PAE Whitepaper - V6

An Oracle White Paper
Oracle Payroll UK
Localization
Pensions Automatic
Enrolment - White
Paper (Version 6)
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Document Change Control
Published on Version Data Changed
03-Sep-2012 Version 1 Initial Version
24-Sep-2012 Version 2 New Approach added in page 12.
21-Nov-2012 Version 3 Added Business Scenarios for

Reference.
05-Aug-2013 Version 4 Added details related to
1. Postponement Rule
2. Transitional
Arrangements for
Defined Benefits
Schemes
3. Globals Changes
14-Apr-2014 Version 5 Added details related to

Pensions Staging date at Payroll
Level and Employee Level.
Modified the section - Business

Scenario: Members Opting Out
Added a Note to the section

Postponement End Date
Added rates for 2014/15 in

Global Threshold Values
Added a new section for

Standard Letters.
14-May-2014 Version 6 Added two new messages (20 &

21) - Page 18
Updated section - Update of NI

Category
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Contents
Document Change Control............................................................................................................................ 2
Glossary and Definitions ............................................................................................................................... 5
Solution Description...................................................................................................................................... 7
Overview of the solution........................................................................................................................... 7
System Setup ............................................................................................................................................ 7
Qualifying Pension Schemes ................................................................................................................. 7
Default Pension Scheme ....................................................................................................................... 8
Additional Organization Information .................................................................................................... 9
Seeded Components ............................................................................................................................... 13
Pensions Information Element............................................................................................................ 13
Secondary Classification...................................................................................................................... 14
Balance ................................................................................................................................................ 14
Global Threshold Values ..................................................................................................................... 14
Concurrent Program ........................................................................................................................... 16
Payroll Formula ................................................................................................................................... 21
Seeded Reports ....................................................................................................................................... 21
Additional Reporting ........................................................................................................................... 22
Update of NI Category ........................................................................................................................ 23
Business Scenarios for Reference ....................................................................................................... 24
Pensions Automatic Enrolment – Standard Letters .................................................................................... 28
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Glossary and Definitions
PRP – Pay Reference Period – The period used in the earnings assessment for automatic enrolment. This relates to
the period during which payments are made (‘payable’) and may be different to the standard payroll period defined in
the payroll calendar (i.e. the dates for which payments are accrued). For payroll with a negative offset or no offset for
Normal Payment Date, the PRP Start and End dates will be the same as the dates defined for the payroll earnings
period. For payrolls with a positive offset, the dates will be different.
Qualifying Earnings - The part of the earnings which will be used in the Pensions Automatic Enrolment process to
classify the assignments.
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Synopsis
The Government has announced a number of reforms to the way in which pensions savings is controlled in the UK.
One of these changes means that employers will be obliged to automatically enrol qualifying workers in a pension
scheme, with a mandatory contribution made by the employer. All employers will be required by law to comply with
the new duties imposed on them by the pension reform regulations.
This document provides details of the solution provided by the Oracle application to assist employers with carrying
out these duties, with automation provided where possible.
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Solution Description
Overview of the solution
To accommodate the above requirement, a new program has been delivered to assess and enrol the eligible
assignments into qualifying pension schemes. One of the criteria to classify an assignment as eligible or not is
‘Earnings’. The challenge here is to estimate the earnings prior to payroll run. Estimation may not be possible always
or there may be situations where the estimations may not be correct. To prevent any incorrect enrolment or incorrect
rejections, there is second level of verification in payroll run. To handle complex scenarios where estimation is not
possible, a new approach is suggested in section ‘Option for Complex Payroll Calculations’.
System Setup
This solution assumes that all pension elements and formulae have been set up previously. It relates only to the
automatic enrolment process, and does not consider the actual set up of pension schemes.
Qualifying Pension Schemes

As part of their business processes, employers need to ensure they have at least one Qualifying Pension Scheme in
place to be used for automatic enrolment of employees.
Users then need to register the list of Qualifying Pension schemes available in their business group in the
Configuration Values page. To record this Qualifying Pension Scheme information a Configuration Module 'Pensions
Automatic Enrolment' and Configuration Type 'GB Qualifying Pension Scheme' Configuration Type are seeded and
delivered.
How to Register Schemes:

Navigate to the Configuration Values page, and choose the Module Name and Type as below:
Navigation: Other Definition -> Configuration Values

Module Name: Pensions Automatic Enrolment
Configuration Type: GB Qualifying Pension Scheme
For each Qualifying Pension Scheme, the following information must be recorded in the Configuration Values:
 Configuration Name – Name of the configuration value being created. This is the name given by the user for
the Configuration Value and is not used by the process.
 Qualifying Pension Scheme - Name of qualifying pension scheme. This name will be used in reporting as
the pension scheme in which employees have been automatically enrolled.
 Pension Employee Element - Name of the element used for the Employee component of the pension
deduction relating to this scheme. If separate elements exist for the employee and employer deductions for
this pension scheme, provide the element name for the Employee Component in this field. If there is only
one deduction element to calculate both employee and employer components for this pension scheme,
provide the element name for the Pension Deduction in this field.
 Pension Employer Element - Name of the element used for the Employer component of the pension
deduction relating to this scheme. If separate elements exist for the employee and employer deductions for
this pension scheme, provide the element name for the Employer Component in this field. If there is only
one deduction element to calculate both employee and employer components for this pension scheme, this
field can be left blank.
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 DB Contracted Out Scheme – This field is to mark whether the scheme is a Defined Benefits Contracted –
Out scheme. This is to enable the update of NI Category, if an employee gets automatically enrolled into this
scheme. If the value is set to Yes and an employee gets automatically enrolled into this scheme the NI
Category of the employee will be updated (explained in detail in the section ‘Update of NI Category’). If the
value is not set or is set to ‘No’, then the update of NI Category will not happen for the assignment during its
automatic enrolment.
Note: Where an Information element is used to calculate both employee and employer components for a
pension scheme, record the Information element name in the Pension Employee Element field only.
The same element name must not be recorded in both Pension Employee Element and Pension Employer
Element fields.
Default Pension Scheme

