Our new Auto Enrolment Control Centre is just one in a number of enhancements to our existing range of specialst payroll software designed to help you manage the impact of Workplace Pensions and provide a first class service to your clients. Available as a free, added benefit with our Payroll Manager, Payroll Bureau and Payroll Specialist products it will enable you to manage the entire auto enrolment process from within your payroll software. Innovative features include automated data transfer between pension providers and payroll software reducing manual data entry, streamlined bulk employee communication plus alerts and triggers to ensure processes are not missed.

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Payroll Solutions Whatever Your Need
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By Simon Palmer

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• 7 Steps to Automatic Enrolment (AE)
• AE so far
• Common questions and hiccups
• How to Automate the whole AE process through
the Auto Enrolment Control Centre
• Pensionsync & API’s
• Pension Playpen – Pension Expert

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2002
2004
2008
2005
2010
2011
2012
20162016 – 2017
SMEs still to
auto enrol
Pensions
Commission
launched
Pensions Act 2004
creates The Pensions
Regulator
Pensions Commission
recommends automatic
enrolment
Pensions Act 2008
automatic enrolment
established; The
Pensions Regulator
given role to
maximise employer
compliance; NEST
createdCoalition government
reviews automatic
enrolment
July 2012 - duties
apply and first
employer enrols staff
Amendments
to rules
8m+
employees
automatically
enrolled

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Auto enrolment means that over the next few years every UK
employer must have a pension scheme which satisfies certain
qualifying criteria and into which employees can be
automatically enrolled if they:
• are aged between 22 and State Pension Age earn more than
£10,000 per year
• work in the UK

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Whether you’re a hairdresser, an architect or employ a personal care
assistant, if you employ at least one person you are an employer and
you have certain legal duties.
Every employer in the UK must put certain staff into a pension scheme
and contribute towards it.
AE is the problem that SMEs want taken away from them.
What is an employer?

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• Its been very successful
• More than 500,000 employers have met their duties
• More than 8 million jobholders have been enrolled
• Opt outs very low at around 10%
• Larger Employers have successfully complied with their triennial re-enrolment duties
• tPR have issued a total of 15,000 compliance notices to employers
• 1306 Fixed Penalty Notices issued in 2016, bringing total issued since 2012 to 2,834.
• £22,000 against Swindon Town Football Company Ltd for failing to meet its duties.

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0
50,000
100,000
150,000
200,000
250,000
Staging
Re-
enrolments
New
businesses

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• Small employers (49 workers or less) will have to start
automatically enrolling their workers from today to
April 2017
• New employers (established after April 2012) will have
to start automatically enrolling their workers from May
2017 to February 2018
• All new employers who employ their 1st worker after
Nov 17 will stage immediately

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• Larger Employers have been well prepared and proactive throughout the
process
• Smaller Employers require more help and advice
• Its never too early to research and set up a company Auto Enrolment pension
scheme
• Running multiple payrolls can be really confusing and time consuming
• Talk to your payroll provider about the AE process and discuss the services
they provide
• Be aware of third party Auto Enrolment specialists - understand what services
they are offering

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Know your
staging date
Assess your
workforce
Review your
pension
arrangements
Communicate
the changes
to all your
workforce
Automatically
Enrol your
eligible
jobholders
Register with
The Pensions
Regulator and
keep records
Contribute to
your workers
pensions
7 steps to
Automatic
Enrolment

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Know your staging date – when
to act
Know your
staging
date
The date that the new law applies to your company is known as your staging
date.
This date is determined by the size of your largest PAYE scheme as at 1st
April 2012. Companies that have PAYE schemes that are shared by multiple
employers will have the same staging date in most cases. For multiple
companies within one organisation, it is the largest employer that will dictate
the staging date and this date will apply to all companies of that PAYE
scheme.

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Review your pension
arrangements
Assess
your
workforce
Workers who will need to be automatically enrolled in a pension scheme are
called ‘eligible jobholders’. An eligible jobholder is:
• aged between 22 and state pension age
• working or ordinarily working in the UK
• earning above £10000
In order to work out which employees need to be automatically enroled within
the scheme at the outset you will need to be able to assess your employees
against this criteria.
You will also need to continually monitor their eligibility which is particularly
onerous with employees with more flexible working arrangements or
remuneration.

