Our Ciphr Payroll Cloud - Pension State with Group template can be used to import employees' pension eligibility, entitlement and contribution details. This is very important to complete accurately during your initial payroll implementation as it impacts current and any future enrolment behaviour on Ciphr Payroll.
| Note: This import only works when your company is in Migration mode. |
Using our template (attached at the bottom of this article), you will need to complete the following information:
| Field Header | Example | Details |
| Employee Code / Pay ID | E2 | Can be Employee Code or RTI Payroll ID |
| Enrolment Status | Enrolled / Postponed / Opted Out |
This indicates whether the employee is already enrolled in a pension, if they have opted out or if they are currently in a postponement period |
| Enrolment Date | 01/01/2020 | This should be completed for all employees who are enrolled in the pension |
| Postponement Date | 01/01/2020 | The date that postponement is applicable until |
| Opt Out Date | 01/01/2020 | From the period the employee opted out. This is crucial to include for all opted out employees: without an opt out date, they may be subject to re-enrolment |
| Assessment | entitled / eligible | This indicates whether the employee is entitled, eligible or not eligible to be enrolled into the pension |
| Group | My Group Name | Enter the 'group' name as configured on your payroll system (see below for details) |
| No Tax Relief | TRUE/ FALSE | True/False whether the pension contributions should apply tax relief or not |
| Employee Contribution | 7 | Only to be entered if the employee has a bespoke contribution amount or percentage (do not enter symbols) |
| Employee Voluntary Contribution | 100 | If the employee has an additional voluntary contribution within this same scheme - enter the amount |
| Employer Contribution | 5 | Only to be entered if the employee has a bespoke contribution amount or percentage for employer contributions (do not enter symbols) |
| Note: The file will download as an XLSX file to maintain the validations required for this file to support customer completion. Please ensure you save the final version for import as a CSV into Ciphr Payroll. If you need to amend the file after saving the CSV, please ensure the formatting is consistent with the original template (e.g. capital letters in column B, lower case for column F) |
Additional Notes:
Pension Group
Ensure your pension schemes and groups are configured on the system before you import this data for your employees. You will find your pension contribution group details under Company Setup > Pension Settings > Select the relevant pension scheme > Group details will be visible.
Import log
To ensure your data has imported correctly, first ensure that the import log states that the import is Complete and that all employees were updated, e.g: 5 items, 5 success, 0 errors.
If any errors appear, review each one, correct the file as needed, and then re‑import the updated version.
Employee Checks
Currently, to check an employee's AVC contribution, you need to Reports > Employee > Pension. This is a good place to view all details that have been imported.
To check the information has imported against employees on an individual basis, navigate to Employees > Select a relevant employee > Pensions tab. This will show the pension state information at the top, which can be manually amended on this screen (as long as your account is in Migration mode). It also shows the contribution details at the bottom of the page, if these need to be changed, this will be completed within a pay run. For more information, see this article on Changing an employee's pension contribution.
If the employee goes through pension changes, these will be logged at the bottom of the employee's Pension page under Pension history.
Example of Import
The enrolment status and assessment work hand-in-hand and need to align, so please ensure you're selecting corresponding data here. See below for an example:
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