Pension & Auto-EnrolmentManagement & Administration Solution

Content

2/3Fair Care Employee Benefits Report

Scope of System Overview An online solution, capable of the management and administration of pension schemes, deliver-ing compliance under the Auto-Enrolment legislation.

Available as an integrated module under the existing Benefit Select technology. The solution will be offered as part of an employee benefits/flexible benefits platform.

The system can be configured to allow pension contributions under both net pay and salary sacrifice methods, as well as enabling employees to flex their own contributions if required.

Multiple pension schemes can be housed for each employer, with contribution levels determined at employee level or by employee sub-set.

Assessment – Fair Care can undertake the provisional and final assessment of employees, taking a feed from any payroll system to produce an assessment report based on the appropriate pay reference period (PRP). This will result in the correct categorisation of employees recorded at Staging date and ongoing.

Automated communications are triggered at each stage of the Auto-Enrolment cycle, which are housed permanently for audit and reference purposes (accessible by both employer and employee).

Secure access is provided to employees and administrators, with appropriate access levels.

The general assumption is that employers will wish to base contributions on fixed pensionable pay, using Certification, as opposed to variable pay. The system is currently configured for monthly pay reference periods only. (Weekly payrolls may be accommodated at a later stage, subject to demand.)

Section Page

Scope of System 3

Set-up & Implementation 4

Process 5

Reporting 6

Data Requirements 7

in conjunction with the employer.

The following tasks will need to be underaken ahead of implementation

Set-up & Implementation

Fair Care Employee Benefits Report 4 /5

where required

factor

• Planning of AE date - in advance of or on Staging Date

scheme/category of employee• Post staging date – deferral process for new starters – AE dates given monthly pay cycle

Fair Care will not undertake the following tasks:

(may be by Pension Provider)

Content

2/3Fair Care Employee Benefits Report

Scope of System Overview An online solution, capable of the management and administration of pension schemes, deliver-ing compliance under the Auto-Enrolment legislation.

Available as an integrated module under the existing Benefit Select technology. The solution will be offered as part of an employee benefits/flexible benefits platform.

The system can be configured to allow pension contributions under both net pay and salary sacrifice methods, as well as enabling employees to flex their own contributions if required.

Multiple pension schemes can be housed for each employer, with contribution levels determined at employee level or by employee sub-set.

Assessment – Fair Care can undertake the provisional and final assessment of employees, taking a feed from any payroll system to produce an assessment report based on the appropriate pay reference period (PRP). This will result in the correct categorisation of employees recorded at Staging date and ongoing.

Automated communications are triggered at each stage of the Auto-Enrolment cycle, which are housed permanently for audit and reference purposes (accessible by both employer and employee).

Secure access is provided to employees and administrators, with appropriate access levels.

The general assumption is that employers will wish to base contributions on fixed pensionable pay, using Certification, as opposed to variable pay. The system is currently configured for monthly pay reference periods only. (Weekly payrolls may be accommodated at a later stage, subject to demand.)

Section Page

Scope of System 3

Set-up & Implementation 4

Process 5

Reporting 6

Data Requirements 7

in conjunction with the employer.

The following tasks will need to be underaken ahead of implementation

Set-up & Implementation

Fair Care Employee Benefits Report 4 /5

where required

factor

• Planning of AE date - in advance of or on Staging Date

scheme/category of employee• Post staging date – deferral process for new starters – AE dates given monthly pay cycle

Fair Care will not undertake the following tasks:

(may be by Pension Provider)

in conjunction with the employer.