There are 2 methods of defining the pension scheme to be used as the default scheme for automatic
enrolment.
Multiple Schemes within the Same Payroll:
Where there is a requirement to enrol different groups of employees within the same payroll into different
default pension schemes, the following information must be recorded for each Pension Scheme along with
the configuration values detailed above. This allows the Automatic Enrolment Process to select the
appropriate pension scheme for each employee from all Qualifying Pension Schemes registered within the
application, based on Eligibility Criteria/Rules.
A maximum of five Eligibility Rule / Eligibility Value pairs may be recorded.

Each Eligibility Rule can take one of the following nine values
1. Employee Category
2. Grade
3. Group
4. Job
5. Location
6. Organization
7. Payroll
8. Position
9. Salary Basis
For every Eligibility Rule entered, a corresponding value must be entered in the Eligibility Value field.
If multiple values for an Eligibility Rule are to be considered, they must all entered in the Eligibility Value field
separated by the delimiter ‘~’
For Group (People Group), the Eligibility Value can be set at individual segment level.
The syntaxes for the Eligibility Values corresponding to People Group are:
(A)
<PeopleGroup Title>|<Segment Name A1>.<Value A1>|<Segment Name A2>.<Value A2>
The value of both Segment A1 and A2 of the assignment's People Group values must match for the
qualifying scheme to be assigned to the assignment.
(B)
<PeopleGroup Title >|<Segment Name A1>.<Value A1>~<Segment Name A2>.<Value A2>
The value of either Segment A1 or A2 of the assignment's People Group values must match for the
qualifying scheme to be assigned to the assignment.
(C)
<PeopleGroup Title >|<Segment Name A1>.<Value A1>|<Segment Name A2>.<Value A2>~<Segment
Name A3>.<Value A3>
The value of both Segment A1 and A2 of the assignment’s People Group values OR the value of Segment
A3 of the assignment’s People Group values must match for the qualifying scheme to be assigned to the
assignment.
Note:
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<PeopleGroup Title > should be detailed only once followed by the delimiter '|'.
<Segment Name> and <Value> are separated by the delimiter '.'.
<Segment Name>-<Value> Pairs are separated by the delimiter '|'. (This represents an AND condition)
Multiple Rules based on <Segment Name>-<Value> Pairs are separated by the delimiter '~'. (This
represents an OR condition)
Single Scheme per Business Group or Payroll:
From the list of Qualifying Pension Schemes created in the above step, users may choose one scheme as the
Default Qualifying Pension Scheme for a business group. Assignments assessed as being eligible for Automatic
Enrolment will be automatically enrolled in this Default Qualifying Pension Scheme. (N.B. This default scheme may
be over-written at Payroll level as described below).
How to Add:
Navigate to the Configuration Values page, and choose the Module Name and Type as below:
Navigation: Other Definition -> Configuration Values

Module Name: Pensions Automatic Enrolment
Configuration Type: GB Default Pension Scheme
The following information must be recorded in the Configuration Values:
 Default Pension Scheme - Name of Default Qualifying Pension Scheme. This name will be used in
reporting as the Pension scheme in which employee have been automatically enrolled.
 Default Pension Employee Element - Name of the element used for the Employee component of the pension
deduction relating to the default scheme. For assignments assessed as being eligible for Automatic
Enrolment, this element will be added automatically to the element entries of the assignment.
 Default Pension Employer Element - Name of the element used for the Employer component of the pension
deduction relating to the default scheme. Leave blank if one element is used for both employee and
employer deductions. If this field contains an Element name, it will also be added automatically to the
element entries of the assignment if automatic enrolment is applicable.
Note: Where an Information element is used to calculate both employee and employer components for a pension
scheme, record that Information element in the Pension Employee Element field only.
The same element name must not be recorded in both Pension Employee Element and Pension Employer Element
fields.
Additional Organization Information

A new seeded context 'UK Pensions' is delivered to record Additional Organization Information. This will capture
information specific to Pensions Automatic Enrolment for each Business Group.
Users must ensure this new context is available in the Additional Organization Information.
For this context 'UK Pensions' to be available, users must follow the steps below:
Navigation: View -> Requests -> Submit a New Request

Name - Register Extra Information Types (EITs)
Parameters:-
Table Name – HR_ORG_INFORMATION_TYPES
Information Type – UK Pensions
Multiple Rows – Yes
Legislation Code – United Kingdom
Organization Classification – Business Group
Description - UK Pensions
Application – PER
The segments held in this additional organization information for this context for each Business Group are as follows:
Navigation: Work Structures -> Organization -> Query for the BG Name ->
Choose the Business Group Classification -> Others -> Choose UK Pensions.
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Tax Reference
Select a Tax Reference present in the Business Group.
Pensions Staging Date

This segment will store the Pensions Staging Date for the Tax Reference selected above.
In case of multiple payrolls attached to the same PAYE Reference, different Staging Dates for payrolls can be set at
Payroll description level.
Navigation: Payroll -> Description -> Query for the Payroll Name -> Statutory Information -> Enter Pensions Staging
Date
Pensions Staging Date can also be set at employee level.

