Scheme Management System User guide

28-07-2016

1. GETTING STARTED 1.1 - accessing the scheme management system 1.2 – converting my Excel file to CSV format

2. ADDING EMPLOYEES TO MY PENSION SCHEME 2.1 – Options available to adding employees to the scheme 2.2 – Adding employees to the scheme – file upload or entering details online 2.3 - Adding an employee to the scheme without a National Insurance number 2.4 – Amending/deleting data before submitting it to Aviva 2.5 – Confirmation message & keeping a copy of your submission

3. MAKING PAYMENTS 3.1 – Getting ready to make a payment 3.2 – Checking if any employees have opted out of the scheme 3.3 – Ways to submit your payment data 3.4 – Making a payment by uploading a CSV file 3.5 – Making a payment by keying your data online 3.6 – An employee in the pension scheme has left the company 3.7 – An employee is taking a contribution break 3.8 – Validation of payment date & making amendments 3.9 – Telling Aviva when a National Insurance number has been received 3.10 – Confirmation message & keeping a copy of your submission

4. MESSAGES & NOTIFICATIONS 4.1 – Successful payment message 4.2 – Action or warning messages when making a payment

5. UPDATING YOUR SCHEME MEMBERSHIP 5.1 – Adding additional employees to your scheme 5.2 – An employee in the pension scheme has left or is leaving the company 5.3 – An employee is taking a contribution break

6. OPT OUTS 6.1 – Opt out rights for employees 6.2 – Opting out online 6.3 – Opt out confirmation for employees 6.4 – Opt out confirmation for employers 6.5 – Opt out refunds 6.6 – an employee wants to opt out after the opt out period has ended

7. MANAGING MULTIPLE SCHEMES (BUSINESS ADVISERS & OTHER 3RD PARTIES) 7.1 – Searching for a scheme from the scheme list

8. INFORM AVIVA IF EMPLOYEE SALARIES OR CONTRIBUTION PERCENTAGES HAVE CHANGED 8.1 – Update employee earnings

1. Getting started 1.1 - Accessing the scheme management system Go to https://www.mybusiness.aviva.co.uk/MyAccount/login

Enter the username & temporary password that you have received by email – we’ll ask you to change this as soon as you log on.

YOUR PASSWORD IS CONFIDENTIAL PLEASE DON’T SHARE IT WITH ANYBODY Select ‘Manage your scheme’ to access the scheme management system

1.2 – Converting an Excel file into a valid CSV format for upload If you are uploading a file, it must be in csv. format Step 1 – open your Excel document and select ‘File’ from the top left corner

Step 2 – select ‘Save As’ from the dropdown list

Step 3 – select ‘Save as type’ from the dropdown list Step 4 – select “CSV (Comma delimited)” from the dropdown list and press enter to save in CSV format

2. Adding employees to my pension scheme 2.1 – Options available to add employees to the scheme You can add employees to your scheme at any time in one of two ways: 1. Entering the details online – you can key each employee’s data into the system.

2. Uploading data - you can upload your employee’s details using a CSV file (which may be easier if you’re adding several employees at once). If you want to use an output file from your payroll system or auto-enrolment compliance tool, it must meet these conditions:

• •

The column headers must match the headers shown in the Aviva template exactly (words, upper/lower case etc.). You can view the Aviva template by following the instructions below. These should be the only columns in your payment file – you’ll have to delete any others before uploading the file. If your file doesn’t have the right column headers then you can copy and paste your data into the Aviva template:

Step 1 – select ‘Add scheme members’ from the actions available

Step 2 – on the next page, select ‘uploading new member file’ and download the Aviva csv file template

2.2 - Adding employees to the pension scheme – file upload or entering details online

Step 1 – select ‘Add Members’ from the options available on the home screen

Note: if you’re uploading a file, it must be in CSV format. To find out how to convert an Excel file to CSV format, please click here please click here

Step 2 – choose if you’d like to enter the details online or upload a csv file (an output file from your payroll or AE compliance tool)