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Communicate the changes to all
your workforce
Review your
pension
arrangements
If you have an existing pension scheme for your workers, you may wish to consider
enrolling all eligible jobholders into this scheme. To do this, your existing scheme will
need to qualify as an automatic enrolment scheme – see information on qualifying
schemes below.
To be a qualifying scheme, minimum contributions must be made or it must provide a
minimum rate at which benefits will build up. A scheme suitable for automatic
enrolment MUST ALSO NOT:
• Impose barriers to joining the scheme, such as probationary periods or age limits for
members
• Require staff to make an active choice to join or take other action prior to joining
• Require the provision of extra information in order to stay in the scheme
Where you do not already have a suitable pension scheme in place you will need to
arrange for one to be set up into which you can enrol any eligible workers.

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Automatically enrol your ‘eligible
jobholders’
Communicate
the changes to
all your
workforce
The duty is on you as the employer to provide the right
information to the right individual, at the right time
You must inform all your workers in writing about the changes
detailing how they are affected by them. This communication
must be provided in writing (which can include being sent by
email) and must be specific to the individual.

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Know your staging date – when
to act
Automatically
Enrol your
eligible
jobholders
There is a process that you will need to follow in order to
make an eligible jobholder a member of an automatic
enrolment pension scheme.
Certain information about your eligible jobholders will also
need to be supplied to pension scheme managers for
example at specific points in the process

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Register with The Pensions
Regulator and keep your records
Register with
The Pensions
Regulator and
keep records
You are required to inform The Pension Regulator how you
have fulfilled your new automatic enrolment duties by
registering this information online shortly after your staging
date. You will also need to maintain specified records about
enrolled workers, their status within the scheme, the payment
of contributions and the qualifying scheme itself.

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Contribute to your workers
pensions
Contribute
to your
workers
pensions
The minimum contribution rates that an employer must pay into their workers’
pension scheme will up to April 2019. This is known as ‘phasing’. The minimum
overall contribution will be 2% rising to 8%.
Phasing will apply to most, though not all, types of pension scheme (your
scheme provider will be able to tell you if phasing applies to you).
Contributions need to be sent to Pension Provider with Ee’s & Er’s contribution
values

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1. Educate their clients on AE - a general briefing
2. Support clients through scheme selection
3. Set up the pension scheme on behalf of their client
4. Process AE each payroll period
5. Create statutory communications
6. Create & communicate data to the pension provider
7. Complete the declaration of compliance with TPR

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Who do I need
to automatically
enrol?
How do I setup
pension deductions
in payroll?
Who sends the
pension
communications?
How much extra
time do I need?
Can I automate
the process?
How do I manage
all my clients
together?
When the
employee opts
out, how do I
know?
How and when
do I do
Declaration of
compliance?
When and how
do I create the
pension file?

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New functionality available to all customers with an Automatic Enrolment licence
Designed to enable the user to manage their companies Auto Enrolment duties
from a single location.
Review real time situation either pre or post staging
Provides both
• high level overview
• detailed in depth analysis

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The Auto Enrolment Control Centre enables the user to
• Retrieve your company staging dates
• Helps you choose a pension provider
• Records your clients progress both pre and post staging
• Provides links to Qtac Knowledge Bank articles when you
need them
• Creates user defined (or statutory) Auto Enrolment letters
• Submits Membership & Contribution Files (seamlessly with
compatible pension providers)

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• Gives you an overview of all companies on your
payroll, relaying their current status and giving you
direct access to functions that will enable you to
process your day-to-day Auto Enrolment duties
quickly.
• Consists of two views; Pre and Post Staging as well as
giving you access to a administration (side) panel. You
can switch between the two views by clicking ‘Pre-
Staging’ or ‘Post-Staging’ at the top right of the screen.

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•Section – From the drop down box at the bottom left
of the screen, you are able to filter results by section.
•All Companies – Displays all companies in the
current Section.
•View Staged – Displays all companies that, as of
today’s date – have staged.
•View Not Staged – Displays all companies that, as of
today’s date – have not yet staged.
•View Warnings – Displays all companies who have
warnings. In this view, warnings will relate to Auto
Enrolment activities not being completed in time. To
ensure that your pre-staging plan is up to date, you
should go to the Staging Checklist;

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Get Staging Date – Contacts the Pensions
Regulator’s website to retrieve the Staging Date for
companies selected.
Edit Pension – Opens a form to enable you to edit
the default pension of the companies selected.
Staging Checklist – Opens the Staging Checklist for
the current company. It is recommended that this tool
is used, as it displays a timeline of events that should
be completed in the run-up to staging.
Declaration of Compliance – Creates a CSV file
containing the selected companies. This CSV file can
contain multiple companies; the file can then be
uploaded on the Pension’s Regulator website.

