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CONTENTS

WELCOME TO THE AUTO ENROLMENT DESIGNER .............................................................. 6

How does it work? .................................................................................................................... 6

Contact our National Support Unit (NSU) ............................................................................. 6

FINDING YOUR WAY AROUND ..................................................................................................... 7

Getting started ......................................................................................................................... 8

REPORTS .......................................................................................................................................... 9

CUSTOMISE YOUR REPORTS .................................................................................................. 12

Uploading your logo .............................................................................................................. 12

Hints and tips for resizing your logo ........................................................................... 12

We can help ................................................................................................................... 12

EMPLOYER DUTIES ASSESSMENT ........................................................................................ 13

Creating a new assessment .................................................................................................. 13

Editing an existing employer assessment ........................................................................... 13

1. Employer details................................................................................................................ 14

Does the employer have a PAYE scheme? .................................................................. 14

Number of workers. ..................................................................................................... 14

Initial assessment results ............................................................................................. 15

2. Existing scheme information ............................................................................................ 16

Does the employer have an existing defined contribution pension scheme? ........... 16

4

Does the scheme require a member to make any choices or provide any information to remain a member of the scheme? ............................................................................ 16

Does the scheme have joining conditions? .................................................................. 16

Does the scheme use salary exchange? ...................................................................... 16

Scheme contribution details ........................................................................................ 17

3. Workforce information .................................................................................................... 18

What is a CSV file? ....................................................................................................... 18

Upload a CSV file .......................................................................................................... 18

Map your headings........................................................................................................ 18

Errors in CSV files ....................................................................................................... 18

Adding workers manually and editing previously uploaded details .......................... 20

Viewing the results ....................................................................................................... 20

EMPLOYER DASHBOARD .......................................................................................................... 21

SCHEME MODELLER .................................................................................................................. 22

Navigation in the modeller .................................................................................................... 23

Select model type .................................................................................................................. 24

1. Default models .......................................................................................................... 24

2 .Existing scheme basis .............................................................................................. 24

3. Existing custom models ........................................................................................... 24

4. New custom model ................................................................................................... 24

Cost reduction and assumptions .......................................................................................... 25

1. Salary exchange ....................................................................................................... 25

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2. Contribution phasing ............................................................................................... 25

3. Scheme take-up rates .............................................................................................. 25

Applying options at scheme and category level ......................................................... 26

Where next? .................................................................................................................. 26

Category management ......................................................................................................... 27

Category details screen ............................................................................................... 27

1. Pensionable salary definition ........................................................................................... 27

2. Certification basis ............................................................................................................. 27

3. Minimum contribution rates ............................................................................................. 27

4. Rules for existing members ............................................................................................. 27

5. Salary exchange ................................................................................................................ 27

6. Contribution phasing ........................................................................................................ 28

Move members .............................................................................................................. 28

INDEX ............................................................................................................................................. 29

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WELCOME TO THE AUTO ENROLMENT DESIGNER We’ve developed our design service to help you make the most of the auto enrolment opportunity. Use it to create reports and make recommendations to your corporate clients.

How does it work?

Firstly, use our designer to identify the employer’s staging date and review any existing pension schemes.

Then create a report that you can use to set out the duties the employer will have, the costs involved and how you can help manage those costs. We’ve covered how to do this in

this guide, but our National Support Unit (NSU) can create this report for you and your client.

Finally our NSU will help you model different design options and create a report that demonstrates the impact on the employer’s business. This guide contains instructions on how to do this, in case you would like to create this report yourself, but we are here to help you.

Contact our National Support Unit (NSU)

Phone 0845 60 40 800 or email nsu@scottishlife.co.uk.

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FINDING YOUR WAY AROUND Starting from the home page, it’s simple to navigate the designer

.

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When you first log in, you’ll see the homepage. From here you can access the following features:

Complete employer fact-find

Download a simple form to capture all the information you’ll need to create an assessment.

