System Training

System training for MyAvivaBusiness

Find out how to use the online portal to tell us about new scheme members and your monthly payments

Getting access to the system

Your login details for MyAvivaBusiness will be sent by secure email a few days after your scheme starts.

You’ll use MyAvivaBusiness each month to send across a payment file which will tell us how much you want to contribute for each of your scheme members.

Introduction to MyAvivaBusiness (3.47)

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.

You can update salary and percentage levels here.

We’ll send your scheme members an annual statement on the anniversary of your scheme start date.

Before we issue this you’ll need to make sure any salary or percentage alterations that may have happened in the previous year are recorded on our systems, otherwise the annual statement will be incorrect.

You can either upload a file with revised information or key in the information directly to the system.

This information is used to create the annual statements only – your monthly payments won’t automatically change in line with a new salary or percentage figure.

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.

Enrolling your employees in your pension scheme

Even if your employees tell you that they don’t want to be in a pension scheme, legally you still need to auto enrol them into the scheme if they’re an eligible employee. They can then decide to opt out if they don’t feel joining a pension scheme is the right decision for them.

There are a couple of ways to tell us about new members. The below videos will show you how. Here’s the add member file template should you wish to use it.

Add member file (XLS 60kB)

How to add members directly online (6.33)

Transcript

Hi,

In this video we’ll show you how to add employees to your pension scheme.

You’ll have to add employees to your pension scheme before you can make payments for them. When you add them we’ll send them a policy document which will include their opt out or cancellation rights.

There are a couple of ways to do this - click ‘Add Members’ to take a look how.

How would you like to do it?

If you only have a few employees to add, you may want to directly ‘key in new members’ to your scheme. However, if you have a high number of employees to add, you may want to complete our excel template, then ‘Upload a CSV file’ to your scheme.

For now we’ll look at how you ‘key in new members’ directly online. You do this by selecting ‘key in new members’.

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

Simply fill in in the individuals personal details - the fields with an asterisk are mandatory.

We’ll let you know if you’ve missed a mandatory field or the format of your data is incorrect.

Please provide a national insurance number - this will have to be in the correct format.

We know that in some cases your employee may be applying for a national insurance number and is yet to receive one - In this case leave the NI field blank and add an ‘Alternative unique ID’.

This is a reference number unique to the employee, for example a staff or payroll number – it’s up to you what this is. When the employee gets their new NI number you’ll have to let us know within a month of receiving it. You’ll be able to do this when making a payment for that member.   

If your auto-enrolment duties have begun, you’ll need to tell us how you have assessed the employees by completing the ‘employee type’

The employee will either be

Eligible

Non-Eligible

Or Entitled

An explanation of worker types can be found in your training centre or in more detail on The Pensions Regulator website.

If your auto enrolment duties have not yet begun, please select not applicable.

Policy start date – This must be the first month you’re making a payment for this employee.

Next, complete the monthly contribution amount, then, complete the contribution percentage.

 

The employer amount will be a gross figure, but the employee amount will be NET.

If you operate a weekly payroll – you’ll need to add weeks together to show this as a monthly amount.

If your payments fluctuate then you’ll need to estimate an average figure and input it in the contributions field. Again, you’ll have to ‘make a payment’ each month to tell us what to collect.

If your payments are based on fixed amounts you only need to complete the employee regular deduction and employer regular contribution.

Finally complete the yearly pensionable earnings. This may not be the total salary, but it must be the amount you are calculating the pension contributions on.

Once all information is completed click the Add button.

If you want to add another employee, click ‘Add another member’ and repeat until everyone you want to add appears in the ‘List of members to be added’.

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 and have no one else to add 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 complete your joiner file (6.47)

Transcript

Hi,

In this video we’ll show you how to complete Aviva’s joiner file template. Your payroll provider or accountant may have their own version of this, so it’s worth checking with them, before you proceed.

If you have quite a few new employees to add to your pension scheme, you may want to complete the joiner file template and upload this directly into the site – You’ll probably find this quicker than adding all their details directly online.

When you join them, we’ll send them policy documents which will include their opt out or cancellation rights.

The joiner file template is basically an excel version of all the information you’d add directly online, but it gives you the option of adding lots of employees at once. It’s easy to complete as the column headers include help text, describing what data we need in each section. There is also an ‘Example’ tab which gives you a clue as to how the file should be populated.

So, you’ll need to complete the Title, first name, last name, date of birth and gender fields. If you make a mistake here the policy document will reflect this and you may get questioned by your employee. If so, get in touch and we’ll take a look. Then complete the NI number - this will have to be in the correct format.

