 Please enter the employee's home telephone number. phone number Mobile phone number Optional 09 Please enter the employee's mobile telephone number. address Optional 0 john.smith@ employername. com Please enter an address for the employee. Please note, this can be a work address or a personal address but it should be individual to that employee (e.g. not a team address). This will be used to provide a link to Employee Zone which enables employees to view plan details. If no address is received, we will communicate with the employee via offline methods. Multi site Site code Conditional Site This field only shows if the scheme is set up on the multi site basis. It must match with Standard Life's records exactly. The site code can be found on your Group Pension Zone screen. Payment details Pensionable salary ( ) Mandatory The pensionable salary is used to calculate the contributions which will be paid to your employees plan. Annual pensionable salary might not be an employee's full salary as it is an amount that is defined by an employer e.g. if band earnings are used then the figure entered should be the difference between the lower earnings limit and the upper earnings limit. Pension reform data exchange guide 0

8 Data item name Mandatory, conditional or optional Payment details continued Salary exchange? Employee payment (%) Employee gross payment ( ) Employer payment (%) Employer payment ( ) Payroll deduction date Maximum number of characters Data format Explanatory notes Mandatory No Please input Yes or No, depending if the employee is contributing via salary exchange (sometimes known as salary sacrifice) or not. Please note that if they are using salary exchange all payments should be classed as Employer to ensure tax relief is not applied. Conditional.00 If there is an employee payment on a percentage basis, please enter the percentage amount. Please don t enter a % sign. If you provide a percentage amount, the annual Pensionable Salary must be provided, and employee gross payment ( ) information is not required. Note that if the employee is contributing via salary exchange no employee payment information should be provided. Conditional If there is an employee payment on a flat basis, please enter the amount. Please don t use commas or a sign. If you provide a flat amount, no employee percentage information is required. Note that if the employee is contributing via salary exchange no employee payment information should be provided. Conditional.00 If there is an employer payment on a percentage basis, please enter the percentage amount. Please don t enter a % sign. If you provide a percentage amount, the annual Pensionable Salary must be provided, and employer gross payment ( ) information is not required. Note that if the employee is contributing via salary exchange, all payments should be classed as Employer to ensure tax relief is not applied. Conditional If there is an employer payment on a flat basis, please enter the amount. Please don t use commas or a sign. If you provide a flat amount, no employer percentage information is required. Note that if the employee is contributing via salary exchange, all payments should be classed as Employer to ensure tax relief is not applied. Mandatory 0 8/0/0 This is the payroll date in respect of the pay reference period in which the member is assessed as eligible. Eligibility Eligible? Mandatory Yes This refers to the jobholder status, ie eligible, non eligible or entitled. The employee will be joined to the scheme as they have been included on the joining file. Date membership started Investment choice Active investment choice Investment choice Investment percentage Lifestyle profile Lifestyle profile Mandatory 0 0/0/0 This is the date that membership to the scheme started for the employee. Mandatory Yes If No, payments will be invested in the scheme default fund. If Yes, please specify the investment instructions in the following columns. The employee can actively choose to invest in the default fund. This would be entered as Yes. Conditional FA This field should only be completed when the 'active investment' field has been completed as 'yes'. Please add columns as required up to a maximum of funds. Conditional 0.00 This field needs to be completed when the above field has been completed. Enter number e.g with no % sign. Conditional BAL This field will only be available when the 'active investment' field has been completed as 'yes'. Only profile can be chosen and profiles cannot be mixed with funds. If an employee wants to invest in a profile they will be invested 00% in the profile. 08 Pension reform data exchange guide

9 New member communications Process overview If you have chosen for Standard Life to issue regulatory communications to your employees on behalf of your company and you are not using our eligibility assessment tool, you can use this option to upload the employee data required. See pages 9 and 0 for details of the employee data that we will need. Employee data You'll need to upload the following data to our secure platform Group Pension Zone, to enable Standard Life to send regulatory communications on your behalf. Data item name Mandatory, conditional or optional Maximum number of characters Data format Explanatory notes Personal details Title Conditional Mr Please enter the employee's title (Mr, Mrs, Ms, Miss.). Either Title or Other title must be supplied. Other title Conditional 0 Dr E.g., Lord/OBE/Dr etc. Forenames Mandatory 0 John Please enter the employee's forenames. Names supplied must contain letters only. Only acceptable characters are apostrophes and hyphens. Surname Mandatory 0 Smith Please enter the employee's surname. Names supplied must contain letters only. Only acceptable characters are apostrophes and hyphens. NI number Mandatory 9 AAA Please enter the employee's NI number please note the final letter must be in the range A D. Date of birth Mandatory 0 0/0/980 Please enter the employee's date of birth. Contact details Address line Mandatory 0 Main Street Enter text, up to a maximum of 0 characters each line. Do not use a comma in the address. Please supply a UK address for regulatory communications to be issued. Address line Mandatory 0 EDINBURGH Enter text, up to a maximum of 0 characters each line. Do not use a comma in the address. Please supply a UK address for regulatory communications to be issued. For post town/city please use capital letters. Address line Optional 0 Midlothian Complete this if the address requires a rd line, maximum of 0 characters and again, no commas. Please supply a UK address for regulatory communications to be issued. Post code Mandatory 8 EH AB Please enter a valid post code in capital letters. Pension reform data exchange guide 09