Workforce details template

To create a workforce and cost analysis, you’ll need to upload your client's workforce details or type them in. Click Workforce details template to download an example template.

Create an employer assessment

Complete our simple 3-stage form to create a full employer assessment and produce a report.

Getting started

Download our getting started guide

Need help?

Our National Support Unit (NSU) will give you the help you need when you’re ready to think about how your client’s automatic enrolment scheme should be set up. They can create a workforce assessment report for the employer on your behalf. They can also help you model different scheme designs to show the impact on the employer’s business and workforce. Contact them on 0845 604 0800 or email nsu@scottishlife.co.uk.

Customise your reports

Add your company logo and contact details to personalise your reports. Your details will be shown on the reports you produce which do not have additional Scottish Life branding. You can update them at any time.

Employer dashboard (Existing employer assessments)

All employers with existing assessments are listed at the bottom of the page. You can view, edit, delete and set the current status for each employer from this table and, by clicking on the employer’s name, go into the employer dashboard to view and amend the reports that have been created for the employer and create new reports.

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REPORTS All the reports generated by the system are available as a PDF or as an editable rich text file (RTF). The RTF can be opened in your word processing package and edited as you wish.

1. Initial Assessment Report This report is generated after the Employer Details section of the Employer Duties Assessment is completed. It shows when their staging date is, when they’ll receive updates from The Pensions Regulator and what tasks they will be required to do to meet their employer duties. The report will also show what will happen if they don’t take any action.

2. Scheme Assessment Report If the employer has an existing defined contribution scheme, complete the Existing Scheme section of the Employer Duties Assessment to generate a Scheme Assessment report how it compares against the automatic enrolment criteria and if any changes to it are required. The report will also compare the existing scheme against the different quality requirements.

3. Workforce Assessment Report This report will assess what type of workers the employer has, the current employee cost and potential changes in payments needed to meet their employer duties. You’ll need to provide payroll details either manually or via a CSV upload in the Workforce Information section of the Employer Duties Assessment.

4. Scheme Modeller Report A customisable report that allow you to model scenarios for the employer in depth. Access the scheme modeller through the Employer Dashboard after you have uploaded workforce information in the Employer Duties Assessment.

Initial

Assessment Report

Scheme

Assessment Report

Workforce Assessment

Report

Modeller Report

Adviser Logo

CSV upload of data required

Staging date and months to prepare

Key dates

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Initial

Assessment Report

Scheme

Assessment Report

Workforce Assessment

Report

Modeller Report

What the employer needs to do, before, on and after staging date

What will happen if the employer does not comply

Other penalties

Assessment of current scheme against automatic enrolment criteria

Assessment of current scheme against qualifying criteria

Assessment of current scheme against qualifying earnings (QE) requirements

Assessment of current scheme against 7% certification requirements

Assessment of current scheme against 8% certification requirements

Assessment of current scheme against 9% certification requirements

Summary of your employer's duties

Employer duties for different types of workers

Assessing the employers workforce

Impact on your clients’ pension contribution costs using QE's, 7%, 8% or 9%.

Impact of salary exchange on your clients’ pension contribution costs using QE's, 7%, 8% or 9%.

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Initial

Assessment Report

Scheme

Assessment Report

Workforce Assessment

Report

Modeller Report

Impact on your clients workers using QE's, 7%, 8% or 9%

Impact on your clients administration using QE's, 7%, 8% or 9%

Defining other things your employer needs to think about

Impact on your clients pension contribution costs using a bespoke design (including salary exchange and phasing)

Impact of salary exchange on your clients pension contribution costs using a bespoke design (including salary exchange and phasing)

Impact on your clients workers using a bespoke design

Impact on your clients administration using a bespoke design

How you can help your employer, and next steps

Adviser contact details

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CUSTOMISE YOUR REPORTS Click Add Personal Details on the home page to personalise your reports by adding your company logo and contact details or click the Your Details tab in the top menu.

You can then enter your company details and upload your logo to customise your reports.