We know that in some cases your employee may be applying to the Department for Work and Pensions for an NI number and is yet to receive one - In this case, please leave this field blank and input the letter Y into the ‘NI number verification’ field, then add an ‘Alternative unique ID’. This is a reference number unique to the employee, for example a staff or payroll number – it’s up to you what this is. When the employee gets their new NI number you’ll have to let us know.

You have to do this within a month of receiving it. Next, you’ll have to complete the employee address field. Again, if you make a mistake, the policy document will be incorrect and may not make it to the address, so please ensure the address information is correct.

Address Lines 1, 2 and the post code are mandatory fields and these must be completed. You need to let us know the Category ID field your employees are joining – This is your scheme reference number displayed on your home page once you’ve done this, you’ll need to tell us about the employee’s earnings and their monthly contributions. Again, this information is used to create a projection of possible future benefits. We send this to the member with their policy document. This isn’t the figure we’ll collect – you’ll put that on the payment file each month – but we’ll look at how you do that later.

So, for each employee you’ll need to complete:

  • The Yearly Pensionable Earnings

This may not be their total salary, but it must be the amount you are calculating the pension contributions on.

  • Then complete the contribution percentage

This is the gross percentage for both employee and employer fields

  • And then the monthly contribution amount

The employer amount will be a gross figure, but the employee amount will be NET.

If you operate a weekly payroll – you’ll need to add weeks together to show this as a monthly amount.

If your payments fluctuate then you’ll need to estimate an average figure and input it in the contributions field. Again, your payment file will determine the actual amount we collect each month.

If your payments are based on fixed amounts – then you only need to complete the employee regular deduction and employer regular contribution fields.

If you operate a salary sacrifice scheme, then we treat all deductions as an employer contribution, so we only expect the Employer contribution fields to be completed with the total payment.

You don’t need to complete the ‘Policy Basis’ cell as this is only relevant to certain schemes.

If you are staging for auto-enrolment – you need to tell us how you have assessed the employee by completing the ‘employee status’ column.

The employee will either be

  • Eligible
  • Non-Eligible
  • Or Entitled

An explanation of worker types can be found in more detail on The Pensions Regulator website.

If the company have not yet staged, please leave this field blank.

Depending on how the employee has been assessed under auto enrolment determines which one of the columns you complete next.

  • Eligible jobholders will generally have an automatic enrolment date, this will usually be your staging date or the end of your postponement period – if applicable. If you’ve used postponement and the employee chooses to opt in early you’ll need to complete the Opt in date field.
  • Non-eligible jobholders joining your scheme will always have an Opt in date.
  • Entitled workers joining your scheme will have a joining date. This should also be used when you’re joining any employees when the company hasn’t reached its staging date.

You can only join an employee in the same month you are making a payment – so if you join an employee in January (with a January enrolment date) – we will expect you to make a January deduction and therefor payment for them.

And finally, there is the Retirement Age field. If you leave this blank we will create the employees policies using your schemes default retirement age – found on your home screen.

If the member has requested an alternative retirement age, you can add it here. If an employee then decides they want to alter this date – they’ll need to get in touch with us directly and we’ll change it for them.

Now you’ve completed your joiner file you need to ensure the data is in the correct format, so you’ll need to check that:

  • If you’ve used and Formulas or added any Total– make sure theses have been removed
  • Your Excel data formats meets the requirements mentioned in the file headers. i.e. the dates of birth are in the right format
  • And that you’ve completed all mandatory fields

You won’t be able to upload your joiner file if there’s anything in there the system doesn’t like.

Once you are happy with the data in the joiner file, you’ll need to save it as a CSV (comma delimited) document.

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,  this will help you identify the correct file when you have to upload it.

Once you’ve saved it – take a quick look to ensure all the data is still in the right format within the CSV file, before you’re ready to upload it. We suggest you do this as we’ve found that some software - when converting to CSV - changes dates around, so just check they’re right before uploading.

Thank you for watching this video, please get in touch if you have any questions.

How to upload your joiner file (3.44)

Transcript

Hi,

You’re ready to upload your add member file.

Click Add employees – then choose

Then choose ‘upload a csv file’

If you’ve not used our template and are using your own file –perhaps from a payroll provider or one you’ve made yourself, the column headers will need to match our example template, which can be found here. Your file must have all columns present and in the right order– even if they don’t contain any information.

If you load a file that doesn’t match our template you won’t be able to proceed.

Click Choose a file.

You’ll then have to locate the relevant file – June 2017 employees for example. 

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

If there are any errors, you can edit the information and we’ll tell you what needs looking at.

Once you’ve corrected the errors, scroll to the bottom of the screen and click the Add button.

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 nesws 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.

