WFM UK: UI Refresh: Amending an Employee Deferral Date and Updating Pension Records – Fourth & HotSchedules Customer Success Portal

Overview

This process covers amendments required where special circumstances require changes to the usual Pension Postponement and Assessment Process. An example of this might be when an employee TUPEs from one PAYE company to another and has already been enrolled into a Pension scheme. This process will be followed to continue the Pension Contributions on the Payroll for the new PAYE Company.

This article describes the process of amending an employee’s Deferral Date and update Pension Records for employees.

For all Pensions-related articles, please see WFM UK - Pensions: Article Contents Page.

Updating the Pension Record

This process covers updating the Pension Record to continue a Pension contribution without the New Starter Postponement.

Go to Pension > Employees > Employee List

Fig.1 - Employee List in the Employees drop-down list

Search for and select the required Employee
Use the employee side menu and go to Employee Pension Info > Pension Eligibility

Fig.2 - Pension Eligibility

The fields in the 'Employee Pension Dates' section (shown in Fig.3) are detailed in the table below.

Fig.3 - Employee Pension Dates

Field	Detail
Default AE Pension Scheme	The scheme in which the system will enrol the employee, following assessment
Assess Worker for Pension Scheme	This must always be ticked for employees, regardless of whether they have opted out or previously ceased contributions This ensures that any employee not in a scheme will be assessed every three years in line with the pension regulator's requirements
Enrolled in Error	This box can be used to remove an Automatic Enrolment Date if required. To do so: Tick the Enrolled in Error box, Save Remove the check from the box Re-save the record
Active Member of a Qualifying Pension	This box is automatically ticked when an employee is automatically enrolled, and no date is held If an employee is a member of the Qualifying Pension Scheme before assessment, the box will be ticked. However, the Start Date of the Pension Scheme is held in the Date field
Postponement Period	This is ticked if a Postponement Period has been set
End Date for Work Postponement	This shows the last date of the Pay Reference Period before the Deferral Date
Automatic Enrolment Date	This date populates when the system automatically enrols the employee
Deferral Date	This is the start date of the Pay Reference Period, where the employee will be assessed. If using Tax Periods as Pay Reference Periods, this will always be the 6th of the month

Removing a Postponement Period

Ensure there is a tick in the Postponement Period box
Change the End Date for Work Postponement to the day before the start date used to join the current Payroll
Save

An information message will be displayed at the top of the screen and the Deferral Date will change to reflect the start date of the current pay period.

Remove the tick from the Postponement Period box
Save

Fig.4 - Removing Postponement Period

Return to the ‘Pension Eligibility’ screen and the new Deferral Date will be displayed
Tick the Active Member of Qualifying Pension box - this will reveal a Date field - leave it blank
Update the Automatic Enrolment Date field to reflect the start date of the current pay reference period
Save

Fig.5 - Employee Personal Data

Updating the Enrolment Criteria

The system must be updated to reflect the correct enrolment criteria. To update the enrolment criteria:

Go to Pension > Employees > Employee List
Search for and select the required Employee
Use the employee side menu and go to Employee Pension Info > Job Holder Status

Fig.6 - Job Holder Status in the Employee Pension Info drop-down

Tick the Eligible Jobholder Status box and add the start date of the Pension Reference period in the Eligible Jobholder Date field
Save

Fig.7 - Jobholder Status

Reinstating the Pension Record

The Pension Record then needs to be reinstated to ensure that the contributions are taken in the future.

To add the Pension Record:

Go to Pension Module > Employees > Employee List > select Employee > Employee Pension Info > Pensions

Fig.8 - Pensions in the Employee Pension Info drop-down

Select Add New Pension Scheme

Fig.9 - Add New Pension Scheme

Select the Pension Scheme required from the drop-down list
Add the start date of the Pay Reference period in the Start Date for Automatic Enrolment field
Set Enrolment Type to AE
Update the percentage values for the Employee and Employer Contributions if the values are greater than the default settings
Save

Fig.10 - Pension Contributions

Check the Payroll module for the employee to ensure that the pension deductions are now visible on the Payroll Summary screen.