Uploading your logo Your logo must be in JPEG or JPG format. Your logo’s size should be:

a maximum of 300 pixels wide and 225 pixels high

a minimum of 225 pixels wide and 169 pixels high

Hints and tips for resizing your logo

Use image editing software like Photoshop, Fireworks or Paint.

Select Resize image or Image size in the menu to see the current size and resize the logo.

Ensure the logo stays in proportion by ticking the Constrain proportions box.

If either the height or the width is below the minimum allowed, change the size of the background. You can do this by selecting canvas size.

Use a small version of your logo as this is more likely to be near the target size and will be less likely to become distorted or pixellated when you change the size.

We can help

If you need help with resizing your logo, contact us on 0845 60 40 800 or email nsu@scottishlife.co.uk.

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EMPLOYER DUTIES ASSESSMENT Enter the employer’s details, any existing scheme information and workforce information to assess their duties.

Creating a new assessment Click New Assessment on the homepage or in the top menu to start a new employer assessment.

Use our employer fact-find, which you can download from the home page, to capture all the information you’ll need.

There are three sections:

1. Employer details

2. Existing scheme information

3. Workforce information

As you enter the information, reports will be generated. The Available Reports box on the right-hand side shows which reports are available based on the information you have submitted.

Click View results. This will take you to the Employer Summary screen where reports can be viewed and downloaded.

You don’t have to enter all the information at once. For example, you may want to only enter the employer details to generate an initial assessment to use on a first approach to an employer.

You can save your form at any time by clicking Save in the right-hand column.

This will take you to the employer dashboard. Follow the instructions below to go back into the report.

Editing an existing employer assessment To edit an assessment that is in progress, click the employer’s name on the home page. If there are no employer’s names you do not have any existing assessments.

This will take you through to the Employer Dashboard.

Click Edit existing details to go to the Employer Duties Assessment screen.

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1. Employer details

Does the employer have a PAYE scheme?

If the answer is ‘no’, no further information is required.

Number of workers.

This is the number of workers employed on 1st April 2012. For an employer with less than 50 workers you will need to enter the number of people in the largest PAYE scheme on 1st April 2012.

Depending on the size of the scheme and number of employees, you might be asked for the following information to help us determine the employers staging date:

1. Number of people in the employer’s largest PAYE scheme Employers with less than 50 workers on 1 April 2012 but were part of, or had a PAYE scheme with 50 or more people in it will have a prescribed staging date between 1 August 2015 and 1 April 2017. Alternatively they can choose the staging date of the larger PAYE scheme.

2. Last two characters of PAYE reference The last two digits of the PAYE reference determine the staging date for employers with less than 30 people in their PAYE scheme on 1 April 2012. The employer can find this on their P35 (Employer Annual Return) or P30BC payslip booklet.

3. If the PAYE scheme was set up on or after 1st April 2012, you will need to enter the start date of the PAYE to determine the appropriate staging date.

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Initial assessment results

To generate an initial assessment report click View results. This will take you through to the Employer Summary screen. Click the PDF Report or RTF Report button at the top or bottom of Employer Summary to download the initial assessment results report as a PDF or editable rich text file.

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2. Existing scheme information

Does the employer have an existing defined contribution pension scheme?

If the answer is ‘yes’ complete the existing scheme information section to produce a scheme assessment report. Please note, existing defined benefit schemes are not supported by the designer. If they don’t have a defined contribution scheme, continue to the Workforce Information section.

Does the scheme require a member to make any choices or provide any information to remain a member of the scheme?

A scheme doesn’t meet the auto enrolment criteria if it requires members to provide information or to make any choices to remain a member of the scheme.

Does the scheme have joining conditions?

There are specific criteria that schemes must meet in order to be treated as automatic enrolment schemes and if these are not met, they cannot be used for automatic enrolment. However the scheme rules could be amended to allow automatic enrolment. If not amended, another scheme will have to be selected.

Does the scheme use salary exchange?