Step 3 – select ‘Proceed’ then follow the instructions on screen

2.3 – Adding an employee to the scheme without a National Insurance number If one of your employees has applied for an NI number but hasn’t received it yet, you can still add that person to your scheme. You will need to tell us the NINO as soon as you know it, because we are required to have that information – please see below for how to do this. Until you receive it you must provide an Alternative Unique ID – which lets us identify the employee when you make a payment. This will make sure payments are applied to the right employee’s policy. The Alternative Unique ID could be an employee’s payroll reference or staff number, or anything else that’s relevant (and easy to remember). Please make sure the Alternative Unique ID is: 1. Unique to that employee 2. Something you won’t forget – it will be used to identify your employee when you make a payment into their policy. You can enter an Alternative Unique ID in your csv file before uploading it, OR by adding it directly – like this:

2.4 – Amending/deleting new member data before submitting it to Aviva When you’re adding employees to your pension scheme, we’ll show you an overview of what you’ve entered. You can amend this data quickly and easily if you need to.

CSV file upload

Instruction on screen tells you to click on employee’s first name to view and edit the details.

If you want to delete a record completely, tick the box next to the member’s details and click ‘remove’

Keying data online

2.5 – Confirmation message & keeping a copy of your submission Once you’ve submitted your new joiner information, you’ll see a confirmation message. This means the policies have been set up and you can start making payments if any are due.

Please make a note of your submission reference in case you need this later on.

IMPORTANT Click on ‘Export file’ to save a copy of your final submission as an Excel document on your desktop.

3. Making payments Regardless of your payroll frequency (weekly, bi-weekly, monthly etc.), Aviva can only accept one payment per employee for any calendar month. If your payroll runs more frequently, then you’ll have to add up the contributions and pay them as one monthly payment for each employee. It’s up to you which month a payment should fall into. For example, if an employee is paid weekly and has a contribution of £25 per week, then you’ll sometimes pay £100 to cover four weeks but other times pay £125 to cover five weeks. You decide which months have four weeks, which have five. We’ll accept your monthly payments accordingly. You can send payments for two months or more for an employee (e.g. June and July). These can be submitted at the same time or separately, but there can only ever be one payment per employee for June and one for July.

3.1 – Getting ready to make a payment 1.

Before running your AE compliance checks or deducting money from payroll, you should check to see if any of your employees have opted out. Find out more here.

2.

Complete your Auto-Enrolment compliance checks to see if you have to add any more employees to your scheme, and how much you need to pay for each one.

3.

Make sure any employees who are joining the scheme have been added before making a payment. When you select to make a payment, your list of employees that are in the scheme will be displayed for you to check. If somebody is missing from the list, you will need to check whether they’ve opted out, left employment or perhaps taken their benefits or transferred their benefits to another policy. It takes about two hours for new scheme members to be shown in your scheme, at which point you can make payments for them.

Remember, any employees added to the scheme the same day won’t show up in your scheme membership list for about two hours. You’ll have to wait until they’re visible on your scheme membership list before trying to make a payment for them.

3.2 – Checking if any employees have opted out of the scheme If you’ve added an employee to your scheme, and they’ve chosen to opt out within the opt out period, their policy won’t be in force and Aviva won’t be able to accept payments for them. It’s important to check for opt outs before making deductions from your employees’ salaries and before making any payments to Aviva.

Select ‘Messages & Notifications’ to view any or all of your opt out messages (read or unread)

3.3 – Ways to submit your payment data You can submit your payment details in one of 2 ways: 1. Upload a CSV file with all the payment data in it 2. Key your payment data online directly into the scheme management system Step 1 – select ‘Make Payments’ on the home screen

Step 2 – choose either ‘uploading payment file’ or ‘Entering details online’

A list of your existing scheme members will be displayed so you can check your payment file data

Step 3 – select ‘Proceed’ to begin

3.4 – Making a payment by uploading a CSV file If you are using an AE assessment tool or payroll software that produces an output file, you can use this to upload your payment data. Please remember: • The column headers must match the headers shown in the Aviva template exactly (words, upper/lower case etc.). • These should be the only columns in your payment file – you’ll need to delete any others before uploading the file. If your file doesn’t have the right column headers then you can copy and paste your data into the Aviva template. We can only accept 300 lines at a time. If your payment file contains more than 250 lines, please split this down into two separate files.

3.5 – Making a payment by keying your data online If you don’t have a csv file to upload, or if it’s easier to key in the payments directly, select ‘Entering details online’ to enter them manually.

