Help Centre for Payroll bureaux

How do I avoid employee duplicate records? (Employer Portal)

Unintended employee duplicate records can create a real problem for everybody. To ensure that you don’t have duplicate records within your NOW: Pensions employer portal, it’s important that you check your records regularly. The faster you can catch them, the easier the system is to clean and the smaller the impact on the employee(s) involved.

The way you handle your files before uploading them into the employer portal will depend on whether this issue will arise. The first time you see an employee on the file, a combination of the Employer code, Pay Code and Payroll Number will create a unique record in the employer portal.

Unintentional duplicate records can sometimes occur when key fields such as Payroll Numbers or Pay Codes are input differently into the system. Other reasons for duplications include formatting issues within the CSV file, employees changing from one payroll to another or employees re-joining the company. If this happens, additional unique member records are created.

Employees that end up with more than one record in the employer portal will suffer from the following consequences:

  • a split in pension pots
  • multiple charges
  • misleading communications

To understand what to look out for and to help you ensure you are not creating duplicate records please see our guide to avoiding data duplications. You can also have a look at our webinar about avoiding data duplication.

 

Related resources

How do I amend data within the payroll file?

I need help uploading my payroll file

What file type do I need to use?

“We were impressed with the simplicity of its scheme. The ease of implementation was also a big plus for us and has removed much of the administrative headache.” — Neil Tune, HR director at Fitness First
I am excited to be joining such a distinguished Board of Trustees, over-seeing a modern, transparent, cost efficient and high-performing pension fund. — Win Robbins, former Head of European Fixed Income Barclays Global Investors
...its simple design means the pressure is taken off us as the employer and avoids costly administration charges, whilst removing the burden of choice and ensuring the best possible retirement outcome for our employees. — Matthew Johnson, Head of Compensation and Benefits at Adecco Group UK & Ireland
Over a short period of time, NOW: Pensions has established itself as a respected and credible player in the UK workplace pensions market attracting thousands of employers and hundreds of thousands of members. Joining the team at such a crucial time… — Jocelyn Blackwell, Founder of Dunnett Shaw and Raising Standards in Pensions Administration
I'm excited by the opportunity to help bring to the UK auto-enrolment market NOW: Pensions, a customer-friendly and responsive trust-based alternative to NEST and to contract-based offerings. — Chris Daykin, the former Government Actuary