Some employers make pension contributions using salary exchange. This is where members agree to give up some salary. This is used by the employer to provide a non-cash benefit to the member. As the member is being paid less gross salary the employer makes National Insurance Contribution (NICs) savings and the member pays less tax and NICs.

If the answer is ‘yes’, you’ll need to tell us what the employer will do with the NICs savings and the minimum salary required for an employee to benefit from salary exchange.

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Scheme contribution details

Click the View, edit or add scheme contribution details button to enter the contribution levels for the scheme.

1. All fields must be completed.

2. Category means category of worker. If all workers have the same pension benefits, you only need complete the first line. If different groups of workers have different pension benefits, you need to add these as separate categories.

3. Click Add to save each category and create a new blank row if you want to add an extra category. Repeat this process for each category. Please note that each category must have a unique name and be consistent with the categories included in any worker details file you upload when you come to workforce information.

4. If you choose to add salary exchange to a category, this will be applied to all workers in that category.

5. Once complete, click Continue to go back to Employer Duties Assessment.

6. You’ll see the scheme assessment results are now available in the box on the right hand side. Click View results to see them. This will take you through to the Employer Summary screen.

Click the PDF Report or RTF Report button at the top or bottom of Employer Summary to download the scheme assessment results report as a PDF or editable rich text file (RTF).

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3. Workforce information To produce a Workforce Assessment Report and access the scheme modeller you need to provide us with payroll information from the employer. This section tells you how to produce this report but we can do it for you. Contact our National Service Unit on 0845 604 0800 or email nsu@scottishlife.co.uk.

You can either upload this information as a CSV file or enter the workers’ details manually. We recommend uploading a CSV file for convenience and to avoid the risk of typing errors.

What is a CSV file?

CSV (or comma separated values) files are a way of saving data from tables as plain text. Fields in a CSV file are separated by commas and records by carriage returns. You can create a CSV file using your spreadsheet package (for example, Microsoft Excel) by using the Save as function.

Upload a CSV file

The workforce details template shows how your CSV file should look. You can download the template from Capture Workforce Details on the home page.

To upload the CSV, click the Choose File button. Select the file and click Upload. If you wish to overwrite any existing workforce details, tick the box.

If we can’t upload the file because of an issue with it, you’ll see an error message. This may be because there are duplicate headers in the file, or because you didn’t upload a CSV file

Map your headings

If your CSV file does not have the same heading shown in the Workforce details template, you’ll need to map your headings to the headings in our system. When you upload the file you’ll see a screen showing the headings we use. Your headings will be listed in the dropdown boxes.

Match the headings in your file to the headings we use by selecting the correct heading from the dropdown bos. You can’t map the same heading twice and will see an error message if you try to do this.

When you click Continue upload, the file will be uploaded.

Errors in CSV files

If there are problems with any of the information in your file, you will see a message which reads:

“YourFileName.csv did NOT upload successfully. An error file can be found here.”

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Click the word ‘here’ to download an error file. This will be a copy of your CSV file with two extra fields added. The Valid column will tell you which records are not valid and an error message will appear next to each record where there are problems with the data.

Example 1 Letters rather than numbers have been entered into the Basic Pay column for the top worker and they system is not able to process it.

Example 2 The values in the category field don’t match the categories you put in for any existing scheme. You should either change the category in the file or go back to the existing scheme details and change the category name there

When you’ve finished editing the file, re-upload by saving it, then clicking Choose File and Upload.

You’ll see a message telling you that the file has been uploaded successfully.

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Adding workers manually and editing previously uploaded details

To add workers manually, or to check, edit or delete workers, click View, edit or add worker information. You’ll then see the Workforce details screen.

1. You must complete their first name, last name and late of birth.

2. Don’t include a pound sign or a comma in any monetary values you enter, the system will put those in automatically.

3. Once you’re happy with the records, click Add. This will then create another blank record to complete if required.

4. To amend existing workers, click Edit or Delete in the Action column.

Viewing the results

Once you’ve entered the details of the workers, you can now produce a full report by clicking View results which will take you to the Employer Summary screen. Click Show or Hide to display the results or hide them.

