Using AME: Lite

Before you start using AME:Lite, you can use our AME: Lite tutorials to familiarise yourself with the system.

Download these files before you complete the tutorials

We’ve created interactive tutorials to assist you whilst using our practice system. Please make sure you complete the tutorials in the right order. This is important, because we’ve created them as ‘step by step’ guides.

If you are don’t already have one, get a login to the practice system.

How to login and manage users

Transcript

Hello and welcome.

In this video, we will show you how to log into AME:Lite and how to set up additional users to manage your auto enrolment assessment online.

You will need to request access to AME:Lite test and, later on, live by emailing us at STAGING@aviva.com.

Once you’ve done this, you’ll receive an email from DoNotReply@auto-enrolmentmanager.co.uk with your temporary password and a link to the live AME:Lite site. Click on the link and use your email address and temporary password to log in.

You will be asked to choose a new password. Make sure that your password is memorable and meets the criteria displayed in the yellow box on the right.

Once you’ve chosen a password, you will need to set some security questions. If you ever forget your password, you’ll need to enter one or more of these answers to get a new one.

Lastly, you’ll need to give us a bit of information about you. If you need to get in touch with us about AME:Lite, we may ask you some of these questions so we can identify you and provide information.

You’re now logged in to AME:Lite.

We’ll now show you how to grant others access to AME:Lite. You may need to do this if you have a financial adviser, payroll administrator or colleague who is also going to be using AME:Lite to help you manage your scheme.

Scroll to the bottom of the page and click on “Settings”. Then click “Manage Users”.

In this section you can remove or edit existing users, change your password or security questions, and add new users. Click “create new user profile” to give someone else access to AME:Lite.

Enter the new user’s first and last name and email address.

You will need to select whether they are an adviser or an employer user. If the person you are adding is a colleague, choose Employer; if they are a financial adviser or accountant, select Adviser.

You will need to select the appropriate access level – to give full access, choose Primary.

Click on Invite to finish the process. This will send a confirmation email to you and the new user you’ve just set up.

You can revisit this page to manage users at any time.

Thank you for watching this video. The next video in the series will show you how to start your company setup in AME:Lite.

How to set up your company

Transcript

Hi,

In this video, we will show you how to complete the first part of your Company Setup in AME:Lite.

This is a one-off exercise you’ll only need to do when you first start using AME:Lite.

Once you have completed this step, you can’t change it, so please make sure you’re happy with the data you’ve entered before proceeding.

Click on “Start Company Setup”. Here you’ll see the two parts of Company Setup – in this video we will be dealing with “Pension Data”.

Click on “Start Pension Data” to get started.

You’ll be asked to complete your staging date. If you are more than 6 weeks past your staging date, you won’t be able to use AME:Lite for your compliance checks.

Next, you’ll need to complete your scheme details.

Enter your company name next to “Scheme Name” and your Aviva scheme reference number next to “Pension Providers Reference”.

This is all you’ll need to complete in this section as Employer reference is not mandatory and the rest of the fields are already completed and cannot be changed.

Next, complete your group data. You will only be able to set up one group unless you choose Salary Sacrifice or pre-tax pension deductions. If this sounds like you, please stop this video and get in touch with us so we can help you.

The group name is just your company name – it doesn’t matter if this is the same as the scheme name.

You’ll need to select “no” next to “is this a salary sacrifice group?”

The next fields are completed for you and cannot be changed.

“Are current contributions based on banded earnings?” is a question about how you will be calculating your contributions.

If you plan on using your employees’ basic pay to calculate pension payments, click “no”.

If you want to base contributions only on what employees earn between the upper and lower limits for auto-enrolment, choose “yes”. This approach is also known as “qualifying earnings”.

You can now see the current auto enrolment thresholds and an example of how banded or qualifying earnings works.

You will then need to enter the minimum percentage contributions you’ll be paying for your staff. This cannot be lower than 2% overall.

If you are unsure how much to pay or what earnings to base your calculations on, you can visit The Pension Regulators website or speak to an adviser. Aviva cannot tell you how much to pay.

The group code is a reference that AME:Lite uses to identify which group each employee in your file belongs to. If you only have one group, you can just use the number “1” here.

Whatever you choose, make sure that the “group code” field in the payroll file matches it exactly. We’ll talk more about this in the next video in the series.

You’ll now need to choose the pay reference start date and payroll close date. In most cases, your start date should match your staging date, and the payroll close date should be a payroll cut-off point such as your pay day.

If you want to use postponement, you will need to select it here. Choose the appropriate length of time from the dropdown box. If you choose postponement, you’ll need to select “1” from the dropdown next to “Day to enrol an eligible jobholder”.