For this purpose, a new seeded context 'UK Pensions' is delivered to record Employee Extra Information.
Users must ensure this new context is available in the Employee Extra Information.
For this context 'UK Pensions' to be available, users must follow the steps below:
1. Navigation: View -> Requests -> Submit a New Request

Name - Register Extra Information Types (EITs)
Parameters:-
Table Name – PER_PEOPLE_INFO_TYPES
Information Type – UK Pensions
Multiple Rows – No
Legislation Code – United Kingdom
Organization Classification – Business Group
Description - UK Pensions
Application – PER
2. Navigation: Security -> Information Types Security -> Search for the responsibility -> Add UK Pensions.
User can set the value for Pensions Staging Date at Employee level as follows.
Navigation: Employee -> Others -> Extra Information -> Select UK Pensions -> Select Details -> Enter Pensions
Staging Date.
Note: Employee Level Pensions Staging Date takes first preference, next at the payroll level and next at the PAYE
level.
Worker Postponement Rule

Users can choose a Worker Postponement Rule from the available seeded options to allow automatic enrolment to
be deferred for an assignment following the staging date or start of employment – i.e. when an employee first
becomes a Worker. If the assessment process determines that an assignment is categorized as a worker for the first
time, it will then consider this rule as part of the assessment process. If applicable, a value will be set for
Postponement Period End Date based on the Worker Postponement Rule, and no automatic enrolment will take
place until that date. The Pension Classification for the record will still be set as appropriate (Eligible Jobholder, Non
Eligible Jobholder, Worker). At the end of the Postponement Period, assessment will be carried out again and, if the
assignment is categorized as an Eligible Jobholder at that point, the pension elements will be linked and automatic
enrolment carried out.
The seeded options available for this segment are:
Option Description
None No Postponement will be applied to assignments which are assessed as a Worker for the first time
following the employer staging date or start of employment.
Next Payroll Period Start If an assignment is eligible for Worker Postponement and the Worker Postponement rule is set to
this value, then the assignment will be postponed for Automatic enrolment until the next Pay
Reference Period start date.
Max Deferment period Start If an assignment is eligible for Worker postponement and the Worker Postponement rule is set to
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this value, then the assignment would be postponed for Automatic enrolment until the start of the
last Pay Reference period that falls before the Maximum postponement period (3 months).
One Week A postponement of 1 week will be applied to the assignment.
Two Weeks A postponement of 2 weeks will be applied to the assignment.
Three Weeks A postponement of 3 weeks will be applied to the assignment.
Four Weeks A postponement of 4 weeks will be applied to the assignment.
Five Weeks A postponement of 5 weeks will be applied to the assignment.
Six Weeks A postponement of 6 weeks will be applied to the assignment.
Seven Weeks A postponement of 7 weeks will be applied to the assignment.
Eight Weeks A postponement of 8 weeks will be applied to the assignment.
Nine Weeks A postponement of 9 weeks will be applied to the assignment.
Ten Weeks A postponement of 10 weeks will be applied to the assignment.
Eleven Weeks A postponement of 11 weeks will be applied to the assignment.
Twelve Weeks A postponement of 12 weeks will be applied to the assignment.
Thirteen Weeks A postponement of 13 weeks will be applied to the assignment.
Fourteen Weeks A postponement of 14 weeks will be applied to the assignment.
One Month A postponement of 1 month will be applied to the assignment
Two Months A postponement of 2 months will be applied to the assignment
Note: Whatever be the duration selected, the postponement will not exceed the duration of 3 months.
Similarly, if the selected option of Postponement length is applied and the postponement period end date falls before
the end of the Pay Reference Period for which the process is being run, then the postponement will be cancelled by
the same run of the process itself.
Example 1:
Pay Reference Period (PRP) – 1 – 31 May 2013
Worker Postponement – 1 Week

th
A new employee joined on 10 May 2013 and gets assessed by the process and is found to be an Eligible Jobholder.
th
Now the Worker postponement gets applied for 1 week, i.e. till 17 May 2013 and as the PRP exists even after the
date until which the Worker postponement is valid, the process will consider the employee to be eligible for automatic
th
enrolment as on 18 May 2013. All this happens in a single run of GB Pensions Automatic Enrolment Process for the
st st
PRP of 1 – 31 of May.
Example 2:
Pay Reference Period (PRP) – 1 – 30 June 2013
Case a: Worker Postponement – 13 Weeks

th
A new employee joined on 12 June 2013 and gets assessed by the process and is found to be an Eligible
th
Jobholder. Now the Worker postponement gets applied for 13 weeks, i.e. till 11 Sep 2013. This is less than the
th
maximum allowed length of 3 months, for a postponement (which comes to 12 Sep 2013). Hence, the
th
postponement end date gets recorded as 11 September 2013.
Case b: Worker Postponement – 14 Weeks

th
A new employee joined on 12 June 2013 and gets assessed by the process and is found to be a Non-eligible
th
Jobholder. Now the Worker postponement gets applied for 14 weeks, i.e. till 18 Sep 2013. This exceeds the
th
maximum allowed length of 3 months, for a postponement (which comes to 12 Sep 2013). Hence, the
th
postponement end date gets recorded as 12 September 2013, which is the least of both.
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EJH Postponement Rule
Users can choose an Eligible Jobholder Postponement Rule from the available seeded options (as above) to allow
automatic enrolment to be deferred for an assignment when it is first assessed as an Eligible Jobholder. If the
assessment process determines that an assignment is categorized as an Eligible Jobholder for the first time, it will
then consider this rule as part of the assessment process. If applicable, a value will be set for Postponement Period
End Date based on the Eligible Jobholder Postponement Rule, and no automatic enrolment will take place until that
date. The Pension Classification for the record will still be set as appropriate (i.e. Eligible Jobholder). At the end of
the Postponement Period, assessment will be carried out again and, if the assignment is still categorized as an
Eligible Jobholder at that point, the pension elements will be linked and automatic enrolment carried out.
For each Tax reference in the Business group, users should define the values for the above segments.
Transitional Arrangements for Defined Benefits Schemes