Click the PDF Report or RTF Report button at the top or bottom of Employer Summary to download the scheme assessment results report as a PDF or editable rich text file (RTF).

You can also create a Full Member Analysis PDF which analyses the cost per member.

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EMPLOYER DASHBOARD Once you’ve added an employer by starting an assessment you’ll be able to access their details through the Employer Dashboard.

You can get to the Employer Dashboard by clicking Finish on the Employer Summary screen or by clicking the employer’s name on the home page.

The top of the dashboard shows any reports you have produced for this employer. Download the report by clicking the icon under RTF or PDF.

Further down the screen you can see the existing details that have been entered. To go back to the employer duties assessment and edit these details, click Edit existing details.

If the workforce has change, you can upload a new CSV file under Workforce Information. For information about uploading CSV files, see ‘Upload a CSV file’ above. If you wish to manually add workers or to edit workers, you will need to click Edit existing details and go to Workforce information.

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SCHEME MODELLER Once you have uploaded details of your workforce, the Scheme Modeller becomes available. This section tells you how to produce a scheme modeller report but we can do it for you. Contact our National Service Unit on 0845 604 0800 or email nsu@scottishlife.co.uk.

The scheme modeller report will show the employer:

1. The existing contribution structure and how this compares to the new proposed structure.

2. How much you could save the employer by introducing salary exchange.

3. How contribution phasing could change how much they pay.

4. The impact of the changes on costs, administration and workers for every category within the scheme.

It can be accessed from the Employer Dashboard by selecting the Start modeller button on the right hand side.

If the Start modeller button is greyed out, you will need to upload workforce information either in the Employer Dashboard or Employer Duties Assessment before you can use the modeller.

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Navigation in the modeller

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Select model type When you start the modeller, the first screen you’ll see is Select Model Type.

There are multiple models to choose from on this screen. View details of each proposed basis by clicking Show. Click Hide to close it again..

1. Default models

You can choose one of the default options such as Qualifying Earnings, 7% minimum, 8% minimum or 9% minimum basis. These will use the current scheme set up and change to contributions and certification basis to the minimum selected.

2 .Existing scheme basis

As an alternative to these, you can choose to base the scheme using the employer’s existing scheme details. This uses the current scheme set up, but does not assign a certification basis to the current contributions. You might need to update the contribution basis if they do not meet the minimums for certification.

3. Existing custom models

If you have created previous custom models, these will be displayed here. You can edit or copy these. Select Copy to keep the existing model and make a copy for further changes.

4. New custom model

You can also start from scratch with a new custom model. This basis does not follow any current scheme set up and starts from the position of all workers in one category. You can then choose to create more categories and re-assign workers.

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Cost reduction and assumptions This is the first screen you’ll see when you select any model or create a custom model.

You can select to rename the model that you are creating by entering an appropriate name in the Model name box. This will pull through onto the produced report.

On this page, you are setting up assumptions that will be applied at scheme level. You should go through these options and choose which to add.

To set up assumptions at the category level, click Update categories under current scheme design. This will take you through to the Category Management screen where you can set assumptions for different groups of workers.

1. Salary exchange

Choose whether to apply salary exchange or not (if your current scheme has salary exchange this will automatically default to Yes

2. Choose the way the reinvestment is to be handled for Employee and Employer savings

3. Finally set a minimum salary.

2. Contribution phasing

Choose to apply contribution phasing to the scheme. The minimum contribution levels can be phased in between the employer’s staging date and April 2019. If you select contribution phasing, it must be applied individually for each scheme category. Click update category under Current Scheme Design at the top of the screen to access the Category Management screen.

3. Scheme take-up rates

You can apply take-up rates for various types of workers that are in and out of the scheme.

The estimated opt out rate for eligible jobholders, the opt in rate for non-eligible jobholders and the joining rate for entitled workers are used to create the financial model for the scheme. This is based on the overall contribution and salary levels of the existing workforce.

