Your guide to online Pensions Administration

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Raymond Ryan
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1 Your guide to online Pensions Administration

2 Contents Introduction 3 Logging in to your administration account 4 Scheme administration 6 Payroll files 17 BACS file format 19 Multiple Access 20 Contribution report 21 Any questions about managing your scheme? Call us on Page 2

3 Introduction This booklet is aimed at pensions scheme administrators and provides a step by step guide to help you with all aspects of scheme administration. Prudential are committed to making the administration of your plan(s) as simple and streamlined as possible and getting the process right is vitally important. Ensuring correct data is held on payroll systems will mean members aren t financially disadvantaged when payments are processed. Ensuring correct information is held on HR systems will mean accurate content for welcome packs, scheme reports and benefit statements. Page 3

Logging in to your administration account Once you have received your login name, password and PIN from us, you will be ready to access the site. Step 1 Go to www.pruretire.co.uk You need your login name, password and PIN.

4 Logging in to your administration account Once you have received your login name, password and PIN from us, you will be ready to access the site. Step 1 Go to You need your login name, password and PIN. If you haven t got these details please contact your usual Prudential representative. Step 2 You will be asked to enter your login name. Once completed, click NEXT. Step 3 You will be asked to provide specific characters from your password and PIN. Click on LOGIN to review your account details. Page 4

Step 5 You are now on-line with Prudential and can follow your usual administration processes easily and smoothly.

5 Step 4 Once you have updated your details you will be taken to the Welcome Screen. Please check the details of when you last logged on and if they are not right, contact us immediately. Once happy, click PROCEED. Step 5 You are now on-line with Prudential and can follow your usual administration processes easily and smoothly. Explore the panels to understand how the site operates and the information available to you. Check My Account to ensure the details we hold are accurate. If they require updating, you are able to amend: > address, > Mobile telephone number, > Security question (and answer), > PIN and password If you wish to change other data items including your username, please contact us. Page 5

6 Scheme administration Prudential s administration process consists of two electronic files and a BACS payment system: > HR File This advises Prudential of any joiners, leavers or general changes and ensures member details are kept up to date. > Payroll file The file acts as a listing that matches the BACS payment and details how payments are to be allocated to members. You must only submit a member as a leaver once you have submitted their final contribution to Prudential. Any contributions received once the member has been made a leaver of the scheme could result in a refund of contributions. It is vital that the Payroll and HR files are of the highest quality and that cash amounts are correct. HR File Format The following table defines the fields that can be populated in the HR file ("C" is compulsory, "O" is optional. Field Ref Field Name Description Max number of characters Joiner (status J) Non Member (status C) Updates (status X) Leavers (status D) Stakeholder/ GPP Only Contribution Holiday (Status H) A National Insurance Number Alphanumeric (Upper case letters) eg AB123456C varchar2(9) C C C C C B Surname Upper and lower case letters hyphens apostrophes and spaces are allowed varchar2(20) C C O O O C Forename(s) Upper and lower case letters hyphens, apostrophes and spaces are allowed varchar2(32) C C O O O Maximum of 32 characters including spaces Page 6

7 Field Ref Field Name Description Max number of characters Joiner (status J) Non Member (status C) Updates (status X) Leavers (status D) Stakeholder/ GPP Only Contribution Holiday (Status H) D Title The following are accepted (including upper or lower case and punctuation): varchar2(10) C C O O O MR, MRS, MISS, MS, DR, PROF, RT.HON., CAPT., SISTER, REV., SIR, LADY, LORD, CANON E Marital Status The following are accepted (including case): D = Divorced S = Single M = Married C = Common Law L = Legally Separated W = Widowed P = Civil Partnership X = Divorced Civil Partnership char(1) O O O O O F Birth Gender The following are accepted (including case): char(1) C C O O O M = Male F = Female G Date of Birth DD/MM/YYYY eg 15/12/1972 (check retention of 4 digit year after any conversion) date(10) C C C O O O H Employee Section No. Individual employee s section/dept. varchar2(50) O O O O O I Employee Payroll Reference Number This reference should be the employee's full payroll reference number. varchar2(20) C C O O O J Unique Member Identifier This reference should be unique to the employee e.g. payroll number or NI Number and should not be varchar2(16) C C C C C K Expected Retirement Date DD/MM/YYYY eg 15/12/2032 (check retention of 4 digit year after any conversion date(10) C C O O O Page 7