10 Data item name Payment details Employee payment % Employee gross payment amount Employer payment % Employer payment amount Mandatory, conditional or optional Maximum number of characters Data format Explanatory notes Conditional.00 If there is an employee payment on a percentage basis, please enter the percentage. Don't enter a % sign. If completing this field then the employee gross payment amount field must be blank. Conditional If there is an employee payment on a flat basis, enter the amount. Don't enter commas or a sign. If completing this field then the employee payment % must be blank. Conditional.00 If there is an employer payment on a percentage basis, enter the percentage. Don't enter a % sign. If completing this field then the employer payment amount field must be blank. Conditonal If there is an employer payment on a flat basis, enter the amount. Don't enter commas or a sign. If completing this field then the employer payment % field must be blank. Salary exchange? Mandatory No If a regular payment is being made, please state whether it is on a salary exchange basis or not. Contract of Mandatory No Please enter Yes or No. employment? Waiting period? Optional Yes If contract of employment is Yes, please enter Yes or No. If contract of employment is No, please enter Yes or No. If eligible is Yes, please enter Yes or No. If eligible is No, please leave field blank. Eligible? Optional Yes If contract of employment is Yes, please leave field blank. If contract of employment is No, then field will need to be set as either Yes or No. Potential membership start date Mandatory 0 0/0/0 Please enter the potential membership start date. The date supplied must be after the processing date. 0 Pension reform data exchange guide

11 Assessment only Process overview A key task for you every pay reference period is to monitor the eligibility status of any employees who aren't in your QWPS. This is important because it will drive the appropriate action you need to take to fulfil your duties. These include: making sure eligible employees are included in your QWPS telling other employees about their right to join if they want to. If you use our eligibility assessment tool, you will need to regularly upload employee data so that employees can be categorised based on age, pay reference period earnings and their scheme membership status. See page for details of the employee data we will need. Outputs and actions Using the employee data that you upload, the eligibility assessment tool will categorise employees into the high level categories below: employees already in a QWPS employees previously opted out of a workplace pension employees eligible for auto enrolment employees in a waiting period employees have opt in rights more investigation required Once the eligibility assessment is complete, you can download the output to review it. There will be clear instructions for the next steps you need to take for each category of employees. You'll then need to add additional join data for any employees who are identified as eligible. You should use the join process on page to join them to the QWPS. Secure website Employee data Assessment Outputs and actions Pension reform data exchange guide

12 Employee data You'll need to upload the following data to our secure platform Group Pension Zone each pay reference period to drive the eligibility process. Some data items will be new requirements and not part of current processes, so you should put a process in place for collating this data on a regular basis. Data item name Mandatory, conditional or optional Maximum number of characters Data format Explanatory notes Personal details NI number Mandatory 9 AAA Please enter the employee's NI number please note the final letter is optional, but if supplied must be in the range A D. Forename(s) Optional John Please enter the employee's forename(s). Names supplied must contain letters only. Only apostrophes and hyphens are acceptable characters. Surname Mandatory Smith Please enter the employee's surname. Names supplied must contain letters only. Only apostrophes and hyphens are acceptable characters. Gender Mandatory Male Please enter male or female. Date of birth Mandatory 0 0/0/980 Please enter the employee's date of birth. Eligibility assessment Eligibility earnings Mandatory Eligibility earnings are qualifying earnings payable in the relevant pay reference period. Qualifying earnings should include salary, wages, commission, bonuses, statutory sick pay, statutory maternity pay, ordinary/additional statutory paternity pay & statutory adoption pay. Site Conditional Site Enter the site that the employee is designated to if the scheme is multi site. Is employee being assigned to NEST Is employee already in an alternative QWPS Opt out date from alternative scheme Date of joining company Mandatory No If employee is being assigned to NEST then enter 'yes'. For employees that are not being assigned to NEST enter 'No'. Mandatory No If the employee is already in another QWPS in relation to this employment then enter 'yes'. For employees that are not already in an alternative QWPS in relation to this employment then enter 'no'. Optional 0 0/0/0 Please enter the date the employee opted out from the alternative QWPS in respect of their current employment only if they were an eligible jobholder under the arrangement. Conditional 0 0/0/0 Please enter the date the member joined the company this field is conditional on the employer operating a waiting period from the date the employee joins the company, and where Standard Life are determining eligibility for the employer. Pension reform data exchange guide

