How to use the Employee Action File

The Employee Action File (EAF) is a CSV file showing any actions your employees have taken since you last ran your payroll and uploaded a pension data file.

For example, it will show whether employees have opted into or out of the Scheme or started or stopped paying Additional Voluntary Contributions.

You’ll use this file to update your payroll software before you run your next payroll, so your next pension data file includes the changes.

What does the EAF contain?

The file will include column headings, but the order will also be consistent with any redundant columns that remain in the file but are blank.

All fields will be included in Downloaded reports.

Item no	Header	Format	Explanation
1	ER Code	4	Four-character code (also known as Employer Code) supplied by NOW: Pensions to identify individual employers
2	PAYROLL CODE	4	Four-character Payroll Code (also known as Pay Code) to identify individual payrolls
3	EMPLOYEE NO	25	Unique employee identifier (ID)
4	SURNAME	40
5	FORENAME 1	40
6	NINO	AA000000A	National Insurance number.
7	OPT IN INDICATOR	I or blank	I = opt in Populated when employee asks to opt in
8	OPT IN DATE	DD/MM/YYYY
9	OPT OUT INDICATOR	A or O or blank	A = Valid auto enrolment opt-out O = Scheme opt-out This is populated when employee asks to leave the Scheme. See appendix 2 for more information
10	OPT OUT DATE	DD/MM/YYYY
11	OO LAST DAY	DD/MM/YYYY	The last date an employee can opt out and receive a contribution refund This can be updated if a two-week extension is granted
12	EE CONTRATE	0.00	Employee contribution rate excluding additional voluntary contributions (AVCs)
13	ER CONTRATE	0.00	Employer contribution rate
14	AVC RATE	0.00	AVC percentage
15	AVC RATE INDICATOR	I or blank	I = AVC rate included in file This is populated when AVC is requested
16	TOTAL EERATE	0.00	Columns 12 and 14 aggregated Used when AVCs can’t be split out in the payroll system
17	CATEGORY	See Appendix 1	Assessment category
18	POSTPONEMENT DATE	DD/MM/YYYY	Last date of postponement/deferral period
19	AE DATE	DD/MM/YYYY	Date that an employee is enrolled

Appendix 1 – auto enrolment categories

These are the categories that will pass validation. Codes are case sensitive.

Code	Description
Eligible Jobholder	Eligible jobholder
Non-eligible Jobholder	Non-eligible jobholder
Entitled Worker	Entitled worker
Worker	Under 16 or over 74

Appendix 2 – opt-out indicator additional information

Code	Description	Actions
A	Valid auto enrolment opt-out: employee has opted out within their statutory window.	Employee should be opted out on the payroll system.   No further contributions should be deducted.   A refund must be processed through payroll for all employee contributions deducted previously.
O	Scheme opt-out: employee has left the Scheme (ceased membership) after their statutory opt-out period has elapsed.	The employee should be opted out on the payroll system and no further contributions should be deducted.   No refund should be processed through payroll as the employee is no longer entitled to a refund of their contributions.

Download the how to use the Employee Action File guide.