You can alter the take-up rates by clicking the drop down boxes next to each type of worker and selecting an option. If you chose ‘custom’, a box will appear for you to specify a rate.

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Applying options at scheme and category level

If you choose to apply an option at scheme level (e.g. salary exchange or contribution phasing), it can be selected/deselected at category level. However if you wish to select an option at category level, it must be selected at scheme level first.

Where next?

When you have completed this screen you have the following options:

1. Click Update category to update assumptions for different categories of employee.

2. Click Update on the right hand side to see an update of the scheme costs.

3. Click View results to see the Model Summary and create a report.

4. Click Save and return later to save these results without creating a report.

5. Click Back to select another model type without saving these results.

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Category management To update the assumptions on a category level, click the Update categories button on the Cost Reduction and Assumptions screen.

You’ll then see any categories that you have set up already.

In this example, there is only one category – All workers. This can be edited by clicking Edit in the Action column, or you can select to add a new category by clicking Add category.

This will take you to the Category details screen and allow you to make category level decisions.

Category details screen

On this screen you can change the following at a category level.

1. Pensionable salary definition

This will pre-populate to the appropriate definition based on any default model you have selected at scheme level but you can change it here.

2. Certification basis

Choose the appropriate certification basis based on your choice of pensionable salary. This will also pre-populate if you have selected a default model.

3. Minimum contribution rates

Set the Contribution rates for the category - you can apply the minimums for the certification basis selected or select ‘No’ and enter your own rates.

4. Rules for existing members

You can decide whether to maintain employer and member contributions for existing members where current contributions are greater than the proposed new contribution rates. If you select ‘No’ for either employer or member contributions, contribution for all members of the category will move to the minimum level selected.

5. Salary exchange

If you apply salary exchange to a category, all members will be included in salary exchange calculations (excluding those that fall below any salary minimum which were entered on the Cost Reduction and Assumptions screen). The basis for the salary exchange calculation will follow what has been set at scheme level.

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6. Contribution phasing

If you apply contribution phasing, you will be asked in which month the pension contributions will be reviewed. This is to allow us to plot a natural route through the phases.

Once you have answered these questions you will be presented with a best fit for your phasing option.

The start date for any phasing option will be the scheme staging date.

The Steady state contribution levels will be in line with the contribution rates you selected above.

If you want to change the contribution rates for either Phase 1 or 2, you can, although these must meet the DWP’s minimum requirements for each stage.

Once you have selected all the category level options, Continue will take you back to the Category Management screen where you can add another category if you need to.

Move members

If you have workers who are not in the current scheme or you want to re-assign members of existing categories, you can do this by clicking Re-assign members under the table showing details of your categories

This will open up a new screen, Move members, and show all workers that you have uploaded.

You can filter the workers at the top of the screen. Chose from the criteria in the drop down list, then select the appropriate parameters. This example shows filtering by basic pay greater than £10,000. Don’t include the ‘£’ sign or commas in your filter criteria. Click Remove filter to clear the filter

To move workers,

1. Select the workers you wish to move

2. Select the category you wish to move them to and click Move.

Once you have finished re-assigning workers, use the Continue button to get back to the Category Management screen. From here you can:

1. Click Update to see an update of the scheme costs:

2. Click View results to see the Model Summary and create a report.

3. Click Save and return later to save these results without creating a report.

4. Click Back to return to Cost Reduction and Assumptions

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INDEX C

Categories 17, 27

CSV file 18

CSV file upload 18

CSV files errors 18

Custom models 24

D

Default models 24

E

Employee details 14, 18, 20, 28

Employer details 14

Employer duties assessment 13

Existing scheme 16, 24

J

Joining choices 16

Joining conditions 16

N

National Support Unit (NSU) 18, 22

Navigation 23

P

PAYE scheme 14

Phasing 25

S

Salary exchange 16, 25

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Scheme take-up rates 25

W

Workforce information 18, 20, 28

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