8 Field Ref Field Name Description Max number of characters Joiner (status J) Non Member (status C) Updates (status X) Leavers (status D) Stakeholder/ GPP Only Contribution Holiday (Status H) L Address Line 1 If address provided, field is mandatory, otherwise can be left blank. i.e. if any of the other address field are completed (including post code) then address line 1 becomes mandatory. varchar2(32) C C O O O If the address fields are left blank this should not overwrite any existing address details held. Must not contain commas, colons/semi colons or double quotes. Full stops and apostrophes are acceptable. M Address Line 2 This field needs to be optional. Data in this field must not contain commas, colons, semi colons or double quotes. varchar2(32) O O O O O Full stops and apostrophes are acceptable. N Address Line 3 This field needs to be optional. Data in this field must not contain commas, colons, semi colons or double quotes. varchar2(32) O O O O O Full stops and apostrophes are acceptable. O Address Line 4 This field needs to be optional. Data in this field must not contain commas, colons, semi colons or double quotes. varchar2(32) O O O O O Full stops and apostrophes are acceptable. P Address Line 5 This field needs to be optional. Data in this field must not contain commas, colons, semi colons or double quotes. varchar2(32) O O O O O Full stops and apostrophes are acceptable. Page 8

9 Field Ref Field Name Description Max number of characters Joiner (status J) Non Member (status C) Updates (status X) Leavers (status D) Stakeholder/ GPP Only Contribution Holiday (Status H) Q Country This field needs to be optional. varchar2(32) O O O O O Data in this field must not contain commas, colons, semi colons or double quotes. Full stops and apostrophes are acceptable. R Postcode If an address is provided, this field is mandatory. Data in this field must not contain commas. varchar2(8) C C O O O S Blank Field T Blank Field U Blank Field V Date Joined Scheme DD/MM/YYYY eg 15/12/2011 (must equal or be after date in column AE) date(10) C C O O O Field is compulsory for MPP Joiner Files W Inland Revenue Category MPP ONLY The Inland Revenue Category will be represented as follows: C = Post 89 Char (1) C C O O O X Current Pensionable Salary This is the employee s Pensionable Salary (i.e. that which qualifies for Pension calculation. number (9,2) C C O O O Salary information must not contain commas or sign e.g. 15, must be submitted as A salary of 0.00 is acceptable. Y Blank Field Z Blank Field Page 9

10 Field Ref Field Name Description Max number of characters Joiner (status J) Non Member (status C) Updates (status X) Leavers (status D) Stakeholder/ GPP Only Contribution Holiday (Status H) AA Paypoint Number Paypoint numbers that have been set up and attached to the scheme. integer (6) C C O C O AB Status This field is used to indicate the purpose in providing the employee s details: char (1) C C C C C SHP/GPP Schemes C Create a non-member record J New Joiner into scheme default fund X Update existing member personal details D Removes members who have left employment and places them within the Leavers Scheme MPP Schemes C New joiner with self select funds J New Joiner into scheme default fund X Update existing member personal details AC Scheme Code Scheme Code varchar (8) C C C C C AD Employee Category Code A reference code defining the category to which this person belongs within the Scheme. varchar (4) C C O O O This will be used to determine the appropriate employer contribution rules AE Service Start Date DD/MM/YYYY e.g. 15/12/1992 NOTE Service start date cannot be after the date joined scheme but it can be the same day or a date before the date joined scheme date (10) C C O O O AF Employee Contribution Percentage This should be the employee s contribution shown as a % (this field should contain the number only) up to a maximum of Number (5,2) O O O O O Page 10

