How do you know what actions your workers have taken?

You’ll need to update your payroll system with these actions before you run your next payroll, so your next pension data file includes the changes.

We’ll send you an email

Each time you run a payroll, you’ll get a ‘Changes from your workers’ email to your secure mailbox when any workers linked to that payroll take any of the actions. The email is generated at the end of the day and will contain all actions that day.

You’ll see the actions when you upload a pension data file

When you start uploading a pension data file for any of your payrolls, you’ll see recent worker actions on the web page. The standard display will be actions carried out less than a month before the start date of the pay period you’re processing. You can filter it by date to show older actions, if you need to. For each action you’ll see:

the worker’s details
the date they took the action, and
what it was – opt out, for example.

You can download a worker action file

Your worker action file (WAF) is a CSV file showing actions your workers have taken since you last ran your payroll and uploaded a pension data file.

For example, it shows workers who have opted out of your workplace pension, stopped or re-started paying in, or changed the amount of their payments.

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.

A guide to the headings

The table below shows the headings in the WAF and explains what they are. When you download your WAF it will include all these fields.

Item no	Header	Format	Explanation
1	ER code	0000	The four-character code we’ve given you to identify your workplace.
2	PAYROLL CODE	0000	Four-character payroll code to identify individual payrolls.
3	EMPLOYEE NO	Up to 25 characters	Your workers’ unique payroll number.
4	SURNAME	Up to 40 characters	Last or family name.
5	FORENAME 1	Up to 40 characters	First name.
6	NINO	AA000000A	National Insurance number.
7	OPT IN INDICATOR	I or blank	I = Opt in Appears when a worker asks to join your workplace pension.
8	OPT IN DATE	DD/MM/YYYY	The date a worker who has asked to join is enrolled in your workplace pension.
9	OPT OUT INDICATOR	A, O or blank	A = Worker has asked to opt out within their one-month opt-out window. O = Worker wants to stop paying in more than one month after being enrolled. See the table headed ‘Opt-out codes’ for more information.
10	OPT OUT DATE	DD/MM/YYYY	The date a worker opts out.
11	OO LAST DAY	DD/MM/YYYY	The last date a worker can opt out and get their payments refunded. If the worker is given a two-week extension, this will be updated.
12	EE CONTRATE	0.00	Worker contribution rate.
13	ER CONTRATE	0.00	Workplace contribution rate.
14	AVC RATE	0.00	Rate of worker’s extra contributions.
15	AVC RATE INDICATOR	I or blank	I = Extra contributions – appears when a worker asks to pay extra contributions .
16	TOTAL EERATE	0.00	Columns 12 and 14 added together. This is used when the worker’s extra contributions can’t be split out in the payroll system.
17	CATEGORY	See ‘Auto enrolment categories’ table below	Assessment category.
18	POSTPONEMENT DATE	DD/MM/YYYY	Last date of postponement/deferral period.
19	AE DATE	DD/MM/YYYY	Date a worker is enrolled.

Auto enrolment categories

Remember, the codes are case-sensitive.

Code	Description
Eligible Jobholder	Aged between 22 and State Pension age. Earns at least £10,000 a year, £833 a month, or £192 a week in one job.
Non-eligible Jobholder	Aged between 16 and 74. Is not an eligible jobholder but earns more than the lower limit for qualifying earnings (£6,240 a year, £520 a month or £120 a week in 2025-2026).
Entitled Worker	Aged between 16 and 74. Earns less than the lower limit for qualifying earnings (£6,240 a year, £520 a month or £120 a week in 2025-2026).
Worker	Under 16 or 75 or over.

Opt-out codes

Code	Description	Actions
A	Opted out This worker opted out within their opt-out window.	You must opt this worker out and update your payroll to show this has happened. You must not take any more payments from this worker, and you must refund any money they’ve already paid in.
O	Stopped paying in This worker stopped paying in to the pension after their opt-out window closed.	You must update your payroll to show this worker is no longer paying in, and must not take any more payments from this worker. But you don’t need to refund any money to them as they didn’t opt out within the opt-out window.