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The Staging Checklist is designed to ensure that
you are prepared for Auto Enrolment in the run-
up to Staging.
Checklist activities are provided at key milestone
points in the 12 months prior to the company’s
Staging Date.
The majority of these activities can be checked
off of your list by clicking the big tick icon to the
right of each activity.
However those activities which can be
completed within the checklist form require you
to actually complete the task; upon doing so the
activity will automatically flag as complete.

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Section – From the drop down box at the bottom left of the
screen, you are able to filter results by section.
All Companies – Displays all companies that have passed
their staging date.
View Submissions – Displays all new pension scheme
members and contributions that need to be submitted
electronically to the companies pension provider. N.B. This
only applies to NEST pensions and any scheme that is sent
using PensionSync
View Letters – Displays all letters that need to be produced
due to recent Auto Enrolment activity.
Last Synced – Displays companies for whom a process
should be run to check for any updates that may be held on
the pension provider’s website. This may be an employee
opting out or creation of a new member plan number.

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At the bottom left of the screen you’ll find several action
buttons that are associated with the table of results.
Send Submissions – Submit all new members and
contributions to the pension providers of the selected
companies.
Generate Letters – Prints or emails letters for any Auto
Enrolment activity that necessitates a letter being produced
for the employee.
Sync with Provider – Downloads any updates from the
pension provider’s website, such as employee opt outs or
pension cessations

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Employee Letter Templates – Enables you to configure
Auto Enrolment letters for the payroll, which will be used
across all companies. N.B. These letters can be tailored to
individual companies should payroll bureau users have
clients for whom this is a requirement.
Pension Submission History – Displays an audit trail of all
electronic submissions made to pension providers with a link
to the XML file that was sent.
Additional Features
Sorting – The tables displayed in this dashboard can be
sorted by clicking on the column headings.
Refresh View – You may find that, after editing data, the
table may need updating. If you do, click this button to
refresh the results.
Export Results – The data displayed in the tables can be
exported to CSV file by clicking this button.

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• Nest
• Pensionsync
• Pension Playpen
We have these partners to help our customers
through the Automatic Enrolment process. Our aim
is to simplify the process as much as possible.

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• Set up a new employer
• Retrieve current set up details
• Enrol workers
• Update contributions
• Approve for payment
• Retrieve schedules
• Retrieve opt- outs
• Retrieve stopped contributions
• Retrieve refunds

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• Pension Sync will eradicate CSV files
• Increase your efficiency
• Improve your data security

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• Increases efficiency - pensionsync provides AE data transfer in a similar way to your FPS &
EPS submissions; removing the need for constantly logging in to different pension provider
sites.
• No manual input - pensionsync removes the need for manually checking and manipulating
CSV files.
• Reduced errors - pensionsync validates your data against the pension provider’s
requirements & fixes common reasons for file failure. Where errors occur, these are fixed in
your payroll system
• Increases synchronisation - pensionsync keeps your system notified of pension scheme
changes, opt ins and opt outs with no need for manual data entry.
• Reduces risk of data loss - Data can only be sent to the correct recipient via highly secure
application programme interfaces (APIs) which are fully encrypted at all stages.
• Protects personal data - pensionsync significantly improves personal data security.
pensionsync removes the need to use CSV files. CSV files cannot be encrypted or password
protected.

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• Knowing the providers
• How do they work with your Payroll?
• What about investments?
• Will they be here in 20 years
• How much do they charge?
• Will members get tax relief?
• How do I document the decision?
• Am I giving regulated advice?

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Data Analysis - Pension Playpen will analyse your data and quickly match you with
workplace pension providers willing to offer you a scheme.
Choose a Pension Report - This report has the background information you need to know to
understand workplace pensions.
It also contains all the offers made to you and any extra costs you need to consider before
selecting your scheme.
This report is also key to demonstrating to the Regulator and your stakeholders the due
diligence you have followed to arrive at your scheme choice.
Provider Scrutiny - First Actuarial have looked at each provider and their products in great
detail and this report gives a unique and valuable insight into each of those you have had an
offer from. The report is wholly independent and unbiased.
Use Pension PlayPen to select your pension online. Once you have done this your Actuarial
Certificate will be available which means you can fully justify your decision to the Regulator
and stakeholders.

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• Follow our social media
• Look out for our blog posts
• Check our Knowledge Bank
• Read our news letters
• Contact our support team for help: 0117 947 4747
support@qtac.co.uk

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