assessment, communications and joining

Assessment, communications and joiningThis guide is for GFRP that has been converted to a qualifying workplace pension scheme.

When you’ve logged into GPZ, you’ll see your scheme home page. You can start any journey from this page.

PLEASE NOTE – If you have access to multiple schemes or sites, you will need to select the scheme/site before you continue to the journeys in this guide. If your scheme has multiple sites, you will also see slight differences throughout the guide.

Welcome to GPZ

Assessment, communications and joining 02

OverviewThis guide will help you assess and join your employees to your Qualifying Workplace Pension Scheme (QWPS) on Group Pension Zone (GPZ). Included in this guide are:

¬ Assessment, communications and joining

¬ Join

¬ New member communications

¬ Assessment only

¬ Existing member communications

¬ View files

Click on a building to get startedOverview

Suitable for auto‑enrolment

where employees will be assessed.

Suitable for sending regulatory enrolment

communications to employees.

Suitable for contract joining and for auto‑enrolment, where employees have already been assessed.

Suitable for auto‑enrolling

employees.

Assessment, communications

and joining

Join Assessment only Existing member

communications

Suitable for sending regulatory enrolment

communications to employees.

New member communications

View eligibility, communications &

join output files from the past year.

View files


Assessment, communications and joiningSuitable for auto-enrolling employees

If you want to assess your employees’ eligibility, and issue regulatory communications before joining, then please follow these steps: Once you’ve logged into GPZ, choose Assessment,

communications and joining from the Home page.2 Choose Assessment, communications and joining.3 Select Assessment, communications and joining from

the Options page.

1

Assessment, communications and joining


4 In Step 1 – You can choose to download our template or you can use a file that you have already created from payroll.

5 Step 2 – You can now save the template (if you are using it) and prepare your file for sending.

6 Complete the fields in the template and save.

TIP – For more detail on the information you’ll need to input into either the version you have downloaded or your file that has been prepared from payroll, please refer to the Assessment, communications and joining section of the Pension reform data exchange guide.




7 Now you’re ready to send us your file. In Step 3, select Send the file you have created.

8 Read the Declaration, and when you’re happy to proceed click Accept.




9 Complete the Confirm pay reference details, making sure you choose Assessment, issue communications and join members (not Assessment only) in the Type of assessment section. Then click Continue to submit file.




10 Upload the file you’ve created by clicking Browse select your file. Click the box to confirm that eligible members will join automatically and then click Send file.

11 We will automatically attempt to align the headers. For any that we cannot match the column header will say ‘please confirm’.

12 Please select from the drop down menu an appropriate header. Or alternatively select ignore if this is data not required to complete the journey. Clarification of the information needed is shown in the data exchange guide.




13 An error information screen may appear. Errors will either relate to the format or could highlight invalid data on your file. The data exchange guide shows the format to be used, and the error message will tell you what is wrong and what action you should take. You should open the original file and fix the errors and resubmit the file as shown in Step 7. Amend the relevant error on the file and resubmit. When you’re ready to upload your file, click Send file.

14 Once the column headers are aligned you will need to tell us what row the member data starts from.

15 An Acknowledgement screen will appear.

16 Click on Return to assessment, communication and joining button to move away from this screen.

17 You’ll shortly receive an email letting you know that your Eligibility Report is ready.



Please click http://library.adviserzone.com/letter12.pdf to see an example of our sample letters.


18 To view your Eligibility Report, choose View files in the Assessment, communications and joining page.

19 Click on the report and choose Export. The Pension reform data exchange guide has more detail on what is included in your reports.




20 If you’re returning to GPZ to continue your journey, select Assessment, communications and joining on your home page.

TIP – For more details on how to view files, please see page 29.

You’ve successfully sent your data joining eligible employees to your QWPS.




To join your employees: Once you’ve logged into GPZ, choose

Assessment, communications and joining from the Home page.

2 Choose Assessment, communications and joining.

3 Select Join from the Options page.

1

JoinSuitable for contract joining and for auto-enrolment, where employee have already been assessed.

Join


4 In Step 1 – You can choose to download our template or you can use a file that you have already created from payroll.

5 Step 2 – You can now save the template (if you are using it) and prepare your file for sending.


TIP – For more detail on the information you’ll need to input into the template, please refer to the Join section of the Pension reform data exchange guide.

Join

Join




Join

Join


9 Upload the file you’ve created by clicking Browse select your file. Click the box to confirm that eligible members will join automatically and then click Send file.

10 We will automatically attempt to align the headers. For any that we cannot match the column header will say ‘please confirm’.

11 Please select from the drop down menu an appropriate header. Or alternatively select ignore if this is data not required to complete the journey. Clarification of the information needed is shown in the data exchange guide.

