Help and support
FAQs for Payroll bureaus
Manage your member comms FAQs
The Pensions Regulator says it is your legal duty to write to all your staff individually about auto enrolment.
If we manage your statutory communications for you, we either send an email direct to the employee (if you’ve given us their email address) or we send you a PDF with their payroll number so you can send it to the correct employee.
Please encourage your employees to provide an up-to-date email address in their online member account. This enables us to keep them informed about their workplace pension.
Yes. We can send statutory communications to your employees, including entitled workers and non-eligible jobholders who don’t join the Scheme.
We don’t charge you extra to send this information by email – either direct to each employee, if you’ve given us their email addresses, or to a common mailbox managed by your HR or payroll department. They’ll be responsible for forwarding the communications to your employees.
Once you’ve chosen your re-enrolment date, we’ll send you re-enrolment reminders.
If you have employees to re-enrol we’ll send them enrolment notices, along with opt-out confirmations if any of them opt out.
You can download our ‘Re-enrolment explained’ leaflet to share with your employees.
Each year we send all employees with benefits in the Scheme an annual benefit statement. This gives them a snapshot of the value of their pension savings with us for the previous Scheme year (up until 31 March) showing:
- how much money they’ve built up in their pension savings
- the contributions they, and you as their employer, have paid
- how investment has affected the value of their pension savings
- the costs and charges they’ve incurred during the year, and
- how much they could have at their retirement age if they stay in the Scheme.
- what they could do to save more.
The communications cover four areas of the auto enrolment process.
|Assessment for enrolment||This tells employees whether they’re eligible to be enrolled in the Scheme, sets out the criteria for enrolment, explains how workplace pensions work and what their options are.|
|Enrolment notice||This tells employees if they’ve been enrolled into the Scheme and the date they were enrolled. It also explains how contributions are deducted, how tax relief is deducted, how they can opt out, and how to manage their pension online.|
|Postponement notice||This lets your employees know if you’ve decided to postpone their assessment for eligibility to be enrolled in the Scheme (your deferral date) and gives them the new date for assessment. It also sets out the criteria for enrolment, explains how workplace pensions work and what their options are until they’re formally assessed.|
|Opt-in or opt-out confirmation||This lets employees know when they’ve successfully opted into or out of the Scheme.|
Which communications we send to your employees will depend on the information you upload in your pension data file. For example, we won’t send postponement notices if you’re not using postponement.
Yes, we can send statutory auto enrolment communications to your employees on your behalf. We include this as part of your service – we don’t charge you extra.
We can send communications by email:
- direct to each employee, if we have their email address, or
- to your common mailbox – a central email address, for example in your HR or payroll department – to be forwarded on to each employee.
You’re legally obliged to tell your employees about auto enrolment into a workplace pension scheme and explain how individuals will be affected by auto enrolment, including their obligations and choices. You must do this within six weeks of your auto enrolment duties start date.
If you ask us to manage your statutory auto enrolment communications (assessment, enrolment and postponement letters), we’ll do this for you.
We won’t send any communications before your duties start date, as this isn’t a legal requirement.
We’ll send out the first communication once you’ve uploaded the first payroll file. This usually goes out within 24 hours of a successful file upload.
You’re legally obliged to tell your employees about auto enrolment into a workplace pension scheme and explain how they will be affected by auto enrolment, including their obligations and choices. You must do this within six weeks of assessing them for eligibility for auto enrolment into the Scheme.
If you don’t manage your communications promptly and effectively, you risk not meeting your auto enrolment duties under the law.
We can do this for you. We’ll send out assessment, enrolment and postponement communications to the following employees:
- eligible jobholders – employees who must be put into a pension scheme that you pay into
- non-eligible jobholders – employees who can ask to opt into your auto enrolment scheme
- entitled workers – employees who won’t be auto enrolled into a pension scheme, but who can ask to join a pension scheme that you pay into (as long as it’s a qualifying scheme).