Step 1 – tick the box next to each employee for whom you wish to make a payment – or tick the box at the top to select them all at the same time

Step 2 – select the first name of any employee that you’ve ticked and enter the payment details on the next page.

Step 3 – once you’ve added all the payment, select ‘proceed’.

3.6 – An employee in the pension scheme has left the company If an employee leaves your employment, you’ll need to let us know so that we don’t expect any further payments and can update our policy records. Reflecting a leaver in your csv payment file Enter a ‘1’ in the ‘Reason for partial or non-payment’ column on your CSV payment file.

Payroll Month

Name

5.2015

Jon Burley

Reason Employer Employee for Employer Employee Alternative regular NI number regular partial or one off one off unique ID contribution deduction noncontribution contribution amount payment AB111111A

1

You can add in a contribution at the same time as providing notice that the employee has left your company. Payroll Month

Name

5.2015

Jon Burley

Reason Employer Employee for Employer Employee Alternative regular NI number regular partial or one off one off unique ID contribution deduction noncontribution contribution amount payment AB111111A

25

25

1

Entering reason code 1 tells us that the employee has left the company and that there’ll be no further pension payments for this employee after this month. If you think a payment may be due the following month, wait until then before entering reason code 1 on your payment file. Reflecting a leaver when keying a payment online Enter a ‘1’ in the ‘Reason for partial or non-payment’ column on your CSV payment file. Step 1 – tick the box next to the employee you wish to mark as a leaver and click on the employee’s first name

Step 2 – select “left employment” from the dropdown list in the “reason for partial or non-payment” column

Step 3 – select ‘update details’

3.7 – An employee is taking a contribution break If an employee is still working for you but there’s a break in contributions for one or more months, you’ll need to let us know when sending in your scheme payment data. Then, we won’t expect payment and we can update the employee’s policy record accordingly. If an employee you have auto-enrolled comes to you wanting to opt out, remember that they need to contact Aviva directly if they are within the opt-out window: information about this is in the letter sent to them when you added them to the scheme. Do not use this file to tell us about people who want to opt out, because this will not trigger a refund. If people who can’t opt out want to stop contributions, this is the way to tell Aviva.

Reflecting a non-payment in your csv payment file Enter ‘2’ in the ‘Reason for partial or non-payment’ column on your CSV payment file. (Note – if your payroll output file prefills this column with reason code 2, 3, 4 or 5, any of these are acceptable – they all do the same thing). Payroll Month

Name

5.2015

Jon Burley

Alternative NI number unique ID

Reason Employer Employee for Employer Employee regular regular partial or one off one off contribution deduction noncontribution contribution amount payment

AB111111A

2

You can add a contribution at the same time as providing notice that the employee is taking a contribution break. Payroll Month

Name

5.2015

Jon Burley

Reason Employer Employee for Employer Employee Alternative regular NI number regular partial or one off one off unique ID contribution deduction noncontribution contribution amount payment AB111111A

25

25

2

Once you have provided reason code 2 - 5, your employee’s policy will be placed on a contribution break. We won’t expect any further payments – but you can restart them at any time. To do this simply add the member back on to the payment file in the month they want to start contributing again.

3.7 – An employee is taking a contribution break (continued) Reflecting a non-payment when keying a payment online Enter a ‘1’ in the ‘Reason for partial or non-payment’ column on your CSV payment file. Step 1 – tick the box next to the employee you wish to mark as a non-payment and click on the employee’s first name

Step 2 – select “no payment this month” from the dropdown list in the “reason for partial or nonpayment” column

Step 3 – select ‘update details’

3.8 – Validation of payment data and making amendments When you upload your CSV file or key your data online, we’ll show you what you’ve entered. We’ll also let you know if there’s any data that needs correcting.

NB - you can amend any data you’ve uploaded or keyed, regardless of whether it’s passed the data validation checks. CSV file upload corrections Step 1 – check the on-screen message. This will tell you how many members have data that needs correcting. Those with a red cross beside them have errors, those with a green tick are fine.

Step 2 As instructed, click on the employee’s name to display full payment details and amend the data on screen, then select ‘update’ at the bottom right hand side of the screen. NOTE - you can only select ‘proceed’ once all validation errors have been cleared.

