Workplace-pension administration, kept in step with payroll.
Workplace pensions are an ongoing employer responsibility, not a setup task to be forgotten. Earnings change. People join, leave, opt in or opt out. Contributions need to be calculated, paid and recorded in the right way.
We support the payroll administration around your chosen workplace-pension arrangement. We do not choose a scheme for you or provide financial, investment or pension advice.
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The pension work does not sit outside payroll.
For most employers, pension administration is inseparable from payroll. It depends on who is being paid, how much they are earning, whether their status changes and what contribution settings apply.
That is why the operational side of workplace pensions benefits from a payroll-led process. The right information is considered as part of the payroll cycle rather than being chased as a separate monthly task.
What we can support
Assessment support
Using payroll data, we support the agreed process for assessing staff against the relevant automatic-enrolment criteria.
Contribution calculations
We calculate employee and employer pension contributions in line with the pension-scheme settings and approved payroll information you provide.
Provider information
We prepare the agreed pension contribution schedules, files or data for your provider through the relevant process.
Ongoing payroll administration
We support the payroll workflow around joiners, opt-in and opt-out activity, applicable refunds, contribution changes and re-enrolment reminders.
What ongoing pension administration involves.
Monitor
Use payroll information to support monitoring of employees’ relevant age and earnings circumstances.
Assess
Identify the pension treatment that may apply under the relevant arrangement and agreed process.
Calculate
Apply the relevant employee and employer contribution settings to approved payroll information.
Communicate
Support the agreed workflow for pension-related information and notices. The employer remains responsible for ensuring required communications are issued.
Submit and pay
Prepare the agreed provider information and contribution data. The employer remains responsible for ensuring contributions are paid by the relevant deadline unless a written service agreement expressly states otherwise.
Record and revisit
Maintain the agreed records and support the calendar for changes, re-enrolment and re-declaration activity.
Pension administration begins with the right setup information.
To provide the right support, we will need to understand the arrangement already in place. This may include:
- Pension-provider and scheme details
- Payroll connection or submission method
- Contribution basis and rates
- Eligible payroll groups
- Postponement arrangements, where used
- Salary-sacrifice arrangements, where applicable
- Existing staff membership and opt-out information
- Pension-provider deadlines
- Existing re-enrolment date and re-declaration timetable
- Employer contacts responsible for pension decisions and approvals
We will use this information to agree what sits within the payroll process and what remains with the employer or pension provider.
Clear division of responsibilities.
| Axiom can support | The employer remains responsible for |
|---|---|
| Processing agreed payroll data | Choosing and maintaining an appropriate workplace pension scheme |
| Contribution calculations using approved settings | Meeting employer duties and making required decisions |
| Preparing agreed provider files or schedules | Supplying accurate, timely payroll and pension information |
| Supporting agreed workflow around employee changes | Issuing or ensuring required statutory communications |
| Flagging agreed dates and administration points | Paying contributions when due, unless expressly agreed otherwise |
| Supporting record administration within scope | Completing declarations and re-declarations correctly and on time |
What remains with the employer
Workplace pension questions
No. Employer responsibilities continue after the initial setup. They include ongoing monitoring, contributions, record keeping, staff changes, and periodic re-enrolment and re-declaration.
We can discuss the administrative information required to connect payroll with a chosen scheme. However, we do not provide regulated advice on choosing pension schemes, investments or providers.
The employer needs to follow the relevant process and scheme rules. Where included in the service scope, we can support payroll-related administration and applicable deduction/refund processing based on the information and instructions received.
Yes, re-enrolment dates and related administrative milestones can be included within the agreed service calendar. The employer remains responsible for ensuring duties and re-declaration requirements are met.
This depends on the written service scope. We may prepare contribution information or payment-support outputs, but the employer remains responsible for contribution payments unless an express written agreement states otherwise.