The following tasks will need to be underaken ahead of implementation

Set-up & Implementation

Fair Care Employee Benefits Report 4 /5

where required

factor

• Planning of AE date - in advance of or on Staging Date

scheme/category of employee• Post staging date – deferral process for new starters – AE dates given monthly pay cycle

Fair Care will not undertake the following tasks:

(may be by Pension Provider)

6/7

Process

Fair Care Employee Benefits Report

On the agreed reporting / cut o� dates each month, three reports will be generated to assist with the management of the scheme

Reporting

Prior to Auto-Enrolment / Staging Date• Employee benefits platform created, branded and set to live, with other benefit modules created as required• Pension scheme records completed• All employees – Records uploaded with categorisation completed following final assessment

On earlier of chosen Auto-Enrolment or Staging Date and shortly after• Access to platform allowed (usernames/passwords issued) if not done so already• Relevant Auto-Enrolment emails despatched by system with all relevant information• Pension Providers notified of new members• Pension Providers issue contracts to employees, notify date sent• Opt out option email despatched confirming start of opt out period• Opt out confirmation if employee opts out (or subsequently on ceasing)

Ongoing• Continual assessment to identify change of employee categorisation• Employers notify new joiner information on or before joining date, plus leaver details and any pay changes• Relevant Auto-Enrolment emails despatched by system with all relevant

Information• Pension Providers notified of new members• Pension Providers issue contracts to employees, notify date sent• Opt out option email despatched confirming start of opt out period• Opt out confirmation if employee opts out (or subsequently on ceasing)

Payroll report detailing pension contribution deductions/ reductions by employee and indicating whether salary sacrifice, RAS or Net Pay deductions

Contributions Reportdetailing employee and employer pension contributions by employee and by pension scheme, indicating whether net or gross payments

Management Informationan analysis of the whole employee base for MI and compliance, indicating how many employees are in each eligibility category, how many have opted out and timelines for those pending re-enrolment. Summary financial information will also be included.

in conjunction with the employer.

The following tasks will need to be underaken ahead of implementation

Set-up & Implementation

Fair Care Employee Benefits Report 4 /5

where required

factor

• Planning of AE date - in advance of or on Staging Date

scheme/category of employee• Post staging date – deferral process for new starters – AE dates given monthly pay cycle

Fair Care will not undertake the following tasks:

(may be by Pension Provider)

6/7

Process

Fair Care Employee Benefits Report

On the agreed reporting / cut o� dates each month, three reports will be generated to assist with the management of the scheme

Reporting

Prior to Auto-Enrolment / Staging Date• Employee benefits platform created, branded and set to live, with other benefit modules created as required• Pension scheme records completed• All employees – Records uploaded with categorisation completed following final assessment

On earlier of chosen Auto-Enrolment or Staging Date and shortly after• Access to platform allowed (usernames/passwords issued) if not done so already• Relevant Auto-Enrolment emails despatched by system with all relevant information• Pension Providers notified of new members• Pension Providers issue contracts to employees, notify date sent• Opt out option email despatched confirming start of opt out period• Opt out confirmation if employee opts out (or subsequently on ceasing)

Ongoing• Continual assessment to identify change of employee categorisation• Employers notify new joiner information on or before joining date, plus leaver details and any pay changes• Relevant Auto-Enrolment emails despatched by system with all relevant

Information• Pension Providers notified of new members• Pension Providers issue contracts to employees, notify date sent• Opt out option email despatched confirming start of opt out period• Opt out confirmation if employee opts out (or subsequently on ceasing)

Payroll report detailing pension contribution deductions/ reductions by employee and indicating whether salary sacrifice, RAS or Net Pay deductions

Contributions Reportdetailing employee and employer pension contributions by employee and by pension scheme, indicating whether net or gross payments

Management Informationan analysis of the whole employee base for MI and compliance, indicating how many employees are in each eligibility category, how many have opted out and timelines for those pending re-enrolment. Summary financial information will also be included.