Step 3 – if you have no further changes to make, select ‘proceed’ to submit the payment data to Aviva NOTE – you can only select ‘proceed’ once all validation errors have been cleared.

Online keying corrections - when keying data online, we’ll show you validation messages as you key the details into each data field.

3.9 – Telling Aviva when an employee’s National Insurance number has been received You may have added members to your pension scheme before they received a National Insurance (NI) number. If so, it’s important to let us know the NI number as quickly as possible so that we can update our records. Providing the NI number in your csv payment file When you make your next payment for this employee after receiving the new NI number, please provide both the Alternative unique ID and the NI number on your CSV payment file. Payroll Month

Name

NI number

5.2015

Jon Burley

AB111111A

Employer Reason Employee Employer one Employee Alternative regular for partial regular off one off unique ID contribution or nondeduction contribution contribution amount payment 12345C

25

25

Providing the NI number when keying your payment online Step 1 – tick the box next to the employee you wish to add a NI number to and click on the employee’s first name

Step 2 – complete the National Insurance number in the NI number field provided and press “update details” once you’ve added your payment or non-payment details

You only need to provide both numbers once, the first time you make a payment after the NI number has been received. For subsequent payments, you’ll need to provide the NI number as our records will be using that instead of the Alternative Unique ID.

3.10 – Confirmation message & keeping a copy of your submission Once you’ve submitted your payment information, you’ll receive a confirmation message confirming that your payment data has been sent to Aviva. Please make a note of your payment reference as you will need this later on.

IMPORTANT Click on ‘Export file’ to save a copy of your final submission as an Excel document on your desktop. YOU’LL NEED THIS IF YOU HAVE TO RESUBMIT YOUR PAYMENT FILE FOR ANY REASON.

4. Messages & Notifications 4.1 – Successful payment message After you’ve received your initial confirmation message, your payment data is passed through to Aviva’s administration systems. There, it will undergo further validation checks before your payment can be collected by Direct Debit.

If your data passes those checks, you’ll get a message when you log into the scheme management system. These are displayed under the ’successful payments’ in the top right of the home screen. We’ll show you the payment reference too, so you know which payment the message relates to.

The date and time the validation happened will be shown here

This is confirmation that your payment has been successfully uploaded.

It’s important to be compliant. These extra checks can take a few minutes, or may take an hour – it depends on busy period and how many payments are going through the system at any one time. Don’t be alarmed if you don’t see a message straight away. Your Direct Debit payment will usually be collected within three working days of receiving a confirmation that the payment file has been successfully uploaded.

4.2 – Action and warning messages when making a payment If you haven’t received a message confirming your payment file was successfully uploaded, it could mean your data needs amending before we can collect your payment. We’ll let you know if that’s the case when you next log onto the scheme management system. If a number is shown in the ’Messages and Notifications’ section, it means you have messages and possible action to take.

After selecting ‘messages & notifications’, we’ll show you a list of the messages available

To read your message, select the appropriate payment reference

4.2 – Action and warning messages when making a payment (continued) A ‘warning’ message lets you know there’s something that needs your attention e.g. that you’ve not made payments for the members listed. If your message only contains a warning, then the payment has been successful and your Direct Debit will collect shortly, but you may want to review the members to see if you also need to make a payment or provide a nonpayment reason for any of those.

If your message contains an ‘Action Required’ message, this means the data hasn’t passed our validation checks and you must read the message to understand what to do next. THIS MAY MEAN THAT YOU HAVE TO RESUBMIT YOUR ENTIRE PAYMENT DATA AFTER MAKING SOME AMENDMENTS TO IT.

5. Updating your scheme membership 5.1 – Adding additional employees to your scheme If you have additional employees to add to your scheme, follow the instructions here

5.2 – An employee who is in the pension scheme has left the company If an employee has stopped working for your company (and is leaving the scheme completely), you can let us know when you next submit a payment – please follow the instructions here

5.3 – An employee is taking a contribution break for one or more months If an employee stays employed by you but contributions are to cease (temporarily or permanently), you can let us know when you next submit a payment – please follow the instructions here

6. Opt Outs When a staff member decides to leave a pension scheme within a month of being enrolled, this is known as opting out. Those who opt out within that opt out period will be refunded any contributions they’ve made during that time. For more details on opt out rules, please refer to the Pension Regulator website: Employers click here Business Advisers click here

6.1 – Opt out rights for employees When you have added an employee to your scheme, Aviva will set up a pension policy for that employee and will send their policy details and opt out rights. This will explain how to opt out online or by phone.

