WFM UK: UI Refresh: Sending Documentation from the Pension Module

Overview

This article outlines the process of sending out documentation from the Pension module as various trigger points are met in the system.

After the initial staging process, when each pay run is closed, an assessment is completed to calculate employee contribution to their pension. This process will trigger any enrollment or right to opt in/join documentation that is required.

If the system is configured for General Postponement notices, once the initial staging process has been completed or a new starter is created, the postponement letters will be available to generate.
 

If the system is configured for Tailored Postponement notices, the postponement letters will be available once the first payroll is closed.
 

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

Please note: On 17th November 2022, the Pension module was updated to send pension documentation automatically if an employee's document was set to send by email. The release note can be found here.

The scheduled service that processes and sends documents by email/generate to PDF was replaced by a new service which runs at 3 AM every morning. Even if the global setting (highlighted in the release note) for automation is switched off, anything that is done manually will still use the 3 AM service. 

Sending Out Documentation

• Use the side menu and go to Pension > Pension Process > Send Out Documentation

Fig. 1 - Pension > Pension Process > Send Out Documentation

• On the next screen, 'Automatic Enrolment Documents', select the Company and Pay Basis
• If needed, results can be filtered by Location, Division and (due) Date

When using these drop-down menus on the left (Fig.2), results will automatically appear onscreen.

• To use the Document Type filter, make a selection and then select Search
• By default, documents not already sent are listed. To change this, select View Documents Already Sent and then Search

Fig. 2 - Employees with documentation to be sent

Documents for employees who have an address in the Personal Email Address field in the HR module will automatically be set as 'Send to Email'. For employees with no email address, ‘Post’ will be selected - see Fig.3.

Please note: Documents set as 'Send To Email' where the automation global setting is still switched on, will be automatically sent at 3 AM each morning with no manual effort required. The below guidance is for any documents set to 'Send To Email' or 'Post' but with the automation global setting switched off.

• Tick/untick the Email and Post boxes as required and then select Process

Fig.3 - Number of documents to be sent, and methods

Documents being emailed will be picked up at the next 3 AM run and sent out to the employees' personal email addresses. This means if Process was selected on 12/01/2023, the emails would go out at 3 AM on 13/01/2023.

For documents being sent that are set to 'post', they will require the next 3 AM run to be merged. This means if Process was clicked on 12/01/2023, it would require the job to run at 3 AM on 13/01/2023 for the user to return, after 3 AM, to then press Post Documents.

• When the notification email has been received, select View Processed Documents, seen in Fig. 4

Fig. 4 - Viewing Documentation for Post 

• Select View against each document to view and print them out for posting

Fig. 5 - 'View' options for printing out/posting documents

When documentation has been sent, a record will be held on each employee’s record for auditing purposes.

To view these documents:

• Go to Pension > Employees > Employee List > select employee
• Use the employee side menu and go to Pension > Employee Pension Info > Document Management

Individual Letter Generation/Template Testing

To test a newly uploaded letter template or if there are under 10 letters to be generated, the process is similar to that described above.

• To generate an individual letter when multiple letters are listed on the 'Automatic Enrolment Documents' screen (from Fig.3), first select Deselect All
• Select a letter by ticking the Email or Post field as required and then select Process

Fig. 6 - De-Selecting all Letters

When this has been completed, ‘Yes’ will be shown in the ‘Ready to Post or Email’ column, seen in Fig.7.

• Select Documents to Post

Fig. 7 - Showing letters as Ready to Post or Email 

The letter or letters will appear onscreen in PDF format.

Resetting a Letter for Regeneration

If an employee letter needs to be changed, the employee’s record can be reset so that a new letter can be generated in the preferred format.

To do this:

• Go to Pension > Employees > Employee List > select employee
• Use the employee side menu and go to Pension > Employee Pension Info > Employee Information Dates

When a letter is generated from the ‘Send Out Documentation’ page, the date is written back to the Employee Information Dates page.

Using Fig. 8 as an example, 'Postponement A' letter was generated on the 1st November 2022.

• To regenerate this letter for this employee, the original date can be updated

The employee will then appear back in the ‘Send Out Documentation’ list.

Fig.8 - Employee Information Dates 

 The same applies to the following fields: 

• Postponement B delivered date
• Postponement Period Tailored Notice delivered
• Postponement Period Tailored Notice for Entitled Workers Delivered
• Postponement Notification Sent to Employee
• Automatic Enrolment Info Sent to Employee
• Opt-in Notice Received Sent
• Membership Info Sent for Active Scheme members on Staging Date
• EJ Postponement Sent
• Right to Opt-In Info Sent to Jobholder
• Right to Join Info sent to Worker
• Right to Join Notice Received Sent