Join

Join


Join

Join

12 An error information screen may appear. Errors will either relate to the format or could highlight invalid data on your file. The data exchange guide shows the format to be used, and the error message will tell you what is wrong and what action you should take. You should open the original file and fix the errors and resubmit the file as shown in Step 7. Amend the relevant error on the file and resubmit. When you’re ready to upload your file, click Send file.

13 Once the column headers are aligned you will need to tell us what row the member data starts from.

14 An Acknowledgement screen will appear.

15 Click on Return to assessment, communication and joining button to move away from this screen.


You’ve successfully sent your data joining employees to your QWPS.


This option should not be used in conjunction with the Assessment, communications and joining option. Once you’ve logged into GPZ, choose



3 Select New member communications from the Option page.

1

New member communicationsSuitable for sending regulatory communications to employees



4 In Step 1 – click the Download template button. A CSV template will be created.

5 Step 2 – You can now save the template and prepare your file for sending.


TIP – For more detail on the information you’ll need to input into the template, please refer to the New member communications section of the Pension reform data exchange guide.





7 Now you’re ready to send us your file. In Step 3, select send the file you have created.




9 Upload the file you’ve created by clicking Browse select your file then click Send file.

10 An error information screen may appear. Amend the relevant error on the file and resubmit. When you’re ready to upload your file, click Send file.

11 An Acknowledgement screen will appear. 12 Click on Return to assessment, communication and

joining button to move away from this screen.


You’ve successfully sent your data which will send letters to your employees.




If you want to assess your employees without joining them, you can use Assessment only: Once you’ve logged into GPZ, choose



3 Select Assessment only from the Options page.

1

Assessment onlySuitable for auto-enrolment where employees will be assessed

Assessment only


In Step 1 – click the Download template button. An Excel template will download.

5 Step 2 – You can now save the template and prepare your file for sending.

6 Complete the fields in the template.

TIP – For more detail on the information you’ll need to input into the template, please refer to the Assessment only section of the Pension reform data exchange guide.

7 Once you’ve completed the template, click Create eligibilty file. If there are any problems with the information you have entered, these will be highlighted in red. You can move to the next field by clicking on Go to next error. When you’ve changed all the highlighted fields, click Create eligibilty file again.

4

Assessment only

Assessment only


Assessment only


9 Read the declaration, and when you’re happy to proceed click Accept.

Assessment only


Assessment only

10 Complete the Confirm pay reference details. Then click Continue to submit file.

Assessment only


Assessment only


12 An error information screen may appear. Amend the relevant error on the file then resubmit. When you’re ready to upload your file, click Send file.

13 An Acknowledgement screen will appear. 14 Click on Return to assessment,

communication and joining button to move away from this screen.

15 You’ll shortly receive an email letting you know that your Eligibility Report is ready.

Assessment only


Assessment only

16 To view your Eligibility Report, choose View files in the Assessment, communications and joining page.

17 Click on the report and choose Export. The Pension reform data exchange guide has more detail on what is included in your reports.

18 If you’re returning to GPZ to continue your journey, select Assessment, communications and joining on your home page.


You’ve successfully sent your data joining employees to your QWPS.

Assessment only


Existing member communications

Existing member communicationsSuitable for sending regulatory enrolment communications to employees.

This option is for communications to existing members at the staging date. Once you’ve logged into GPZ, choose



3 Select Existing member communications from the Options page.

1



Existing member communications In Step 1 – click the Download

template button. 5 Step 2 – You can now save the template and

prepare your file for sending.6 Complete the fields in the template and save.

TIP – For more detail on the information you’ll need to input into the template, please refer to the Existing member communications section of the Pension reform data exchange guide.

4





10 An error information screen may appear. Amend the relevant errors on your file and resubmit. When you’re ready to upload your file, click Send file.

11 An Acknowledgement screen will appear. 12 Click on Return to assessment,

communications and joining button to move away from this screen.


You’ve successfully sent your data which will send letters to your employees.


View files

View files View eligibility, communications & join output files from the past year.

Once you’ve logged into GPZ, choose Assessment, communications and joining from the Home page.


3 Select View files from the Options page.

1


View files

View files

4 Click the button next to the report you wish to view.5 Once you have selected your file, click export.

TIP – Assessment and join files are typically available on the day you submit the file, while communications files are available on the working day after you have submitted the file.


Find out moreFor more information on these processes, visit Frequently Asked Questions

To find out more, please speak to your adviser or call us on

0845 60 60 092

Standard Life Assurance Limited is registered in Scotland (SC286833) at Standard Life House, 30 Lothian Road, Edinburgh EH1 2DH. Standard Life Assurance Limited is authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority. www.standardlife.co.uk

GEN1968D 0914 ©2014 Standard Life

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