Qualifying Schemes must meet certain standards in relation to contributions etc. For Defined Contribution (DC)
Schemes (Money Purchase etc.), the minimum contribution rate is phased in over a number of years to reduce the
immediate financial burden on employers. To allow a similar phased approach to the increase in pension costs for
Defined Benefit (DB) Schemes (Final Salary), there is an option to defer automatic enrolment for existing employees
who had an option to join a DB scheme but chose not to do so. (N.B. new employees and existing employees who
did not have an option to join previously are not covered by this).
The transitional period for defined benefit (DB) schemes allows the user to choose to delay automatic enrolment. This
is applicable only to eligible jobholders. If the user chooses to apply the transitional period, the automatic enrolment
duty is modified for that eligible jobholder.
To implement this, the input value Postponement Type should be set to ‘DB Scheme Postponement’ and
‘Postponement End Date’ should be set to the appropriate date on element ‘Pensions Information Element’ (see
below).
Use of Postponements
For automatic enrolment purposes, postponements can be used to ease some of the potential burdens in certain
scenarios. The following scenarios illustrate some possible uses.

nd
When a worker becomes an Eligible Jobholder because they reach their 22 birthday (and earnings are
sufficiently high), automatic enrolment happens on the birthday which is likely to be part-way through a
period. Under legislation, the pension contribution in that period must be deducted based on the portion of
nd
earnings relating to the period from the automatic enrolment date (22 birthday) to the end of the period. To
avoid the need to pro-rate contributions, an ‘Eligible Jobholder Postponement’ may be set to defer
automatic enrolment to the beginning of the next period.
 Where an employee is employed under a short term contract (e.g. 10 weeks), a ‘Worker Postponement’
may be used to avoid the need to automatically enrol them in a pension scheme.
Multiple Postponements
It is not possible to immediately follow a period of ‘Worker Postponement’ with a period of ‘Eligible Jobholder
Postponement’. If at the end of a worker postponement period, the employee is assessed as being an Eligible
Jobholder, automatic enrolment must take place. However, if the employee is assessed as a Non-eligible Jobholder,
an ‘Eligible Jobholder Postponement’ may be applied if they are assessed as an Eligible Jobholder at a later date.
It is also possible to apply multiple ‘Eligible Jobholder Postponements’ provided they are not consecutive. If at the
end of an eligible jobholder postponement period, the employee is assessed as being a Non-eligible Jobholder’ a
further eligible jobholder postponement may be applied if they are again assessed as an Eligible Jobholder at a later
date.
Example 1:-
 Employer Staging Date – 1-Oct-12

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 Worker Postponement End Date – 30-Nov-2012
 Employee DOB – 5-Dec-1990
 Employee is assessed on 1-Dec-2012 following end of postponement period and is found to be a Non-
eligible Jobholder based on age (earnings are above the automatic enrolment threshold).
 Employee turns 22 on 5-Dec-2012 and so becomes an Eligible Jobholder on that day. As there is a period
during which the employee is a Non-Eligible Jobholder, a further Eligible Jobholder Postponement period
may be applied
Example 2:-
 Employee is assessed on 1-Dec-2012 as an Eligible Jobholder because of a bonus payment which pushes
the employee’s earnings above the automatic enrolment threshold
 Eligible Jobholder postponement period is set with End Date of 31-Jan-2012
 Employee is assessed on 1-Feb-2013 following end of postponement period and is found to be a Non-
eligible Jobholder as the employee’s normal earnings are below the automatic enrolment threshold
 Employee is again assessed on 1-Dec-2013 as an Eligible Jobholder because of a bonus payment which
pushes the employee’s earnings above the automatic enrolment threshold
 A further Eligible Jobholder postponement period may be set as there is a period during which the employee
was a Non-eligible Jobholder
Payroll Statutory Information

A new segment has been added to the existing Statutory Information stored at Payroll level to allow users to over-ride
the Default Pension Scheme Name set at Business Group level (i.e. the value recorded in the Configuration Values
page which is applicable to the entire business group). This gives additional flexibility to choose a different Default
Pension Scheme name for each Payroll without the need to introduce Eligibility Rules.
Navigation: Payroll -> Description -> Statutory Information -> Default Pension Scheme
User can optionally choose to provide a Default Pension scheme at payroll level. If this value is set, the system will
use this pension scheme for Automatic enrolment purposes. If this value is not set, the Default Pension Scheme will
be taken as the one specified on the Configuration Values page or the Eligibility Rules as appropriate. Please note
that any pension scheme specified here must be a Qualifying Scheme which has already been registered as a
Qualifying Pension Scheme on the Configuration Values page.
Note: The GB Pensions Automatic Enrolment Process will look at the Default Pension Scheme defined at Business
Group Level. It will then also consider whether any over-ride has been set for the payroll for which the process is run
and apply this if applicable.
If the Default Pension Scheme is to be selected based on Eligibility Rule and Eligibility Value pairs as detailed above,
the configuration value for Default Pension Scheme at the Business Group Level and Payroll Level must not be set.
Seeded Components
Pensions Information Element

A new seeded Information Element ‘Pension Information‘ is delivered. This element is used to hold all the information
specific to Pensions Automatic Enrolment for each assignment.
The Input values present in this element are given below:
Input Value Name Description