Please note that if you select postponement, it will apply to everyone.

To complete this step, click Submit Group Details, Submit Scheme Details, and Done.

At this point AME:Lite will ask you to confirm that the details are correct. Please make sure that you’re completely happy with the information you’ve given before clicking “confirm”.

Thanks for watching.

The next video in the series will take you through creating an AME:Lite payroll file.

How to complete your payroll file

Transcript

Hi,

In this video, we’re going to show you how to complete an AME:Lite payroll file based on the template available on our website.

Your payroll team may be able to create an AME:Lite payroll file for you, or you may be able to export one from the payroll software you use.

If this sounds like you, it may be worth checking with whoever has provided the AME:Lite file that it has all the mandatory fields shown in the template. The field names do not have to match exactly, but each field must be present in your file.

If someone else is creating the AME:Lite file for you, there’s no need to watch this video.

If you are populating the file yourself, this video will take you through the information we’ll need.

Please make sure the group code matches what you’ve entered in Pension Data exactly. We recommend you simply use “1”.

Enter the employee’s

title,

full name,

date of birth

and gender.

Please make sure you follow the formatting rules as per the payroll file template.

Marital Status is not a mandatory field. If you do not hold this information, please just leave it blank, but make sure the column header and the column itself are still present in your file.

Enter the National Insurance Number and the employee’s Payroll Reference Code. Please bear in mind that the Payroll Reference Code must be unique to that employee. If you have payroll codes or staff numbers that may not be unique, please use the National Insurance Number in this column too.

The Employer Pension Payment and Employee Pension Payment fields should contain the amounts being paid into the employee’s pension.

This should be the amount of the contribution, not a percentage.

In your first month, if you don’t know what you’re paying yet, please enter 0 and AME:Lite will work out the minimum contribution for you.

In subsequent months, make sure this is populated either with the minimum amount or a higher amount if you or the employee has elected to pay more.

The next three columns are very important as AME:Lite uses these figures to work out who is eligible and how much you’ll need to pay.

All the figures you enter in these columns should be monthly and gross.

Contractual Earnings refers to basic pay.

Non-contractual Earnings refers to anything on top of basic pay – this could include things like overtime, bonuses, allowances, commission and Statutory Maternity Pay.

Pensionable Earnings is defined by you as an employer and could be basic pay, total pay or any combination of basic and non-contractual pay.

AME:Lite will always use Contractual Earnings plus Non-Contractual Earnings to find “total pay”.

Auto-enrolment regulations state that you must use total pay to assess your staff.

If you choose to make payments based on banded or qualifying earnings, AME:Lite will also use the “total pay” to work out what the contributions are. It will apply the bands before it makes the calculation.

If you choose to make payments based on total pay, AME:Lite will use all of “total pay” to work out what the contributions are.

If you choose to make payments based on pensionable pay, AME:Lite will only use the “Pensionable Earnings” column to work out what the contributions are.

These fields are all mandatory. If an employee has no earnings of any type, please enter 0.

The next two columns refer to one-off additional payments into the pension scheme. In most cases this won’t be relevant to you so please just leave these fields blank.

Enter the employee’s address and postcode. Please be careful not to enter any commas or special characters as this can cause problems with your file.

The yearly pensionable earnings should be a figure that represents the employee’s basic annual salary.

Daytime Telephone, Evening Telephone and Email are all non-mandatory fields, if you don’t have this information, please just leave these fields blank. Remember not to delete the column or column header.

AME:Lite has the functionality to send out auto-enrolment communications via email, however, we recommend you always leave this field blank whilst you are using the test site, and in the live site if you want to create letters rather than emails.

Enter an N for no or Y for yes to indicate whether an employee is already a member of the pension scheme. If you’re new to Aviva, everyone in your payroll file will need an N in this column. Lastly, enter your Aviva scheme number in the Category ID field.

Once you are happy with all the data in the payroll file, you’ll need to save it as a CSV (comma delimited) document. This is the only format AME:Lite will accept.

We’ve found that if you are using an Apple computer you may need to save your CSV file to your desktop and upload it from there.

Finally, we recommend you save your csv file with a suitable name, for example “AMELite Payroll File”. This will help you identify the correct file when you need to upload it.

Thanks for watching.

The next video in the series will take you through how to map your payroll file.

How to upload and map your payroll file

Transcript

Hi,

In this video, we’ll show you how to upload and map your payroll file.

This process tells AME:Lite where to find the data it needs to assess your staff and tell you what actions you’ll need to take in order to be compliant.

Click on “Company Setup” and then “Payroll Mapping” to get started.