Making payments

Each month, you’ll need to tell us about the pension contributions you're making. The below video shows you how.

As the employer, you’ll have to make contributions into your auto-enrolled members plans, and your employees may also be contributing as well. You can send us this information using the ‘Make payments’ file.

Make payments file (XLS 40kB)

How to pay directly online (4.35)

Transcript

Hi. In this video we’ll show you how to pay for one or all of your members directly online.

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.

If you only have a few employees to pay for, you may want to directly ‘key in payments’ to your scheme. However, if you have a high number of employees to pay for, you may want to complete our excel template, then ‘Upload a CSV file’ to your scheme.

Let’s look at how you key in payments directly online. Do this by selecting ‘key in payments’.

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 see a list of the active employees in your scheme. If you’ve just added new member, their details may not show in here immediately.

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

We show you some of the member’s details, including the next payments required for them.

You’ll have to pay for the earliest month first.

To get started – click the payment required month for the member you want to pay

You’ll need to confirm

The monthly payment amounts

Remember the employer is gross and the employee is net – if you’re using salary sacrifice, only complete the employer field.

Reason for partial or non-payment (if applicable)

You won’t need to use this in the first month of joining somebody, but you’ll need to tell us when somebody has left the scheme, or taken a payment break.

Any additional payments (if applicable)

 

You can use this section for any additional payments to a policy such as a bonus or lump sum investment either before retirement or before tax-year-end.

 

Do not use this option to submit any additional payments for policies which have been underpaid in previous months; these payments should be included in the next monthly payment submission

 

When you make a one off payment we’ll send a document pack to the member confirming the amount paid, within this pack they’ll get the right to cancel the payment.

Then click ‘continue’. You can edit the payment if you want.

Once you’re happy that all payment amounts have been added, click ‘View pending payments’.

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.

How to complete your payment file (6.42)

Transcript

Hi,

In this video we’ll show you how to complete the Aviva payment file template. Your payroll provider or accountant may have their own version of this, so it’s worth checking with them, before you proceed.

If you have quite a few employees to pay for, you may want to complete the payment file template and upload this directly into the site – You’ll probably find this quicker than adding all their payments directly online.

The payment file template is basically an excel version of all the information you’d add directly online, but it gives you the option of adding lots of employees at once.

Just like we did with the joiner file we’re are going to show you how to complete the Aviva Payment File Template.

It’s easy to complete as the column headers include help text, describing what data we need in each section.

There is also an ‘Example’ tab which gives you a clue as to how the file should be populated.

Remember we briefly spoke about reason codes earlier, well there is a tab within the payment file which explains which one to use and why.

There are quite a few, you should only really need to use number 1 and number 2.

We recommend you use:

Number 1 – use this if somebody has left employment. In the first month where you’ve not taken or made a deduction on their behalf you’ll need to add them to the file with no contributions and a reason code 1.

We’ll send them a letter confirming they’ve left their company pension scheme giving them their next steps.

You don’t need to include them on any future payment files.

Number 2 – use this if somebody has decided to take a payment break, let’s say they’ve gone traveling for 3 months. In the first month where you’ve not taken or made a deduction on their behalf you’ll need to add them to the file with no contributions and a reason code 2. We won’t then expect contributions from them for up to 12 months.

When they come back – in the first month they have a deduction or payment – just add the back to the payment file for that month and we’ll restart their payments.

So back to the file,

Firstly you’ll need to complete the ‘Payroll month’. This is a mandatory field and needs to be completed for all your employees.

It is used to capture the month and year the deductions were made from payroll.

We work on a calendar month basis, so if you operate a weekly payroll you’ll need to tie your deductions up into monthly amounts.

It’s important you know that once you’ve paid someone for that month – you don’t need to do it again.

Next, complete the name cell. Although this is not mandatory it will help you identify your member and help us if we need to contact you with any queries.

You’ll then need to add the employees National Insurance number, this will have to be in the correct format. It’s used to match the payment to the member’s policy.

We know that in some cases your employee may be applying to the Department for Work and Pensions for an NI number and is yet to receive one - In this case, please leave this field blank then add the same ‘Alternative unique ID’ you completed for them on their joiner file.

Remember we said that when you received confirmation of the NI Number you’d have to let us know. Well, you tell us about this on the payment file.

To do this you’ll need to enter both the alternative unique ID and the new NI number, so we can update the policy records. All future payment files you send only need to include the NI number for the member or members in question.

You now need to tell us about the monthly contribution amounts.

You do this by completing the fields for Employer regular contributions and Employee regular deductions.

Remember - any deduction you input in the employee cell should be a net monthly amount. We add the 20% tax relief back on to this amount when it is added to the pension policy.