8/9Fair Care Employee Benefits Report

Data Requirements

To join one of Fair Care’s free webinars, showcasing Advantage, email b@faircare.co.uk

Pension Scheme Record – Required fields:

• Pension scheme provider, scheme name, reference, address etc

each phasing date

• Process for Data upload to pension provider (automated) on AE date

• Opt out process and form

• Payroll date

• Deferral method for new employees: AE date = 1st of – first, second or third

Housed under each Employer record should be a Pension Scheme Control record; one for each pension scheme relevant to that employer

Employee Records – Required FieldsIn order to confirm compliance with Auto-Enrolment, a completed record for each employee will need to be held, whether or not that employee is already in a qualifying scheme. Employee data could be bulk uploaded, or records added one

record will need to be uploaded ahead of or on the employee’s start date.Required Fields:

salary or qualifying earnings values etc

• To be AE enrolled or already in qualifying scheme?

• Designated pension scheme – For example Aviva, Nest or Master Trust

Salary Sacrifice (if chosen)

maximum, and employer matching factor (if applicable). (default - min = max and matching factor nil. Phasing of increases.

qualifying earnings

• Auto-enrolment dates – Deferral date, AE date, Opt in Date, Opt out period start date, Opt out Date, re-AE date

(bespoke by employer) – Audit trail:

in conjunction with the employer.

The following tasks will need to be underaken ahead of implementation

Set-up & Implementation

Fair Care Employee Benefits Report 4 /5

where required

factor

• Planning of AE date - in advance of or on Staging Date

scheme/category of employee• Post staging date – deferral process for new starters – AE dates given monthly pay cycle

Fair Care will not undertake the following tasks:

(may be by Pension Provider)

8/9Fair Care Employee Benefits Report

Data Requirements

To join one of Fair Care’s free webinars, showcasing Advantage, email b@faircare.co.uk

Pension Scheme Record – Required fields:

• Pension scheme provider, scheme name, reference, address etc

each phasing date

• Process for Data upload to pension provider (automated) on AE date

• Opt out process and form

• Payroll date

• Deferral method for new employees: AE date = 1st of – first, second or third

Housed under each Employer record should be a Pension Scheme Control record; one for each pension scheme relevant to that employer

Employee Records – Required FieldsIn order to confirm compliance with Auto-Enrolment, a completed record for each employee will need to be held, whether or not that employee is already in a qualifying scheme. Employee data could be bulk uploaded, or records added one

record will need to be uploaded ahead of or on the employee’s start date.Required Fields:

salary or qualifying earnings values etc

• To be AE enrolled or already in qualifying scheme?

• Designated pension scheme – For example Aviva, Nest or Master Trust

Salary Sacrifice (if chosen)

maximum, and employer matching factor (if applicable). (default - min = max and matching factor nil. Phasing of increases.

qualifying earnings

• Auto-enrolment dates – Deferral date, AE date, Opt in Date, Opt out period start date, Opt out Date, re-AE date

(bespoke by employer) – Audit trail:

10/11Fair Care Employee Benefits Report

NEWINTEGRATEDAUTO-ENROLMENTSOLUTION

ComplianceCommunicationAdministration

in conjunction with the employer.

The following tasks will need to be underaken ahead of implementation

Set-up & Implementation

Fair Care Employee Benefits Report 4 /5

where required

factor

• Planning of AE date - in advance of or on Staging Date

scheme/category of employee• Post staging date – deferral process for new starters – AE dates given monthly pay cycle

Fair Care will not undertake the following tasks:

(may be by Pension Provider)

10/11Fair Care Employee Benefits Report

NEWINTEGRATEDAUTO-ENROLMENTSOLUTION

ComplianceCommunicationAdministration

Fair Care Employee Benefits Limited1 Farnham Road, Guildford, Surrey GU2 4RG

T: 0800 652 4745 F: 0845 241 0984E: info@faircare.co.uk

www.faircare.co.uk

To discuss your employee benefits requirements call us today on 0800 652 4745 or visit www.faircare.co.uk

Fair Care Employee Benefits Report

www.faircare.co.uk

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Welcome to NEWCO Benefit Select. Here you can find out about the benefits we o er, apply for those benefits and make any

chnages you need to. Please click on the headings below for further information. If you have any questions relating to the

benefits, please contact the Fair Care helpdesk on 0800 652 4745.

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