11 Field Ref Field Name Description Max number of characters Joiner (status J) Non Member (status C) Updates (status X) Leavers (status D) Stakeholder/ GPP Only Contribution Holiday (Status H) AG Employer Contribution Percentage This should be the employer s contribution shown as a %. If using scheme built contribution tables then leave this field blank, as the amount will be driven by the employee % in column AF. (this field should contain the number only). Number (5,2) O O O O O AH Employee Contribution Amount This should be the employee s contribution amount. This should be left blank if a percentage has been provided in column AF. Number (9,2) O O O N/A O This must be the amount for the payment frequency eg. The monthly/ weekly amount. This field must not contain commas or pound sign. AI Employer Contribution Amount This should be the employer s contribution amount. This should be left blank if a percentage has been provided in column AG. Number (9,2) O O O N/A O This must be the amount for the payment frequency eg. The monthly/weekly amount. This field must not contain commas or pound sign. AJ AVC Percentage MPP Only: This will be the members AVC Regular contribution percentage of salary due to be paid. Number (5,2) O O O N/A O AK AVC Amount MPP Only: This will be the members AVC Regular contribution amount ( ) due to be paid. Number (9,2) O O O N/A O Page 11

12 For the system to identify the end of the file a trailer record needs to be added the row following the last members data. HR file detail record field format Field ref Field Name Description Format A Record type Value will always be 9 Char(1) B Record count A count of the number of detail records Integer (7) File name The HR file must be saved as Microsoft Excel Comma Separated Values File (CSV) format and have a file name with the following format: nnnn_ddmmyyyy_name.pru or "nnnn_ddmmyyyy_name.csv" Where nnnn is the Employer Code (provided by Prudential) DDMMYYYY is the date you wish to load the file name is text to describe the file (eg your company s name) max 10 letters The file name must end with either.pru or.csv When saving a.pru file in Excel, the file name must include inverted commas ("..") to stop the.csv extension attaching to the file. Please note no spaces or & signs are permitted in the file name. Page 12

13 Follow the instructions below to upload your HR and Payroll files to Prudential: Step 1 Uploading your HR and Payroll files to Prudential Select the SECURE UPLOAD option under the SECURE FILE TRANSFER. If you are responsible for submitting multiple files, you will have more than one "Data Centre" set up on your Administrator section of the website. Data Centres refer to the separate sections of your company and also the separate HR and Payroll files: > If you are uploading an HR file, you will have an HR Data Centre set up. It will appear as follows: "HR File Upload for XYZ." XYZ will be the scheme code > If you are uploading a payroll file, you will have a Payroll Data Set Up. It will appear as follows: "PAY1234 Paypoint for XYZ." 1234 is your paypoint number and the XYZ is the Scheme Code If you are responsible for uploading both the HR file and Payroll File, you will see both data centres on the drop down menu. If you are responsible for uploading more than one HR or Payroll File for your scheme, for different paypoint numbers, these will be shown on the drop down menu. You will need to select the relevant data centre that matches to the file you are submitting. Page 13

14 Step 2 Use the Data Centre drop down menu to select the relevant HR or Payroll data centre. Once selected click SWITCH. Type in the description of the file (for example, Payroll file September 2012 ) in the DESCRIPTION box. Then click on the BROWSE button to select your file. Click UPLOAD. Step 3 The page will refresh and the Recently Uploaded Files table will be updated to confirm that the file has been uploaded successfully. Page 14