This page gives an overview of what payroll mapping is and an example .csv file. Please do not use this file in your test or live AME:Lite setup – we’ve created a template that you can use instead.

Scroll down to the bottom of the page and click on the top box to confirm that your file applies to the scheme and group you’ve set up.

Click on “continue” to proceed.

Scroll down to “Step 2: Upload File”. This is where you will upload the payroll file you’ve created.

Click “choose file” and select your payroll file.

Once it’s uploaded, select the pay reference period from the drop-down box (this will be your staging month) and give the mapping a name. As long as you keep your payment file in the right format, you shouldn’t ever need to ever change the mapping, so just call it “Mapping”.

Click on “upload file” and you’ll see a message confirming your file has been uploaded.

It’s now time to start mapping the fields in your file.

Scroll down and you’ll see two lists; Data We Need and Your File’s Field.

The Data We Need list shows all the fields that AME:Lite needs to assess your payroll.

The Your File’s Field shows all the column headers the system has found in your file, and the First Row Value shows the data that’s in that field in your file. This is just so you can tell at a glance if the right kind of data is in the field.

Click on “group code” on the left hand side and then click on “Group_code” on the right hand side. You’ll see that they have both turned grey.

You can now click on “Link to” in the middle to link the fields. You’ll now see a green arrow which says “mapped” next to “Group Code” on the left. This means that AME:Lite now knows where to look in your file to identify the group code. You can now click on “Link to” in the middle to link the fields. You’ll now see a green arrow which says “mapped” next to “Group Code” on the left. This means that AME:Lite now knows where to look in your file to identify the group code.

Repeat this process for each of the fields in the “Data We Need” list.

Once you’ve completed this process, all the fields under “Data We Need” should look like this.

If you scroll down, you’ll see that the fields you’ve linked together are displayed in the blue box under “data fields you’ve chosen”. Scroll through this just to check that all the field headings match – if they don’t, you can highlight them and click on “Unlink” to re-do. Otherwise, click on “done” to complete this step.

If there are any errors in your file’s formatting, this step will not be successful.

AME:Lite will give you a message telling you that it’s found issues with your file, and will provide a spreadsheet highlighting in red what those issues are.

If this happens, you’ll need to correct your file and re-do the mapping process. For this reason, we recommend that you carefully check that the data in your file is correct and in the right format before you start the mapping.

Once the mapping is complete, you will see this confirmation screen.

Click “Done” and you’ll be taken to the final part of the company setup journey.

This page shows you a summary of your scheme based on the data in your payroll file.

Click on “Submit Company Setup” to finish the “Set up your company” journey.

Thanks for watching.

The next video in the series will show you how to certify your pension scheme.

How to certify your scheme

Transcript

Hi

In this video, we will show you how to certify your scheme in AME:Lite.

The certification step is where you’ll confirm what level the pension payments will be for your scheme and create a certificate which will help you to comply with auto enrolment regulations.

Before you begin, you will need to know what the minimum contributions you’re going to pay are, and how much of your employees’ earnings you’re going to use to work these out.

If your unsure how much to pay or what earnings to base your calculations on you can visit the pensions regulator site or speak to an adviser. Aviva cannot tell you how much to pay.

Click on “start self-certification” to get started.

You’ll be taken to a screen which summarises the last payroll file you’ve uploaded. It will confirm the name of the group, the name of the mapping, the date and time of your last upload, and the payroll period it covers.

If you are starting the certification process some time after the Company Setup, you may have a more up to date payroll file. If that is the case, you can upload this here by clicking on “no” under Latest Payroll File? And then clicking “upload new file”.

If this isn’t the case, just click continue to move onto the next page. Click on the yellow “Modelling/certification” button to start.

Here you’ll be asked to enter the time period the certificate will cover. This can be anything from 1 – 18 months. The start date will pre-fill to today’s date so make sure you put this back to your staging date. In this example, we are setting the certification period to one year.

Click “continue” to proceed.

You’re now in the main Model & Certify page. You’ll see another summary of the different types of employees in your payroll file – please bear in mind that any calculations in this screen will be based on only those who are eligible.

The most important part of this stage is under the header “Choose your certificate” and we’re going to focus on that section now.

You’ll see four different bars which show the minimum amounts you’ll need to pay in order to be compliant.

Don’t worry if they are red or grey and saying “requirement not met” – this is just because AME:Lite defaults to showing the maximum contribution levels as set by the Pensions Regulator.

Eventually, you will need to pay either:

7% of an employee’s total pay

8% of their pensionable pay

8% of their banded or qualifying earnings

or 9% of pensionable pay.

However, these levels are quite high, especially if you’re just starting a pension scheme for the first time. As a result, the regulator have introduced something called Phased Tiering which allows you to start off with a lower level of pensionable contributions and gradually increase to the higher levels by April 2019.

If you want to use phased tiering, look at the dark blue header “choose your certificate” and you’ll see “apply phase tiering yes/no” directly opposite. Click on the radio button next to Yes to bring the contributions down to the minimum levels in this screen. The page will refresh at this point.

Once the page has refreshed, you’ll see that the levels are a lot lower – 2% of total pay, 2% of pensionable pay, 2% of banded or qualifying earnings or 3% pensionable.

If you chose banded earnings at the Pension Data step, the only bar that will be green and showing a tick will be 2% banded.

If you chose not to use banded/qualifying earnings, the banded option will be greyed out. This is why it’s important to choose correctly at the Pension Data stage.

The “sliders” on the left can be dragged up and down to change the contributions. As you do this, you’ll notice the figures in the table below will change. These figures are designed to show you how much this contribution level may cost you, based on the data in your file and how many eligible staff you have.

You can also overtype the contributions in the boxes.

Once you’re happy that the amount shown in theses boxes reflects the correct minimum payment, select “choose certificate” under the appropriate option.

Please note that this is what AME:Lite will use to check your staff are paying enough for auto enrolment. Please make sure that the percentage amounts are at the minimum level of contribution that you want for your scheme. It’s fine if employees want to pay more, but they won’t be able to pay any less and still be compliant.

The “Future Payments” section is designed to show you how much the different options may cost you in the future. You can look at the graph to help you decide if you haven’t already.

When you’ve selected the right certification basis, scroll to the bottom of the page and click on “Submit Certification”.

You’ll be taken back to the Model & Certify Overview, but this time you’ll see a green tick that confirms you’ve certified. AME:Lite will also produce a PDF certificate you can view by clicking on the link.

This certificate will always be saved in AME:Lite so you can access it at any time, but we recommend you print it off and sign it at the bottom so you have a hard copy.

Your employees or The Pension Regulator may ask to see this as proof that you are complying with your requirements.

Thank you for watching

The next video will show you how to complete a compliance check in AME:lite

How to run your first compliance check

Transcript

Hi

In this video, we’ll take you through the first compliance check in AME:Lite. This will cover your staging month’s compliance actions in AME:Lite. For ongoing compliance checks, please see the Ongoing Compliance Check video.

The compliance check step is the one part of AME:Lite you will need to go through every month or every payroll period.

If your payroll frequency is NOT monthly, please see the video “non-monthly payrolls”.

This step will assess your workforce based on the data you’ve uploaded, tell you what actions to take and create appropriate communications for your staff.

To get started, click “start compliance check”

You’ll be taken to the Compliance Check overview screen. If you are running the compliance check just after setting up your scheme, you’ll see today’s date under “latest file upload”.

If you are coming to the compliance check some time after doing the Setup and Certification steps, you can upload a new, more up to date payroll file by clicking on “no” under “use latest payroll file”.

When you’re happy the payroll file is up to date, just click on “start compliance check” and then “confirm”

You’ll now be taken into the Compliance Check Results screen. AME:Lite has assessed your staff based on the information in your file and flagged what actions you need to take in order to be compliant.

Don’t be alarmed if there are a lot of actions to take in your first month – you will need to send a communication to all of your staff except for those under 16 or over 74.

AME:Lite will split the actions into different types. In our example, there are two types – Need to be Auto-Enrolled, and Employee Contribution Needed.

Let’s look at those who need to be auto-enrolled first by clicking “start”.

AME:Lite will show you a list of all the employees who fall into the “need to be auto enrolled” category – eligible jobholders who are over 22 and under state pension age, earning above £10k a year.

In the “Action” drop-down box, AME:Lite will pre-fill the most likely action. In this case, that’s “auto-enrol”, however, there are always other options available.

Click on the drop-down box to display your other options:

You’ll need to select Data Correction Needed whenever you’re unsure of an action that comes up in AME:Lite or you think you may have made a mistake.

For example; If AME:Lite brings up an “auto-enrol” action for someone but you weren’t expecting them to be eligible, select “data correction needed” and you’ll then be able to carry on with the rest of your actions, look at your payroll file to check that person’s earnings and date of birth are correct.

Minor errors or typos in the file can cause issues like this, but if you choose “data correction needed”, you’ll be able to identify these, fix the file, and re-run the compliance check for that person.

“Exclude” should only be used in specific circumstances. Never choose “exclude” if you are unsure as doing this could result in you not being compliant. This action will tell AME:Lite to exclude an employee from any compliance actions for the certification period (in this case, that’s a year).

If you think an employee should be excluded from auto-enrolment, please check with The Pension Regulator before you select this action.

“Ignore” should only be used in specific circumstances. Never choose “ignore” if you are unsure what to do as doing this could result in you not being compliant. This action will tell AME:Lite to ignore an employee for one pay reference period (in this case, a month).

If you think an employee should be ignored, please double-check with The Pension Regulator before you select this action.

Remember, if in doubt – select “data correction needed”. If you do this and check your file, but still can’t see why AME:Lite has flagged a certain action, get in touch and we’ll have a look into it for you.

In this case, we’re going to auto-enrol all the eligible employees. Make sure that “auto-enrol” is in the drop down box for each one and then click on “submit actions”.

At this point, AME:Lite will work out the minimum contribution as per the certification basis we chose in the last step.

Don’t worry, you won’t need to write these down or remember them – AME:Lite will put them in an output file you can download and refer to.

These contributions will be at the minimum level. If anyone in your workforce wants to pay more, you can either overtype the contribution in this page or just manually enter it in your payroll file.

Click on “Submit”

The next page you’ll see is the “Issue Communications” page. It’s here where you’ll be able to see the communications AME:Lite has produced and choose how you would like to send them to your staff.

Auto-enrolment communications must be sent to staff within 6 weeks of your staging date. If you are past this point, you may not be compliant with the regulations. If this sounds like you, please contact The Pension Regulator to see what you need to do next.

If you entered an email address, you’ll be able to pick between “print” and “email” in the dropdown boxes.

If you click “email”, an email with the relevant letter attached will be instantly sent to the email address you’ve provided.

If you click “print”, AME:Lite will create a PDF document with all the letters combined into one. You can then save this, print the letters out and send them to your staff.

If you are using a pop-up blocker, the letters may not show up at first – if this happens, scroll to below the “print letters” button and click on the link “if letters not displayed, click here”. This will make sure that the PDF containing the letters is downloaded in your browser.

You should now have completed the first actions for your eligible staff in AME:Lite and have letters either issued by email or ready to print and issue.

Click on “done” to return to the Compliance Check summary screen.

The next video in the series will take you through the next steps you need to take to finish your compliance actions and get the files you’ll need for our billing system. Please make sure you watch this video so you know how to make sure you’re fully compliant using AME:Lite.

How to continue your first compliance check

Transcript

Hi,

In this video we’ll continue to go through the actions you’ll see and need to take in your first AME:Lite compliance check.

We’re going back to the Compliance Check Overview screen of AME:Lite to pick up where the last video left off.

For any members of staff who are non-eligible or entitled, you will see slightly different letters need to be issued. The process of creating and sending these letters is similar, although you won’t need to make any payments for non-eligible or entitled employees unless they choose to opt in or join.

Select “issue right to join” for entitled staff and AME:Lite will create the relevant auto enrolment communication in the same way as before.

Select “issue option to join” for non-eligible staff and AME:Lite will create the relevant auto enrolment communication in the same way as before.

In the Compliance Check Overview screen, you should now see green ticks to indicate you’ve completed the actions you need to take. You’ll also see a new link with a green arrow called “Download Files”

It’s a good idea to always go to “Download Files” when you complete a compliance check. It’s here you will see the output files that AME:Lite creates, and you’ll need to save some of these in order to join people to your scheme and make payments.

Click on “Download Files” and you’ll be taken to a screen which will show you all the output files AME:Lite has created for you.

If you have any new joiners who need to be auto-enrolled, you will see a “New Joiner File”. To download and save the file, just click on the link. It’s a good idea to give the file a memorable name so you can find it easily when you need to upload it to the billing site.

If you have taken any actions in the compliance check, you won’t see a payment file. We’ll show you how to get a payment file a bit later on in the video.

Regardless of what actions you’ve taken, you’ll always see an “Activity File”. You don’t need to save this one and upload it into our billing site, however, you may need to use the information in it to update your payroll, and you can always save it as an audit trail of the actions you’ve taken in AME:Lite.

Auto-enrolled employees will be shown in the activity file with the contribution AME:Lite has calculated based on the minimums set in the Certification step. You can use these figures to update your payroll.

Remember, this is only the minimum contribution – if any employees wish to pay more, you can key this into your AME:Lite payroll file manually.

The Activity File will also show you a list of your staff and their eligibility status, as well as confirming what action you took in AME:Lite for them on the most recent compliance run.

Once you have completed the compliance check actions and downloaded your output files, click on back and then Done to go back to the home screen.

You’ve now finished the first compliance check, however, you’ll need to run a second compliance check for the same month so AME:Lite can check that you have taken the necessary compliance actions and you’re paying enough for your auto-enrolled staff.

This may be a few days or even weeks later, depending on your payroll – just make sure that the second file you upload is up to date with contributions for all those who are paying in and updated earnings information if applicable.

When you have an updated payroll file to upload, log back into AME:Lite and click on “Start new compliance check”.

You’ll need to upload a new file, so uncheck the “use latest file uploaded?” box and then click “upload latest file”. Browse for your most up to date file, select the same payroll period and click “upload”.

When you are returned to the compliance check overview screen, click on “start compliance check” to begin the second check. AME:Lite will check through your file to make sure everyone is paying enough and there are no further actions.

If your contributions are high enough and there are no further actions, you will see a message confirming that all schemes are compliant at today’s date and time.

This is the message that confirms you’ve done all you need to for a particular pay reference period in AME:Lite. If you now click on “download files” you will see that the New Joiner File has gone but there is a Payment File.

Click on this link to view and save the Payment File. You will need to save this somewhere memorable as you’ll be uploading it to the billing portal when you’re ready to make the payment.

It’s a good idea to check the Payment File to make sure that the figures are correct and to remove any zeroes that are showing in the file. This can cause an issue in our billing portal, so make sure you remove any zeroes if you see them.

Once you have a New Joiner File and a Payment File, you have everything you need to join employees to the scheme and make payments for them. There’s nothing else you need to do in AME:Lite until the next pay reference period.

The next video in the series will take you through some other common actions in an AME:Lite compliance check.

At this point you may find it useful to watch the videos that show you how to upload your New Joiner and Payment Files to the billing system.

Understanding common compliance actions

Transcript

Hi

In this video, we’ll take you through some of the ongoing compliance check actions you may see in AME:Lite when you’re using it on a regular basis.

These are some of the most common actions you’ll see in AME:Lite. If you come across an action not shown here and need some help, just get in touch.

- Contributions Too Low

You may see this action when employees’ contributions are not meeting the minimums as per the certification level you’ve set and the earnings in your payroll file.

AME:Lite will pre-fill the dropdown boxes to “increase contributions” – if you just want to see how much the contributions should be, choose this and click on “submit actions”.

The other actions available are:-

- opt out

Select this action when an employee has opted out. You will be asked to enter an opt out date. AME:Lite will record this and flag the employee for re-enrolment in around 3 years’ time.

- chosen to pay less

Select this action when an employee has indicated that they want to pay less than the auto-enrolment minimum. They will be treated like an opt out and AME:Lite will flag them for re-enrolment in around 3 years’ time.

- data correction needed

As always, take this action if you are unsure what to do next or think that the action flagged by AME:Lite is incorrect. Review your data and run another compliance check.

- left employment/retired/died

Select these actions if an employee has left employment, retired or died. AME:Lite will ask you to enter the date they stopped working for you.

- left the scheme

Select this action if an employee is still on your payroll but has chosen to leave the pension scheme. They will be treated like an opt out and AME:Lite will flag them for re-enrolment in 3 years’ time.

- Temporary reduction in payments

Select this action when an employee has asked to go on a contribution break for a set period of time. AME:Lite will ask you to enter the date range of this contribution break.

- Employee Missing In Payroll File

You will see this action when an employee who has been on previous compliance checks is no longer present in your file. AME:Lite will pre-fill the dropdown box to “data correction needed” so you will need to choose the correct action from the options available.

The options are: -

- changed group

You will only need to take this action if you have a salary sacrifice and a non-salary sacrifice group and an employee has moved from one to the other.

- data error, delete from the system

Select this action ONLY if you have made a mistake and the employee should not be on your file at all – for example, if you have put them on the AME:Lite payroll file too early.

- left employment/retired/died

Select these actions if an employee has left employment, retired or died. AME:Lite will ask you to enter the date they stopped working for you.

- left the scheme

Select this action if an employee is still on your payroll but has chosen to leave the pension scheme. They will be treated like an opt out and AME:Lite will flag them for re-enrolment in 3 years’ time.

- Employee Management – Contributions Received When Not Expected

You will see this action when an employee who is non-eligible, entitled or postponed has a contribution in the AME:Lite payroll file. AME:Lite will pre-fill the dropdown box to “data correction needed” so you will need to choose the correct action from the options available.

There are two options to choose from:

- manually processed, class as existing member

Choose this if the employee is already an existing member of the scheme and doesn’t need to be opted in, joined or auto-enrolled.

- payroll processed auto enrol

Choose this if the employee has a contribution because they need to be auto-enrolled. AME:Lite will then create the correct communication for them.

- payroll processed opt in

Choose this if the employee has a contribution because they need to be opted in. AME:Lite will then create the correct communication for them.

Thanks for watching this series of videos. The last video deals with what to do if your payroll is weekly, fortnightly or four-weekly – if your payroll is run on a monthly basis, there’s no need for you to watch it.

What to do if your payroll is non-monthly

Transcript

Hi

In this video, we’ll explain what you need to do differently if your payroll is NOT on a monthly basis.

If your payroll run is monthly, there’s no need for you to watch this video.

Pension Data

At the pension data step, you’ll need to select the correct payroll frequency from the drop-down box. The screen will refresh at this point.

Once the screen has refreshed, you’ll be able to enter the pay reference start date. This should be either your staging date, or the start date of the period that contains your staging date.

For example – if your payroll runs from Wednesday – Sunday but the staging date falls on a Friday, your start date would be the Wednesday before the staging date. In this scenario, AME:Lite will work out a pro-rated contribution for those three days after staging.

The payroll close day should be the day of the week or fortnight that payroll closes – this could be a pay day or a payroll cut off day.

If you are using postponement, you will still need to choose “1” next to “which day should the eligible jobholders be enrolled?” as choosing anything else will result in postponed employees being joined mid-way through the pay reference period.

Compliance Checks

You will need to run compliance checks on your workforce for every payroll period, so if your payroll is weekly, you’ll need to run a compliance check every week, and if it’s fortnightly, every two weeks.

As a result, AME:Lite will create New Joiner Files and Payment Files based on the weekly or fortnightly figures.

Our billing portal works on a calendar monthly basis, and so you’ll need to make some small changes to these files to make sure they’re correct.

New Joiner File

You’ll see that AME:Lite populates the new joiner file with the weekly or fortnightly amount. You’ll need to amend this to a calendar monthly amount to make sure that the letters we create off the back of the new joiner file are correct. In this example, it’s a weekly scheme so we’re multiplying the amount in AME:Lite by 4.

Remember – it’s fine for this figure to be approximate. We will use it to work out a projection to give employees an idea of how their pension may perform over time. The figures on the new joiner file will not dictate how much we collect by Direct Debit – this is taken from the payment file.

Payment File

AME:Lite will create a payment file for each week or fortnight. You’ll need to save these and then combine them into one calendar monthly file for the billing portal.

In this example, we are combining four weekly payroll files into one calendar monthly one.

Make sure that the contributions in the payment file are what you are expecting them to be – if anyone has chosen to pay more, you can just overtype their contribution.

Make sure that when you save your amended files, you choose “csv (comma delimited)” as the file type and remove any zeroes in the employer and employee single contribution columns.

Thank you for watching this video. At this point you may find it useful to watch the videos that show you how to upload your New Joiner and Payment Files to the billing system.

Welcome to MyAvivaBusiness

Transcript

Hello and welcome to MyAvivaBusiness.

Firstly we’ll show you how to log in. You’ll need to log in using the details we’ve provided you.

If you’ve not received your log in details – please let us know by emailing staging@aviva.com.

It’s important you know that your pension scheme won’t be set up before the start date you requested, so you won’t receive your log on details before then.

Once you receive your log on details you’ll be able to view Your policies. You’ll see we offer a wide range of products for your business.

Click each icon to see a brief description of cover. If you want, you can find out more.

You also have access to our Cover assistant.

After asking a few questions about your business, cover assistant helps you identify products that may be suitable to help keep your business legal.

You can view Security details for your account. Here you can change your username, password and security questions.

Let’s take a look at your workplace pension scheme. 

You’ll see your scheme name, scheme reference number, scheme start date and scheme retirement age. Click Manage your pension scheme to get started.

On the right hand side of the screen you’ll see a Scheme information section.

Here you’ll be able to view your member list, any payment warnings we may tell you about, a history of successful payments made to us and any members who’ve opted out.

If you have the Admin users facility this is where you can add another scheme administrator, remove one or update their details. Don’t worry if you don’t have this option, you probably won’t need it. If you do have it – it’s not how you add members to your pension scheme.

The first thing you’ll need to do is add employees to your pension scheme. Once you’ve added them, we’ll send them a policy document confirming the details of their pension plan.

Each month you’ll have to ‘make a payment’ to tell us how much you’ve deducted from your staff, and how much you’ll be paying, therefore how much you want us to collect by direct debit from the company bank account.

We’ll then invest this money into the member’s pension policies.

Thank you for watching this video.

Please get in touch if you have any questions.

How to add members to your pension scheme

Transcript

Hi,

You’re ready to upload your add member file.

Click Add members – then choose

Then choose ‘upload a csv file’

Click Choose a file.

You’ll then have to locate the relevant file.

Do you have a salary sacrifice agreement in place?

This is a contractual agreement between an employer and employee, where part of their gross salary is sacrificed in exchange for an employer pension contribution. Click continue

You’ll now see a summary of the members you’ve uploaded.

If you want to edit employee details or remove them from your list you can do this here.

If you remove an employee, your just removing them from this upload, you may still have to join them to the scheme.

When you’re happy with the employees on your list, click ‘Add members’.

That’s it. The details have now been sent to Aviva. This screen is your confirmation of this.

We’ll check the information you’ve provided against any existing records we may already have for your employees – an old personal pension for example.

If we do find any conflicting information, we may contact you. Don’t worry, it could just be something like their National Insurance number, address or even date of birth is slightly different to what we already have.

It’s important you know that by adding your employees to the scheme you’re not setting up a standing order. The amounts you’ve told us about here will not be collected by direct debit.

You’ll have to ‘make a payment’ each month to tell us what to collect.

It’s a case of no news is good news and if you don’t hear from us your file has been successful and your employees have now become members of your pension scheme.

They’ll receive their policy documents - usually within 5 working days. If they want to opt out or cancel – their documents will cover this.

You won’t have to add these members again. If you realise you’ve made a mistake, please contact us and we’ll take a look.

Finally - you can choose to ‘export a copy of this submission’. You’ll get all the information you’ve added online, but in an excel template which you can save for your records.

You won’t be able to make a payment straight away. The new policies will be set up today but can take up to 2 hours (occasionally longer during busy periods) for the policies to be activated. If you try to make a payment and these new members are not showing on your member list, please try again later.

Thank you for watching this video,

Please get in touch if you have any questions.

How to make a payment

Transcript

Hi. You’re ready to upload your make payment file.

Each month, you may take a deduction from your employee’s salary as well as contributing to their pension as an employer.

You’ll need to tell us how much you want us to collect and therefor invest into their pensions.

There are a couple of ways to do this – click ‘make payments’ to take a look how.

You’ll need to make sure any new members are in your membership list before you make a payment for them.

Let’s look at how you ‘upload a CSV file’. Do this by selecting ‘upload a CSV file’.

You’ll need to choose the file you want to upload.

Click Choose file.

You’ll then have to locate the relevant file.

Do you have a salary sacrifice agreement in place?

This is a contractual agreement between an employer and employee, where part of their gross salary is sacrificed in exchange for an employer pension contribution.

Click ‘continue’

Here is a final summary of the members you’re paying for.

If you want to edit details or remove them from your list you can do this here.

If you want to remove an employee, your just removing them from this upload, you may still have to make a payment for them.

We’ll also show you the total we’ll collect by direct debit.

Once you’re happy with the information - click ‘submit payments’

That’s it. The payment instruction has now been sent to Aviva. This screen is your confirmation of this. We’ll check the information you’ve provided against any existing records we have. Just to make sure the information is correct.

Your nominated Scheme Administrator will always receive an email to confirm that your payment file was successful. There’s still a possibility that something might not have worked correctly - if so – check payment warnings under scheme information. This will show you any actions you need to take.

Once a successful payment has been received, we’ll collect the money from the company bank account by direct debit in the next 3-5 working days. You’ll see the payment appear in Payment history under scheme information.

You can export a copy of this submission to see this information in an excel template.

Thank you for watching this video.

Please get in touch if you have any questions.

What's next?

Get access to AME:Lite live system and start using it for real

You can start using AME:Lite when you reach your duties start date. Don’t forget, you can’t start running compliance checks on your employees until you’ve reached this date.

After you’ve requested access we will send you your password to gain access to AME:Lite within 3 working days.

You’ll find this in the email we sent you after your scheme was set up

You can then set your company up in AME:Lite and run your first compliance check.

If you are a business adviser, financial adviser, accountant or other third party, you can access AME:Lite on behalf of your client.

How to get an access to AME:Lite on behalf of your client

If you need to access AME:Lite as an adviser, you’ll need to set up an AME:Lite account on your client’s behalf and then request adviser access.

To do this:

Step 1 - We need to create an account for your client

Please send your client’s details to staging@aviva.com (we’ll need their company name, business address, scheme administrator name and an email address for the key contact). We can then send your client the AME:Lite access details.

Step 2 - Your client has to add your details in AME:Lite

Check with your client, confirm that AME:Lite is up and running. By following these steps, your client can then add you as another user:

  1. Select ‘Settings’ in main menu
  2. Select ‘Manage user’ settings in the sub-menu
  3. Select ‘Create new user’
  4. Input user details (name, email address, user type and access level. The user type will be ‘Adviser’ and the access level will be ‘Primary’
  5. You’ll receive an email with log in details and be able to log in

Questions about AME:Lite?

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