Qualifying Scheme Name Pension scheme to which the assignment is automatically enrolled or the scheme
which the assignment is already enrolled in.
Aggregate Earnings For employees with multiple assignments, this option determines if qualifying
earnings across the assignments should be aggregated for assessing automatic
enrolment eligibility. This is a Yes/No option – set to yes for any assignments where
the earnings are to be aggregated for pensions assessment purposes.
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Main Entry for Aggregation Among the multiple assignments selected for aggregation, this option specifies
which assignment will be selected for processing by the assessment process
(taking into account all aggregated earnings). This is a Yes/No option – set to yes
for the assignment where the main earnings are paid.
Qualifying scheme exists This specifies if the assignment is already a member of a Qualifying Pension
Scheme or if the assignment has been automatically enrolled into a Qualifying
Pension Scheme.
Postponement Type The type of any Postponement applicable to the assignment is specified by this
value. Options are Eligible Job Holder postponement, Worker Postponement, DB
Scheme Postponement.
Postponement End Date The End date of the Postponement Period.
Pension Classification The Classification of the assignment for Automatic enrolment purposes. The values
are Eligible Job Holder, Non Eligible Job Holder, Worker.
Eligible Job Holder Date The date when the assignment is first classified as an Eligible Job Holder.
Auto Enrollment Date The date when the assignment is automatically enrolled.
Opt Out Period End Date The date until which the automatically enrolled assignment can choose to opt out of
the pension scheme.
Opt in Date The date when a Non Eligible Job Holder chooses to Opt In to pension scheme.
Opt Out Date The date when Eligible Job Holder chooses to Opt out.
Total Earning PRP The Total Qualifying Earnings estimated in the Pay Reference period.
This element will be used in the assessment process for automatic pension enrolment and also for reporting
purposes. Users should ensure that this element entry is linked to all the employee assignments. Pensioners and
any other assignments which do not need to be automatically enrolled should not have this element attached.
Users must also specify the following input values for each element entry before running the automatic enrolment
process:
 Aggregate Earnings
 Main Entry for Aggregation
Secondary Classification
A new secondary classification 'Pension Qualifying Earnings' is delivered under the parent classification of 'Earnings'.
Any earnings element which comes under the definition of Qualifying Earnings for the assessment for automatic
enrolment must be updated to include secondary classification 'Pension Qualifying Earnings' in its definition.
The statutory definition for Qualifying Earnings is:
 Salary, wages
 Commission, bonus, overtime
 Statutory Sick Pay / Statutory Maternity Pay / Statutory Paternity Pay (Ordinary and
Additional) / Statutory Adoption Pay
This is a definitive list and employers must review each of their elements to determine if they come under this
description. It is likely that most Earnings elements will count towards Qualifying Earnings. This may be different to
the elements used to determine Pensionable Pay against which actual pension contributions are calculated.
Balance
A new seeded Balance 'Pension Qualifying Earnings' is delivered to hold the Qualifying Earnings for Pensions
Enrolment purposes.
This balance is fed by the secondary classification 'Pension Qualifying Earnings'.
Global Threshold Values

The rates for 2012/13 are:
Global Name Global Value Description

AUTO_ENROL_TRIG_ANNUAL 8105 Annual Automatic Enrolment Trigger
AUTO_ENROL_TRIG_BIWEEK 312 Bi-Weekly(Fortnightly) Automatic Enrolment Trigger
AUTO_ENROL_TRIG_LUNAR 624 Lunar Monthly Automatic Enrolment Trigger
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AUTO_ENROL_TRIG_MONTHLY 676 Monthly Automatic Enrolment Trigger
AUTO_ENROL_TRIG_QUARTERLY 2027 Quarterly Automatic Enrolment Trigger
AUTO_ENROL_TRIG_SEMIYEAR 4053 Semi-Year (Biannual) Automatic Enrolment Trigger
AUTO_ENROL_TRIG_WEEKLY 156 Weekly Automatic Enrolment Trigger
QE_ANNUAL_LT 5564 Annual Qualifying earnings lower threshold
QE_ANNUAL_UT 42475 Annual Qualifying earnings upper threshold
QE_BIWEEK_LT 214 Bi-Weekly(Fortnightly) Qualifying earnings lower threshold
QE_BIWEEK_UT 1634 Bi-Weekly(Fortnightly) Qualifying earnings upper threshold
QE_LUNAR_LT 428 Lunar Monthly Qualifying earnings lower threshold
QE_LUNAR_UT 3268 Lunar Monthly Qualifying earnings upper threshold
QE_MONTHLY_LT 464 Monthly Qualifying earnings lower threshold
QE_MONTHLY_UT 3540 Monthly Qualifying earnings upper threshold
QE_QUARTERLY_LT 1391 Quarterly Qualifying earnings lower threshold
QE_QUARTERLY_UT 10619 Quarterly Qualifying earnings upper threshold
QE_SEMIYEAR_LT 2782 Semi-Year (Biannual) Qualifying earnings lower threshold
QE_SEMIYEAR_UT 21238 Semi-Year (Biannual) Qualifying earnings upper threshold
QE_WEEKLY_LT 107 Weekly Qualifying earnings lower threshold
QE_WEEKLY_UT 817 Weekly Qualifying earnings upper threshold


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Concurrent Program
A new seeded concurrent program 'GB Pensions Automatic Enrolment Process' is delivered. This concurrent
program performs the task of assessing the assignments for Automatic Enrolment and, if found eligible, it then
performs the automatic enrolment into the default qualifying pension scheme specified.
Definition of Pay Reference Period