15 Important Information Leavers (Stakeholder and GPP schemes only.) A minimum of 2 weeks after the final contribution has been submitted to Prudential: > Send an HR file for the relevant employee with the status (Column AB) set to D; this will move the member into the leavers scheme Should any contributions be received after the member has been processed as a leaver, this may result in a refund of contributions. Leavers (MPP only.) A minimum of 2 weeks after the final contribution has been submitted to Prudential: > Submit either a Notification of Withdrawal form or an with the members details, including date of leaving, to the MPP Service Centre. Should any contributions be received after the member has been processed as a leaver, this may result in a refund of contributions. Change of address Amend your HR file line for the employee and submit it via the website. This will automatically overwrite our records. Please ensure a postcode is included. The status code in column (AB) should be set to X. Change of salary Amend your HR file line for the employee and submit via the website. This will automatically overwrite our records. The status code in column (AB) should be set to X. Retirement Date for Stakeholder and GPP The retirement date on the file enables us to set up the members record and will be used for any quotes and illustrations. If the member is investing in a lifestyle strategy the retirement date will be used to determine the fund splits. The member can change their retirement date on records at anytime by contacting Prudential. This cannot be changed via subsequent HR files. Claiming Benefits with continued payments If a member chooses to claim benefits via annuitisation after the age of 55 but remains in your employment and wants to continue making contributions, Prudential will need to be advised prior to the claim. If we are not aware of this prior to the claim, then further contributions will be refunded. Salary sacrifice or salary exchange If you move to a salary sacrifice or salary exchange arrangement, please notify Prudential at least 6 weeks in advance, as the way in which these payments will need to be submitted differs to the current submission. We will need to retrain your administration team. Name change If notified of an employee's name change you should verify it and amend your HR file to show the new details. Then submit the file via the website. The records will be amended (the assumption will be that the details have been verified by the employer). Change of category Should you wish to change the category code for a member (Column AD this dictates the eligible employer contribution), you should amend the HR file to reflect the change and submit via the website. This will change the category automatically. Paypoint changes If a member moves between paypoints, this should be actioned via the HR file (Column AA needs to change to reflect the new paypoint number). Once the HR file has been uploaded, you need to remove the member from the old paypoint's payroll file and add them to the new paypoint's payroll file. Contribution Holiday It is also possible to reduce or to stop paying regular contributions on either a temporary or permanent basis. Employer and member contributions can be stopped, provided that there is no infringement of the contract of employment or employment law. Stopping all regular contributions on a temporary basis is known as a "contribution holiday". There is no charge for increasing, reducing or stopping contributions. Page 15

16 Additional Information Closing the scheme (Stakeholder and GPP only) Once you have sent across the final payment you we will be required to provide an HR file for all members with a status (in column AB) set to D. The members will then be provided with an options letter regarding their policy. Change of Administration personnel As an employer you are responsible for who has administrator access to HartLink and for ensuring they are trained appropriately. New administrators should be trained internally by yourselves in the first instance. Other changes National Insurance number These cannot be changed via the HR file due to legal requirements. Should there be an error in the notified NINO please advise Prudential. Temporary NINO s can only be accepted on MPP schemes. Gender changes The gender recorded must be as at birth. Please advise us as soon as possible when a new administrator needs to be set up and when access needs to be removed. Page 16

17 Payroll Files On or after your payment due date (agreed at installation), a payroll file must be submitted to Prudential. The file provides details of the individual payment amounts to be applied to each member of the scheme and must be received BEFORE the payment. Payroll files are submitted electronically and must reach us no later than 22nd of the month following deduction for electronic payments and 19th of the month for cheque payments. To ensure that members do not suffer any financial loss it is crucial that these instructions are followed accurately. Once a file is submitted and payments applied to members plans they cannot easily be changed. Do not include negative amounts in the payroll file. If there has been a previous over payment this must be reclaimed by contacting the service centre. The following table defines the fields that must be populated in the payroll file. Field ref Field Name Description Max characters O/C A Record type Value will always be B Member s surname Upper and lower case letters. Hyphens, apostrophes and spaces allowed C Member s initial Upper Case letters. No full stops allowed Can include spaces (on punctuation) 25 5 D National Insurance number Alphanumeric (upper case letters) AB123456C 5 E Contribution amount The amount of contribution e.g No sign is needed and only two decimal places. Do not include signs F Contribution type Contribution Type Upper case, mandatory RM = Member Regular Contribution SM = Member Single Contribution RE = Employer Regular Contribution SE = Employer Single Contribution MPP Only RA = Additional Voluntary Contributions G Premium code Set to X at all times 1 Page 17