If you operate a salary sacrifice scheme, then we treat all deductions as an employer contribution, so we only expect the Employer contribution fields to be completed with the total payment.

As an example - if you deduct £50 from the employee’s pre-tax salary and also pay £50 from the company, then you’ll only need to complete the employer field with an amount of £100.

As with the joiner file – if you are unsure on what fields to complete and you operate a salary sacrifice scheme please get in touch before you submit your payment, as we use this information to collect the money from your company bank account and then apply contributions to the member’s policies, so if its wrong it will affect their investment.

We talked earlier about reason codes and which ones to use -

To remind you - you can’t add a reason code for their first payment month. If someone leaves at this point – get in touch and we’ll take a look.

The one off contribution fields are optional and can be left blank if not required.

However, if the employee or employer decides to make a one-off contribution, it can be added here.

Remember - don’t add backdated contributions here - as when you make a one off payment we’ll send a document pack to the member confirming the amount paid, within this pack they’ll get the right to cancel the payment.

Which they can’t do if the contributions are via auto enrolment.

And finally, there is the category ID field. You can leave this field blank – it’s not needed.

Now you’ve completed your payment file you need to ensure the data is in the correct format, so you’ll need to check that:

  • If you’ve used and Formulas or added and Total cells – make sure theses have been removed
  • The payroll month is correct and in the right format
  • All the employees have an NI number or alternative unique ID.
  • The Employer and Employee contributions are accurate
  • And that you’ve completed all mandatory fields

You won’t be able to upload your payment file if there’s anything in there the system doesn’t like.

Once you are happy with the data in the payment file, you’ll need to save it as a CSV (comma delimited) document.

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; this will help you identify the correct file when you have to upload it.

Once you’ve saved it – take a quick look to ensure all the data is still in the right format within the CSV file, before you’re ready to upload it. We suggest you do this as we’ve found that some software - when converting to CSV - changes dates around, so just check they’re right before uploading.

Thank you for watching this video, please get in touch if you have any questions.

How to upload your payment file (3.30)

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.

If you only have a few employees to pay for, you may want to directly ‘key in payments’ to your scheme. However, if you have a high number of employees to pay for, you may want to complete our excel template, then ‘Upload a CSV file’ to your scheme. If you want to use a file from your payroll or AE compliance tool, it will need to match the sample format provided.

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. If you’ve not used our template and are using your own file –perhaps from a payroll provider or one you’ve made yourself, the column headers will need to match our template, which can be found here. Your file must have all columns present and in the right order– even if they don’t contain any information.

If you load a file that doesn’t match our template you won’t be able to proceed.

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?

An overview of your monthly tasks

As well as forwarding us your monthly payment file, you’ll need to assess your employees each month to see if they become eligible for auto enrolment. If you have any new employees who are eligible for auto enrolment or an employees monthly salary changes, you’ll need to change the data you send us to reflect that.

After your scheme starts

Common systems questions

When will I get access to the online portal?

Everyone that has been nominated as a user of the online portal will receive their own individual online account number on or shortly after the start date of your scheme. Once this has been activated you’ll be able to log in and start managing your scheme.

Why is the yearly pensionable salary needed when adding a new scheme member?

This is needed so we can provide an illustration for your employees that show them what their pension may be worth upon their retirement. You can update their pensionable salary details whenever they change.

I’ve told you the wrong information – how can I correct this?

If you’ve already submitted the details to us we’ll need to make the required changes. Please call us on 0800 158 2570.

I use a Mac computer, how do I upload a .csv file?

Some Mac users, when converting Excel files to .csv (comma delimited) will need to save these to their desktop before uploading the files to the billing portal.

How do I add / remove a user / change scheme admin?

The person identified as the company owner is the only person with the ability to add, remove or change administrator details. They do this through their online account.

I operate a non-monthly pay frequency, how will this affect how I provide you with member data?

The Aviva pension scheme operates on a monthly basis. So, if you operate a weekly / fortnightly or 4 weekly pay frequency, you’ll need to consider this when sending us employee information.

When you add new members to your scheme, you’ll need to estimate an average contribution figure and detail this on the ‘Add member’ file. As these amounts can vary, this estimation will not be the amount collected by direct debit.

To make a payment for members, you’ll need to hold onto pension contributions for the first part of the month, then add these together and submit to us as one amount on your monthly payment file. This will then be the sum collected by Direct Debit. You can decide which weeks make up each monthly contribution.

I’m uploading a file, are there restrictions on file name content?

Yes. You can only upload a file that contains the following special characters in the file name or the content of the file: 0-9, a-z, A-Z, -, ’, !, /, &, ., (comma) and (single space)

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