We understand that once you’ve set up your workplace pension, one of your top priorities is to be compliant.
To do this, there are a number of things you need to do to both now and into the future. To make things simple, you can think of them as ‘ongoing duties’ and ‘future duties’. Don't worry though as we're here to help you every step of the way.
What are your ongoing duties?
There are two kinds of payments you need to pay into the pension scheme. The first is your own employer payments which you pay into the workplace pension on behalf of each one of your eligible employees. The second is to calculate, deduct and pay the individual employee contributions.
When you set up your pension scheme you’ll have decided on the contribution rates. This is the amount both you and your employees need to pay into the pension each month. These need to meet or be above the minimum levels set by the regulator. You can find out about the minimums on our costs and contributions page.
You can find out more in-depth information about the minimum levels set by the regulator on our contribution phasing page.
When do you need to make payments?
All payments need to be with us by the 22nd of the month following the month they were deducted from payroll. For example, payroll deductions in May must be received by 22nd June.
You need to regularly check if any of your employees have recently become eligible to join the pension scheme. This means keeping an eye on their earnings and age. You’ll also need to assess any new employees for eligibility. You can find out the eligibility criteria on our about auto-enrolment page.
Don’t worry, our online administration platform is set up to help you keep up to date with who becomes eligible and when. But it’s also worth checking if your payroll software can automate some of the work too.
You should keep records on your employees and your pension scheme so that you can show them to the regulator if you’re asked to. There are two kinds of records you need to keep:
Names, National Insurance number, opt-in/opt-out notice and joining notice.
Pension scheme records
Scheme name, address and reference number.
Most of these need to be kept for at least six years – apart from opt-outs which are for kept for four years.
What are your future duties?
So you’ve got your ongoing duties covered, but there are a couple of things you’ll need to do over the next few years too.
The first thing you should to be aware of is that the minimum contribution levels for auto-enrolment went up again in April 2019. This is called contribution phasing and means both you and your employees may need to start paying more into the pension scheme.
You can find out more about this on our dedicated contribution phasing page.
Re-enrolment sounds very complicated. Put simply, it means you need to repeat the auto-enrolment process every three years for any employees not already in the pension scheme. Here’s what you need to do:
1. Choose your date
The re-enrolment date needs to fall within 6 months of the anniversary of your staging date or previous re-enrolment date. You’ll want to make sure whatever date you choose fits in with your payroll and recruitment windows.
2. Check who’s eligible
There are a few criteria for someone to be re-enrolled. They need to:
- Be an eligible jobholder during the pay period your date falls in
- Not already be an active member in the scheme
- Have previously been a member of one of your qualifying schemes
- Have opted-out or left the scheme more than 12 months before your re-enrolment date
3. Talk to your employees
You’ll need to let your employees know they’ll be automatically re-enrolled and provide them with the option to opt-out. We can help with these communications to save you time working this bit out.
Through our online administration platform you can also get access to readymade communications (PDF, 3.3MB) to help you carry out your duties.
Want to know more?
Here's some handy guides to help you understand the re-enrolment process: