Managing your workplace pension scheme

Once you've got your scheme you need yo keep on top of things. here's our guide for what you need to do.

You want a workplace pension scheme that’s easy to manage

Getting a scheme is really just the start; you will have to carry out a number of duties every week or month depending on how frequently you pay your staff.

  • A key action is to pay your contributions into the scheme at each pay period
  • However to know how much you have to pay and for which employees means you need to assess your staff regularly
  • Employees can opt-out if they don’t want to be included in the pension scheme and others can ask to join a scheme even if they are not eligible - for more information on this see our Eligibility page
  • Don’t forget to keep records to show how you have complied with your duties

Managing your scheme online

Once you’ve set up your scheme, you’ll get a welcome pack which explains everything you need to do, and when you need to do it. You will also be able to manage your scheme using our online servicing zone for employers -

This is where you can assess your employees, join new members, manage payments and deal with opt-outs. You’ll get a welcome pack which explains everything you need to do, and when you need to do it. There’s also information available on Group Pension Zone like step-by-step guides and resources to help you complete tasks.

If what you read here sounds like a lot to take in, don’t worry. We’ll help you every step of the way and our support team are on hand if you need them.

Login to Group Pension Zone

You can use this handy link to login to Group Pension Zone to administer your pension.

The five key things you need to keep doing

From your staging date onwards your ongoing duties boil down to five key things. We'll explain them all in this page.

1. Paying contributions

You need to work out and pay your employer contributions to your pension scheme on behalf of each employee. As well as this, you need to calculate, deduct and pay the individual employee contributions which they need to make.

You’ll have set your contribution rates when you set your scheme up, and remember these need to be at or above the minimum set by the regulator.

2. Monitoring your employees

You need to keep an eye on the age and earnings of your employees, so that you can see when they become eligible for auto-enrolment. You’ll also need to check new employees for eligibility. It’s a good idea to see if your payroll software can help you work this out automatically, as it’s something you should be monitoring every pay period.

3. Processing opt-ins and opt-outs

Some of your employees who aren’t eligible to be automatically enrolled into your scheme can still ask to opt-in and receive a contribution from you. If they earn under a certain amount, you won’t have to pay a contribution (but you can if you want to).

An employee can choose to opt-out within a month of being enrolled starting from either the date their active membership started or the date they received their enrolment letter (whichever is latest). If any contributions were paid during that time, they’ll be refunded.

4. Re-enrolling opt-outs

Every three years you need to re-enrol eligible workers who are not in your scheme. We can provide the notification to them on your behalf, and help you work out what to do.

5. Keeping records

You’ll need to keep a record of how you’ve complied with your auto-enrolment duties. Here’s a list of the things you need to record:

  • Names and addresses of who you enrolled
  • Records of when contributions were paid
  • Any opt-in and opt-out requests
  • Your pension scheme reference number or registry number
  • Any information you send to your pension provider

These records need to be kept for six years, except opt-out notices which should be kept for four years.

Keep talking to your employees

Apart from all the administration – one of the most important things to remember is that you need to keep your employees informed. We can do this for you, or help you with templates or step-by-step guides if you want to do it yourself.

We can also provide some ready-made communications which help build awareness of auto-enrolment and keep your employees engaged and informed about their pension and creating the retirement they want.

Managing your Scheme: A summary

  • You can manage your scheme fully online using our dedicated scheme management platform
  • Scheme management is made up of paying contributions, assessing and communicating with your staff, processing those that wish to opt in and out and re-enrolling opt outs around every 3 years
  • You are required to keep records to show how you have complied with your duties
  • It is important to communicate with your staff regularly so they are informed and aware of what’s going on

Now you’re ready to start your application

You know what auto-enrolment is and you’ve got to grips with the detail, which means you’re ready to start your application. The next page will tell you what you need to have handy to fill out the form. Once you’ve got those details it can take as little as six minutes to apply.

Navigate through the key parts of auto-enrolment