13 Existing member communications Process overview If you have chosen for Standard Life to issue regulatory communications to your employees on behalf of your company, you can use this option to upload the employee data required. See below for details of the employee data that we will need. Employee data You'll need to upload the following data to our secure platform Group Pension Zone, to enable Standard Life to send regulatory communications to existing members on your behalf. Data item name Mandatory, conditional or optional Maximum number of characters Data format Explanatory notes Personal details Title Conditional Mr Please enter the employee's title (Mr, Mrs, Ms, Miss.). Either Title or Other title must be supplied. Other title Conditional 0 Dr E.g., Lord/OBE/Dr etc. Forenames Mandatory 0 John Please enter the employee's forenames. Names supplied must contain letters only. Only acceptable characters are apostrophes and hyphens. Surname Mandatory 0 Smith Please enter the employee's surname. Names supplied must contain letters only. Only acceptable characters are apostrophes and hyphens. NI number Mandatory 9 AAA Please enter the employee's NI number please note the final letter must be in the range A D. Date of birth Mandatory 0 0/0/980 Please enter the employee's date of birth. Contact details Address line Mandatory 0 Main Street Enter text, up to a maximum of 0 characters each line. Do not use a comma in the address. Please supply a UK address for regulatory communications to be issued. Address line Mandatory 0 EDINBURGH Enter text, up to a maximum of 0 characters each line. Do not use a comma in the address. Please supply a UK address for regulatory communications to be issued. For post town/city please use capital letters. Address line Optional 0 Midlothian Complete this if the address requires a rd line, maximum of 0 characters and again, no commas. Please supply a UK address for regulatory communications to be issued. Post code Mandatory 8 EH AB Please enter a valid post code in capital letters. Pension reform data exchange guide

14 Opt out Process overview Employees who are automatically joined, or opt in to your QWPS can opt out again within one month. If they do, you must fully refund any pension contributions taken from them. We understand this could be a lot of extra administration work for the you. So, we ll communicate to employees that they have been joined to the QWPS and that they have the right to opt out. We will also provide an online and telephone based opt out service that employees can use to opt out. We ll provide an opt out report, which you can run to understand who has opted out. It shows which employees have chosen to opt out, so you can update your payroll systems to stop taking contributions from employees salaries. If contributions are paid to us before an employee has chosen to opt out, our report will show the refund that we ve sent back to you, so that it can then be refunded to the employee. The opt out report is downloadable and you can check it at any time. Employee joined to a QWPS Secure website Employee opts out Employer can access the opt out report to check who has opted out Pension reform data exchange guide

15 Employee data The opt out report we provide will show you the following information about employees who have opted out of the QWPS. You can access the report at any time on our secure platform Group Pension Zone. Data item name Maximum Data format Explanatory notes number of characters Policy 0 D This was the employee plan number at the point of choosing to opt out. Forename John This is the employee's forename. Surname Smith This is the employee's surname. NI number 9 AAD This is the employee's National Insurance number. Opt out date 0 0/0/0 This is the date that the employee opted out of the QWPS. Site name Alpha numeric site name Employee payment refund Employer payment refund Total refund amount Refund reference This is the site number. The field will always show but we will only output the value where it is a multi site scheme This is the amount of employee payment that has been refunded as a result of the employee opting out of the QWPS. If a value is shown as TBC this means it is unclear if a refund is necessary. You should re run the report the next day to understand if a refund has been made This is the amount of employer payment that has been refunded as a result of the employee opting out of the QWPS. If a value of TBC is shown then this means it is unclear if a refund is necessary. You should re run the report the next day to understand if a refund has been made. 8 0 If a refund has been made this is the total amount that has been refunded and will appear on your bank statement. 8 9 This is the refund reference that will appear on the bank statement. Refund date 0 0/0/0 This is the date that the refund was initiated. Pension reform data exchange guide

16 Process payments Process overview A key duty for you as an employer is to send pension payments for those employees that have been joined to the QWPS and have not opted out. This must normally be done by the nd of the month following payroll deduction. If you currently pay by fixed Direct Debit, you will continue to send pension payments on the same dates. Standard Life has an established online payments system that is already being used by thousands of employers to send pension payments in a streamlined manner. As it is likely that more employees will join your QWPS in the future, you may want to start thinking about how to make this process as efficient as possible. pension contribution deducted from employees' pay Secure website Employer uploads payment instruction Total pension payment automatically collected from employer's bank account Standard Life has an established online payments system. Thousands of employers already use it to send payments in a streamlined manner. Pension reform data exchange guide

17 Employee data You will need to upload the following data to our secure platform Group Pension Zone to drive the process payment process. You may want to start thinking about how you will upload this employee data on a regular basis. Data item name Mandatory, conditional or optional Maximum number of characters Data format Explanatory notes Member Mandatory John Smith Member's full name should be entered here. name NI number Mandatory 9 AAB Please enter the National Insurance number. Plan number Conditional D If the employee has an existing plan number it must be entered. If the employee is a new joiner to the scheme the join type field should be set to 'new joiner'. Regular (employer) Regular (member net) Conditional 0.00 If employer % field is not completed, this field is mandatory. Do not enter %. Optional If employee payment is required enter the net amount here. Do not enter. Salary Conditional Salary is required if percentages have been entered. Only enter numbers and decimal point. Member % Optional.00 Please enter the percentage for employee payment. Only enter numbers and decimal point. Employer % Conditional.00 If regular (employer) field is not completed, this field is mandatory. Only enter numbers and decimal point. One off (employer) One off (member) Date of leaving Reason for leaving Last payroll date Site moving to Zero payment reason Date of joining Optional If adhoc or one off employer payment is required this field should be completed numbers to decimal places. Optional If adhoc or one off employee payment is required this field should be completed numbers to decimal places. Optional 0 0/08/0 This is the date the employee left the scheme or employer. Conditional Left company This field must be completed if date of leaving has been completed. The valid options that can be entered are: death, retiral, left company, left scheme or site move. Conditional 0 8/0/0 This is the date the last payment due was deducted from payroll. This field must be completed if the date of leaving and reason for leaving fields have been completed. Conditional Site Field only appears for multi site schemes. Enter the name of the site that the employee is moving to. Conditional Payment Holiday This field must be completed if the payments for this member have been entered as zero. The reasons that can be entered are: sick, payment holiday, maternity leave, PCI claim, st payment withheld or not deducted, move to drawdown. Conditional 0 0/0/0 If a new member is being added to the spreadsheet, the date of joining should be completed. Join type Conditional Recommencement This field should be completed where someone new has been added to the schedule enter either new member, recommencement, recommencement became eligible or site transfer. Pension reform data exchange guide

18 Helpful notes Information on file formats: It's important to remember the following when uploading or downloading files to or from Group Pension Zone. File name File type name of the file uploaded by user >>.csv comma separated values (.csv) What does this mean? When you create a file you can give it any name you like to help you identify the file for upload. What does this mean? Files are saved as particular file types we can only accept files saved as.csv Upload capacity 0,000 employees What does this mean? This is the maximum number of employees you can upload in a single file. Download capacity 0,000 employees What does this mean? This is the maximum number of employees you can download in a single file. File contents We recommend you don't use any characters in your files (unless otherwise specified in this guide). Our system only accepts apostrophe and hyphen characters when supplying names and addresses. It's unable to accept files which contain any of the following:!, # ~ = $ % " * ( ) etc. The employee categories As an employer, your duties vary for different categories of employee: Employee Category Action required Pay reference periods Every pay reference period you have to monitor the eligibility status of any employees who aren t in your QWPS on a qualifying basis, as this will drive the appropriate action needed to fulfil your duties. An employee s pay reference period reflects the period they are paid for (for example, the calendar month or the week from Friday to Thursday). It s important that you determine the pay reference period(s) for your employees and can provide the relevant data. (The data is detailed in this document.) Earning at least 8 a month ( 9 a week) and aged Earning between 8 and 8 a month ( and 9 a week) and aged Eligible jobholders Non eligible jobholders Employers need to automatically enrol these employees into a QWPS. Aren t eligible for auto enrolment. However, they can choose to join a QWPS and receive employer contributions. The opt out period When employees join your QWPS, they have a one month window to opt out. You need to deduct pension payments at any pay day after they join, even if it s during the opt out period. If an employee opts out, you ll have to fully refund any pension contributions taken from their pay. Earning less than 8 a month ( a week) and aged Entitled workers Are 'entitled' to join a pension scheme but employers don't have to contribute into it for them. 8 Pension reform data exchange guide

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20 Find out more Contact your adviser for more information workbenefitszone.com Standard Life Assurance Limited is registered in Scotland (SC88) at Standard Life House, 0 Lothian Road, Edinburgh EH DH. Standard Life Assurance Limited is authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority. GEN8A 0 0 Standard Life images reproduced under licence