Within the Pension Management Search and Results page, there is a button labelled Export. This begins the process of selecting your data that you wish to generate to submit to your providers. This process is the same irrespective of whether your provider has a csv or API submission.
When Export is selected, a new screen opens to commence the wizard to generate the data.
Select Data
This is the point at which you need to define the output type you want (there could be different outputs for a provider) and the data that you want included.
Click in the list below to see a description of all the selection criteria
Field
Description
Rules
Field
Description
Rules
Select Data
Pay Company
Select the pay company that you wish to produce the output for.
A mandatory field.
Displays a list of all pay companies relevant to the country that have been set up.
Provider
Select the provider that you wish to produce output for. This selection will affect the list shown in the Output Type.
A mandatory field.
The dropdown list only shows those providers where an entry has been applied to the Provider field in the Provider configuration. Click here to see how to set this up.
Output Type
Displays a list of outputs relevant to the provider selected.
If there are multiple types of files, you will need to go through this process for each type of output you need to produce: you cannot select multiple output types at the same time.
This field becomes enabled and is mandatory when a provider is selected.
The dropdown list will display the available outputs that the system can generate for the provider.
Contribution Schedule
Displays a list of active contribution schedules.
The purpose of the contribution schedule is that contributions are usually sent to the provider once a month and so there will be multiple weeks for a particular contribution payment date. The system will automatically pick up all the relevant contributions.
However, if you wish to only produce a contribution output for a particular period, the Pay Period End Date can be used instead.
This field becomes enabled if the OutputType selection contains contribution data. If the output type is for member information only, the contribution schedule is not required.
If populated, the Pay Period End Date field becomes disabled.
If the Pay Period End Date is entered instead, the Contribution Schedule field is disabled.
Payment Contribution Due Date
Once the Contribution Schedule is selected, you need to select the contribution due date to collate the contributions that are linked to that due date.
This field becomes enabled when Contribution Schedule has been selected.
Either this field or New Enrolments Contribution Due Date must be entered if a Contribution Schedule has been selected.
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New Enrolments Contribution Due Date
If you select a Payment Contribution Due Date and you click tab, the system will automatically pick the new enrolments contribution due date with the same date that needs to be included in the file output. It is anticipated that the new enrolments contribution due dates will coincide with dates set in contribution due date in the schedule. For example if a contribution due date is set as 22/06/2023 and the new enrolments contribution for the same pay period is set as 22/07/2023, there will be a contribution due date of the 22/07/2023. However, it is possible to select a different date in this field to output the delayed contributions that are linked to this date.
This field becomes enabled when Contribution Schedule has been selected.
Either this field or New Enrolments Contribution Due Date must be entered if a Contribution Schedule has been selected.
This field is automatically populated from the selection of Payment Contribution Due Date if it finds a matching date. If there is no matching date, you must pick a date from the list.
The list of dates will come from the Contribution Schedule that you have set up. The dates displayed is 3 months ahead of today’s date and 12 months behind of today’s date.
Pay Period End Date
A field to enter the pay period end date. This is for the selection of New Enrolments or if you want to generate output for a particular pay period end date rather than for a schedule date which could contain multiple periods.
If populated, the Payment Contribution Due Date, New Enrolments Contribution Due Date and Contribution Schedule will become disabled.
Either this field or Payment Contribution Due Date must be entered
Scheme
Select 1 or many schemes to produce the selected outputs for.
This is enabled when the Provider is selected.
It displays the schemes for that provider that have the same Contribution Schedule.
If it is left blank, this means all schemes within the provider that have the same Contribution Schedule will be included in the data selection.
Pay Group
A field to select 1 or more pay groups that has the same frequency as the contribution schedule or has the same Pay Period End Date in the pay period details.
This is enabled when Contribution Schedule or Pay Period End Date is populated
If left blank, this means all pay groups within the pay company that has the same frequency as the selected contribution schedule or has a matching Pay Period End Date will be included in the data selection.
At the point you have entered your data selection, Click on the Next button. This will collate all the relevant data.