6.2 – Opting out online Employees can opt out online using the following link provided in their policy documentation:

www.avivacustomer.co.uk/optout The employee has to provide the information below to opt out online – this information will need to be input exactly as shown on the policy document sent to them by Aviva.

We also provide a phone number in the policy documents, if the employee doesn’t have internet access. We need the same information in either case.

6.3 – Opt out confirmation for employees When opting out online, the employee will receive the following on-screen confirmation that the opt out has been actioned. They can print this off.

When opting out by telephone, a verbal confirmation of the opt out will be given by the Aviva customer representative. All calls are recorded so there will be a record of the opt out request. No opt out confirmations will be posted or emailed to the customer.

6.4 – Opt out confirmation for employers Confirmation of opted out members can be viewed in the Scheme Management System under the ‘Messages and Notifications’ section in the top right of the home screen. The system is updated in real time throughout the day as members opt out. The named point of contact on the scheme (provided on the scheme application) will also receive an email confirming any opt outs that happened the previous day.

Select ‘Notification options’ to view any/all of your opt out messages (whether already read or unread)

6.5 – Opt out refunds Aviva will refund any payments received for members who opt out within the opt out period. The refund will be sent by BACS to the employer’s bank account from which the payment was collected. An email will also be sent to named point of contact for the scheme to let them know about the refund – the email will include a list of members the refund relates to (names and NI numbers) along with the amount of the refund for each member. It is up to the employer or their chosen pension scheme administrator to ensure the employee receives a refund for any payments deducted from salary during the opt out period. Aviva can’t make refunds direct to employees. Full rules on opt out refunds can be found on the Pension Regulator website: • Employers click here • Business Advisers click here

6.6 – An employee wants to opt out after the opt out period has ended An employee can’t opt out once the opt out period is over, and therefore will not receive a refund of any payments made. The employee can still choose to stop any future contributions.

If this happens, the monthly scheme payment submission should reflect that the member has ceased contributions so Aviva doesn’t expect any further payments - click here for further guidance on how to do this.

7. Business advisers and other 3rd parties using the Scheme Management System for multiple schemes If you are the scheme administrator for multiple schemes, we’ll show you a list of all your schemes when you log into the scheme management system.

7.1 – Searching for a scheme from the scheme list Schemes are listed in alphabetical order so you can scroll down the list to search for a scheme

Select the scheme you’d like to work with, then press ‘Manage Scheme’

This screen will also give an early indication of any actions and opt outs for that particular scheme

8. Inform Aviva if employee salaries or contribution percentages have changed If an employee’s earnings change, or if there is a change to the percentage of salary being paid into their pension, you can let us know online. This information is will help us give more accurate projections of what your employee’s pensions might be worth at retirement when we send them their yearly statement on the anniversary of them joining the scheme.

This data will only be used to improve the accuracy of our policy projections for the employees. You will still have to tell us how much you want to pay each month for each employee using the “Make Payments” option.

8.1 Update employee earnings Select ‘Update Employee Earnings’ on the home screen

Tick the employees you would like to update Click on the full name to update their details

8.1 Update employee earnings (continued)

Update the records as required. NB – there is no need to update every field unless some details have changed

Click ‘update details’

Members that have had their details updated will appear with a green tick next to them. When you’ve updated all the details required press ‘Save and Submit’.

When you have update the details for the employees that you want to change, select “save & submit”

8.1 Update employee earnings (continued) The confirmation page will give a summary of all the members you are updating, the records can still be edited by selecting the members name. To remove any members use the tick box and the ‘Remove’ button. Press ‘Submit’ when all the records are correct.

You’ll then receive confirmation that the data has been submitted to Aviva and the records will be updated.

IMPORTANT Click on ‘Export file’ to save a copy of your final submission as an Excel document on your desktop.

If you have submitted the new data to Aviva and think you’ve input the wrong amount for any employee, simply start the process again and input the correct data for that employee and submit it again.