18 Trailer record file format Field ref Field Name Description Format A Record type Value will always be 9 1 B Total contributions Sum of the contributions (total must equal BACS payment) C Record count A count of the number of detailed records File name The payroll file generated must have a file name with the following format: XXXX_ZZZZZZ_DDMMYYYY_MMYY_name.pru or "XXXX_ZZZZZZ_DDMMYYYY_MMYY_name.csv" Where XXXX is the scheme code (provided by Prudential) ZZZZZZ is the paypoint number (provided by Prudential) DDMMYYY is the due date held in Prudential s system* MMYY/WWYY is the payroll period number** Name is text to describe the file (max 10 letters) The file name must end with either.pru or.csv. When saving a.pru file in Excel, the file name must include inverted commas ("..") to stop the.csv extension attaching to the file. * This is the payment due date provided to Prudential at outset and then subsequent dates ie: if monthly and first due date is 28/01/2009 then next due date should be 28/02/2009. ** This number must be sequential and can be calendar monthly or Financial year, month or week of the year (the YY represents the scheme year, not necessarily the actual year). Please note no spaces are permitted in the file name. Submitting Payments a quick recap 1. Make appropriate payroll deductions 2. Create and submit your Payroll file over the website on or after your due date 3. Submit your BACS payment AFTER you have submitted the Payroll File REMEMBER By law, you must have submitted your Payroll file and electronic payment before 22nd of the month following deduction. Page 18

19 BACS file format All payments to Prudential must be made by BACS. The BACS fields should be completed as follows to remit a contribution to Prudential. Field no. Field title Contents Field 1 Destination Sort Code Sort code Destination Account Number Account Number If your scheme code begins with S, G or M If your scheme code begins with W Destination Type of Account Code This field is always zero Transaction Code Transaction code is always 99 for Direct Credit 2 5 Originating Sort Code Originated (numeric) Identifies the account from which the payment is originated 6 6 Originating Account Number Identifies the account from which the payment is being made (numeric) 8 7 Free Format Always zeros Amount in Pence Values of the payment that is being paid (numeric cannot be all zeros) 11R 9 User s Name Identifies the originator of the account 18L 10 User s Reference Mandatory Field your payment will be rejected if this is not completed. Prudential requires this to be completed to identify the payment. Format is: Scheme code XXXX (alphanumeric) Paypoint code ZZZZZZ (numeric) Due date ref (DDMMYYYY) this date must match the date used in the Payroll File name So the format will be: XXXXZZZZZZDDMMYYYY 18 Prudential Bank Account details are as follows (For Stakeholder and Group Personal Pension Plans): Account name: Prudential Assurance Company Ltd PRU BACS Receipts Branch address: HSBC, London, City of London Corporate Office PO Box 125, 8 Canada Square London E14 5XL BACS payment The BACS payment should be received by Prudential after the Payroll File is sent. It should match exactly the total amount on the Payroll File. The BACS format to be used can be found in the BACS section of this guide (see above for more information). Page 19

20 Reports > The Contribution Report The Contribution report page allows you to access and download the Contribution report per paypoint. The report details the expected contributions for each member based on the information currently held on our system. The report also identifies where there has been an increase or decrease in contribution rate and where a new member has joined. Contribution reports will be added to the site on a monthly basis and a confirmation note will be posted to the Employer Mailbox. The contribution report can be amended to create a payroll file, by the end-user and uploaded to the website. To access the report, select the relevant payroll data centre, click the SWITCH button and select the report from the table. Page 20

21 > The Contributions Received Report This report is available on the General Reports page. It allows you to see contributions that have been received and applied on their schemes. You have the option to choose a date range for your report up to a maximum of 3 months. Page 21

22 Your notes Page 22

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24 "Prudential" is a trading name of The Prudential Assurance Company Limited, which is registered in England and Wales. This name is also used by other companies within the Prudential Group. Registered office at Laurence Pountney Hill, London EC4R 0HH. Registered number Authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority. BTBM /2017

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