One important concept for understanding the automatic enrolment process is the definition of the Pay Reference
Period (PRP). This is defined in legislation and is the period during which payments are ‘payable’, regardless of the
period when they were earned. This is different to the standard ‘payroll period’ definition. For a payroll definition with
no offset or a negative offset defined for the Normal Payment Date, this does not cause a problem as the start and
end dates of the PRP are the same as the Payroll Period Start and End Dates. However, if a positive offset has been
defined for the Normal Payment Date, the PRP dates will be different. An example would be:
Payroll Period Start Date – 1/9/12

Payroll Period End Date – 7/9/12
Normal Payment Date – 14/9/12
Employee turns 22 on 12/9/12 – the earnings assessment must use the earnings paid on 14/9/12 for
earnings period 1/9/12 – 7/9/12, not the earnings paid the following week for earnings period 8/9/12 –
14/9/12
Contributions must begin to be taken from the payment on 14/9/12, which equates to the earnings period of
the previous week (1/9/12 – 7/9/12)
Pension Classifications
All employees between the age of 16 and 74 (i.e. up until the 75th birthday) must be assessed under the
automatic enrolment duties and will fall into one of three categories:
 Eligible Jobholder
o Age 22 or older and less than State Pension Age
o Has earnings which reach or exceed the Automatic Enrolment Trigger threshold
 Non-Eligible Jobholder
o Age between 16 and 74 (i.e. up until the 75th birthday) with earnings above the lower
threshold for qualifying earnings but less than the automatic enrolment threshold
OR
o Age between 16 and 21 (i.e. up to the 22nd birthday) or between State Pension Age and
74 (i.e. up to the 75th birthday) with earnings above the automatic enrolment threshold
 Entitled Worker
o Anyone between the age of 16 and 74 who is not a Jobholder (Eligible or Non-Eligible)
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Parameters for the concurrent program
 Payroll Name - Name of the payroll for which the pensions enrolment assessment is to be carried out
 Payroll Period - The pay period (relating to the payroll calendar period defined) for whose Pay Reference
period the assessment should be processed
 Mode - Validate Only, Validate and Commit
Option for Simple Payroll Calculations
Users should submit this concurrent program before they run the Payroll run for each Payroll and Pay Period. This
will ensure that the assignments which are found eligible for automatic enrolment have the required pension
deduction element entries created by this program. These will then be processed by the following payroll run to begin
the required pension deductions.
Option for Complex Payroll Calculations
The seeded "GB Pensions Automatic Enrolment Process" can only estimate the Qualifying Earnings for automatic
enrolment as it cannot simulate the complete payroll engine. This estimation method will be accurate where the
payroll formulae for the earnings elements are relatively simple and do not require payroll engine support.
For complex scenarios relying on all payroll engine features, the estimation may not be correct. Some of the payroll
features which are not currently supported by the enrolment process are detailed below:
 Proration
 Iterative Processing
 Multiple levels of processing - indirect elements
 Skip rules
For the above scenarios, to ensure the Qualifying Earnings for automatic enrolment are correctly identified by the
Enrolment process, Oracle strongly recommend the following approach:
1. Run Payroll Run UK

This will ensure all the relevant elements are processed by the payroll engine and the Qualifying Earnings
balance value will be calculated correctly.
2. Run Pensions Automatic Enrolment Process

The process will now rely on the balance value generated by the payroll run rather than trying to estimate
the qualifying earnings. The process will then classify the assignment and if appropriate will carry out
automatic enrolment. If any of the assignments are to be automatically enrolled, the pensions deduction
element entry will be created for the assignment to be processed in the payroll run.
3. Rollback the Payroll Run

The payroll run must then be rolled back. This will leave intact the results of the Pensions Automatic
Enrolment Process (i.e. the Pensions Information Element will retain the updated values) and any pensions
deduction elements created will remain to be processed when the payroll run is resubmitted for the same
period.
4. Resubmit the Payroll Run UK

This will ensure that any pension deductions are processed by the payroll run.
Running Payroll Run UK as a pre-requisite to Pensions Auto Enrolment Process is well suited for all
business scenarios and is therefore strongly recommended.
GB Pensions Automatic Enrolment concurrent program spawns the following three seeded reports:
 GB Pensions Automatic Enrolment Report