Output Generation
Separate outputs will be produced per Pay Group, per scheme, per file type, per pay period end date. For example if you have 2 pay groups and you have 1 pension scheme and there are 4 weekly periods to produce for the payment due date, there will be
8 output files. If you have delayed contributions as well for new enrolments, this could increase depending on the number of enrolments and how many weeks the contributions are delayed.
If the start and end dates of the periods in the payment schedule do not match your period end dates of your pay group periods, the process will use the pay group pay period end date to find which payment schedule period dates it falls into.
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Click in the list below to see a description of all the fields in this screen
Field
Description
Rules
Field
Description
Rules
Header
Output Type
This is the Output Type that was selected in the Selection Criteria screen.
It is read only. If this was an incorrect selection, cancel the batch to start again.
Pay Company
This is the Pay Company that was selected in the Selection Criteria screen.
It is read only. If this was an incorrect selection, cancel the batch to start again.
Pension Provider
This is the Pension Provider that was selected in the Selection Criteria screen.
It is read only. If this was an incorrect selection, cancel the batch to start again.
Payment Contribution Due Date
This is the Payment Contribution Due Date that was selected in the Selection Criteria screen.
It is visible and read only if the Output Type contains contributions and you selected a Payment Schedule.
New Enrolments Contribution Due Date
This is the New Enrolments Due Date that was selected in the Selection Criteria screen.
It is visible and read only if the Output Type contains contributions and you selected a Payment Schedule.
Pay Period End Date
This is the Pay Period End Date that was selected in the Selection Criteria screen.
It is visible and read only if the Output Type contains contributions and you entered a specific Pay Period End Date. If you selected a Contribution Payment Schedule, this will not be visible.
Batch Number
All the outputs generated are collated via a Batch Number and is auto-generated.
It is always visible.
Contribution Grand Total
Displays a total contribution value across all the outputs included in the batch.
This sums the employee, employer and AVC contributions that appear in the outputs generated.
Visible where the file selected contains contributions.
Output Grid
There will be separate rows based on the distinct combination of Pay Group, Scheme, Output Type and Pay Period End Date. Pension Providers will normally base their file formats on the pay frequency of the pay group. This is informing you of all the separate output files that will be generated.
Pay Group
Outputs all the pay groups that have been found in the select data criteria.
It is read only.
Scheme
Where there are multiple schemes within a pay company and provider, there will be a row per scheme.
It is read only.
Contribution File Type
Displays the different types of contribution files where the contribution schedule is due to delaying new enrolment contributions.
This column is visible if a contribution schedule is required for the file type.
If it is a ‘normal’ contribution file for the period selected, the File Type should be Contribution.
If the file being output relates to delayed contributions from when a payee was first enrolled, this will show as New Enrolment Delayed Contributions.
This is dependent on how you have set up the contribution schedule for the pension provider. It is not always the case that separate files are required. This would be the case for NOW: Pensions. For those files that do not have a different date in New Enrolment Delayed Contributions to the Contribution Due date, there will not be a second file generated.
Pay Period End Date
This will show the individual pay period end dates that are within the contribution schedule payment due date selected.
It is read only.
Total Contribution
This will show a sum of the employee, employer and any AVCs within the row.
This column is visible if the output contains contributions.
No. of Records
This is a count of all payees within that output that will be generated.
It is read only.
Generation of the Output Files
When you are ready to generate the actual output, click the Generate button. The system will automatically generate the outputs and return you back to the Pension Management Search and Results page.
CSV Output
Where the output is a csv file, and all the relevant periods within that schedule will be generated within it. The standard Windows file location will be displayed where you can direct the output to. You can then upload those files to your provider. The status of the batch will automatically be set to Completed.
API Output
Where the output is transmitted to the Pension Provider, the batch will get set the status of Queued. There is a service that will look for all files that are queued and then make contact with the provider to submit the data. Please see API Submission Processfor the process flow.
Benefits
A flexible approach to allow the selection of data to send to the pension provider.
Configuration
The pension provider needs to be set with the output format.
The output formats at the time of this release that are available are for the providers NOW: Pensions and Nest.