 GB Pensions Automatic Enrolment not applied
 GB Pensions Qualifying Scheme exists
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The output of the 'GB Pensions Automatic Enrolment Process' concurrent program contains a list of assignments
which have been successfully processed, a list of assignments which have completed with warnings and a list of
assignments which have encountered errors.
Errors/Warnings reported in the output, may fall under one of the messages below:
1. The People Group Name <Group_name> entered for Eligibility Value is not valid.
2. Segment Name: <Segment_name> entered for the People Group: <Group_name> is not valid.
3. Please check the Staging Date / Default Pension Scheme if they are properly set up.
4. The Pension Element <Element Name> does not have an eligible link to the Assignment Number
<Assignment Number> as on <Date>.
5. No Data Found for Pensions Information for the Assignment.
6. Qualifying Scheme Name entered for the assignment is not valid.
7. Qualifying Scheme Name is entered for the assignment, but Qualifying Scheme Exists is not set to Yes.
8. Postponement End Date is entered for the assignment, but Postponement Type is not entered.
9. Postponement Period is longer than 3 months.
10. Main Entry for Aggregation is set to YES for more than one assignment for the same person.
11. Main Entry for Aggregation is set to YES, but Aggregate Earnings is not set to YES.
12. This assignment is eligible for more than one Qualifying Scheme.
13. This assignment is an eligible jobholder but not eligible for any of the Qualifying Schemes.
14. Qualifying Scheme Exists is set to Yes, but Qualifying Scheme Name does not contain any value.
15. Assignment does not have a Qualifying Scheme attached, yet Qualifying Scheme Exists flag is set to Yes.
16. The Pension Element <Element Name> is attached to the Assignment Number <Assignment Number>
effective from <Start Date> to <End Date>.
17. The Pension Element <Element Name> is attached to the Assignment Number Assignment Number
effective from <Start Date> to <End Date>.
18. The assignment is under Aggregation. The Main Entry for Aggregation is not set to Yes, hence this
assignment is being skipped.
19. The assignment has the Automatic Enrolment Date after the start date of the Pay Reference Period.
20. While updating the NI category, the SCON number <scon_number> has been used. Please verify.
21. NI category has not been updated as aggregated assignments have different SCON numbers.
Users are strongly advised to run this concurrent program in Validate Only Mode first and to verify the reports
generated.
Once they are satisfied with the results, they can then submit the concurrent program in Validate and Commit Mode.
This concurrent program picks up employee assignments for the given payroll and performs the assessment for each
assignment.
The concurrent program will refer to the pension scheme information defined in the configuration pages and the
pension information defined in the Business Group Additional Organization Information.
Additionally while assessing each assignment, the concurrent program refers to the Pensions Information element
entry values of each assignment.
If the assignment is classified as an Eligible Jobholder and no Eligible Jobholder postponement is applicable to the
assignment, the program will add the default Qualifying Pension Scheme deduction element entry/entries to the
assignment.
The program will then update the Pensions Information element with the values determined during the assessment.
This update of the Pensions Information element is effective from the Start date of the Pay Reference Period. The
information which is updated back in the Pensions information element is also archived by the system, for use later
by the seeded reports.
The information element will be updated as of the start date of the Pay Reference Period for which the Enrolment
concurrent program is run. When updating the Information element input values after the Enrolment concurrent
program is run for a Pay Reference Period, users are advised to date track to the Start date of the Pay Reference
Period and then perform the update on the element entry values. This will ensure that the manual changes are done
on top of the updates made by the enrolment concurrent program.
Scenario 1:
Payroll Name: Monthly
Payroll Type: Calendar Month
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Normal Payment offset: -5
This is the example of a negative offset payroll. Assume users submit the following parameters:
Payroll Period: 25 Jun 2012 (01-Jun-2012 to 30-Jun-2012)
Mode: Validate Only
The payroll calendar period given here is 01-Jun-2012 to 30-Jun-2012, and the payment for this period is done on
25Jun2012.
So for this payroll period, the Pay Reference Period is 01-Jun-2012 to 30-Jun-2012.
The program will pick up all the active assignments in the Pay Reference Period (01-Jun-2012 to 30-Jun-2012),
analyze the 'Pensions Information' element entry value as on the last date of the Pay Reference Period,
perform the assessment of the assignment, update the 'Pensions Information' element entry value for the assignment
as on the Pay Reference Period Start date with the values arrived at by the process, and archive these values for use
by the reports.
While assessing the assignment it estimates the qualifying earnings from the payments to be received in Pay
Reference Period. In this case the payments to be received in the PRP on 25 June 2012 correspond to the same
Payroll period 01-Jun-2012 to 30-Jun-2012. So all the elements from the assignments element entries which are
classified as ‘Pension Qualifying Earnings’ will be picked and its corresponding formula is run to identify the pay value
which is summed up with all such element entries to arrive at the qualifying earnings. Please note that this process is
run before the payroll run for that period, and so application needs to estimate the qualifying earnings here.
Scenario 2:
Payroll Type: Calendar Month
Payroll off set: +10
This is the example of positive offset payroll. Assume users submit the below parameters:
Payroll Period: 10 Jul 2012 (01-Jun-2012 to 30-Jun-2012)
Mode: Validate
The payroll calendar period given here is 01-Jun-2012 to 30-Jun-2012, and the payment for this period is done on 10-
July-2012.
So for this payroll period, the Pay Reference Period is 01-Jul-2012 to 31-Jul-2012. It is for this PRP the system would
perform the assessment.
The program will pick up all the active assignments in the Pay Reference Period (01-Jul-2012 to 30-Jul-2012),
analyze the 'Pensions Information' element entry value as on the last date of the Pay Reference Period,
perform the assessment of the assignment, update the 'Pensions Information' element entry value for the assignment
as on the Pay Reference Period start date with the values arrived at by the process,
and archive these values for use by the reports.
While assessing the assignment it estimates the qualifying earnings from the payments to be received in Pay
Reference Period. In this case the payments to be received in the PRP on 10-July2012 which correspond to Payroll
period 01-Jun-2012 to 30-Jun-2012. So all the elements from the assignments element entries which are classified as
‘Pension Qualifying Earnings’ will be picked and their corresponding formula is run to identify the pay value which are
summed up to arrive at the qualifying earnings.
Postponement End Date

The assessment process will classify an assignment as either an Eligible Jobholder, a Non Eligible Jobholder or a
Worker. If any values for Worker or Eligible Jobholder postponement have been defined in the Additional
Organization Information, the Postponement End Date will be updated on the 'Pensions Information' element entry for
the assignment. If a different date is required, the 'Pensions Information' element should be updated manually.
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Note: Once a postponement is set for the assignment, then the PAE process will not consider that employee for
assessment, for Automatic Enrolment, until the postponement end date is crossed.
Opt Out
For assignments which are automatically enrolled into a pension scheme, the program will derive a further input value
of the ‘Pensions Information’ element – “Opt out period End Date”. This is the last date by which an employee can
choose to opt out of the pension scheme following automatic enrolment, and receive a full refund of any contributions
already deducted. To record the fact that an employee has chosen to opt out, users must manually update the “Opt
Out Date” input value with the appropriate date. Assignments which have an Opt Out Date present will not be
considered for automatic enrolment in the subsequent periods.
Legislation also includes a requirement to automatically re-enrol employees 3 years after they choose to opt out, in
which case they will have to opt out again if they wish. The guidance from The Pensions Regulator has recently been
updated to include the final legislative requirements for this. This does not affect any customer before October 2015
and will be included in the Oracle functionality before then
Opt In
Non Eligible Jobholders can request to be enrolled into a Pension scheme. The appropriate pension elements should
be linked to the assignment and the following input values of the Pensions Information element should be manually
updated to record this fact:
 Opt In
 Pension Scheme Name
Manual Enrolment
For cases when there are significant changes to qualifying earnings after the assessment program is run, or for
complex scenarios where the program is not able to estimate the qualifying earnings correctly, automatic enrolment
may not be carried out as required. For these scenarios, users must carry out enrolment into a pension scheme
manually by linking the required pension deduction element(s) to the assignment and retrying the payroll run.
Additionally the user must also update the 'Pensions Information' element with the following input values as
appropriate:
Pension Classification
Auto Enrollment Date
Qualifying Scheme
Qualifying Scheme Exists to ‘Yes’
Eligible Jobholder Date
This will ensure that future runs of the automatic enrolment process consider this assignment to be already enrolled
in a pension scheme.
Aggregation Cases
For employees with multiple assignments where the ‘Aggregate Earnings’ element entry value is set to ‘Y’, the
enrolment process will carry out the following actions:
Identify the assignment which has the ‘Main Entry for Aggregation’ element entry value set to ‘Y’.
If the enrolment process is submitted for Payroll to which the Main assignment is attached, then the main assignment
is selected for assessment. If the process is submitted for a payroll other than that to which the Main assignment is
attached, then the assignment will not be assessed. For aggregated assignments the assessment is performed only
when the enrolment program is run for the payroll linked to the Main assignment.
When the main assignment is assessed, earnings across all aggregated assignments are added to the process to
determine Qualifying Earnings.
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After the assessment is done, the Information element will be updated with the same values for all assignments in the
aggregation group. When the main assignment is automatically enrolled in a pension scheme, other aggregated
assignments will also be automatically enrolled in the pension scheme.
Change of Pension Scheme

If for any assignment, the user wishes to change the pension scheme into which the assignment has been
automatically enrolled in a particular pay reference period, the user must manually update the following element entry
values for the assignment:
Qualifying Scheme Name
The pension deduction element(s) relating to the Default pension scheme must also be deleted, and new element
entries corresponding to the new pension scheme attached to the assignment.
Running the Process Early

If the automatic enrolment process is carried out early in the payroll cycle, it may provide time for employers to send
the required communications to employees with time to receive and process any Opt-Outs before a pension
contribution is actually deducted. This helps to reduce the need for pension refunds.
Payroll Formula
Subsequent to submitting the 'GB Pensions Automatic Enrolment Process', when the user runs the payroll run the
following additional functionality is provided:
The 'Pensions Information' element is mapped to a seeded fast formula which gets executed in the payroll run.
The formula will check if the assignment is eligible for Automatic enrolment (based on actual values calculated by the
payroll) but has not yet been enrolled in a pension scheme. If so, the formula will produce the message:
“This assignment is an Eligible Jobholder with no postponement applicable, but has not been enrolled automatically
into a pension scheme.”
This message can be configured as either a warning message or error message by setting the following profile
appropriately:
“GB Payroll Pensions Enroll Check”
The values allowed for this profile are ‘Warning’ or ‘Error’.
Also for cases where the assignment has been automatically enrolled in the current period but, based on the actual
payroll values, is not eligible for automatic enrolment, the following message will be produced:
“This assignment has been automatically enrolled into a pension scheme in this Pay Reference Period, but the Total
PRP earnings for this assignment are not sufficient for Automatic Enrolment.”
Seeded Reports
As previously stated, the concurrent program 'GB Pensions Automatic Enrolment Process' spawns the following three
reports:
1. GB Pensions Automatic Enrolment Report - Lists all the assignments in the payroll which are automatically
enrolled into the Qualifying Pension Scheme in the Pay Reference Period.
2. GB Pensions Automatic Enrolment not applied - Lists all the assignments in the payroll which are not
automatically enrolled, classified into the following 4 sections:
i. Eligible Jobholder Postponement applied
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Lists all the assignments in the payroll for which an Eligible Jobholder Postponement period
applies.
ii. Non Eligible Jobholder/Worker
Lists all the assignments which are classified as Non Eligible Jobholders or Workers in the current
Pay Reference Period.
iii. Worker Postponement applied
Lists all the assignments in the payroll for which a Worker Postponement period applies.
iv. Opted In
Lists all the assignments which are Non eligible Jobholders or Workers who have chosen to Opt in
during the current Pay Reference Period.
3. GB Pensions Qualifying Scheme exists
Lists all the assignments which are already members of a qualifying pension scheme before being assessed for
Automatic Enrolment.
Please note these seeded reports pick the information archived for each assignment by the enrolment concurrent
program.
As these reports use the archived information to generate the report, any further changes done to the 'Pensions
Information' element entry will not be reflected in these reports until the program is run for the next period.
The following stand alone reports also have been provided as part of the Pensions Automatic Enrolment functionality:
These four reports use the assignment’s Pensions Information Element’s Entry Values.
All the four reports below have the same set of parameters,
1. Payroll
2. Period
1. GB Pensions Report (Automatic Enrolment Applied)

-Lists all the assignments in the payroll which are automatically enrolled in the Pay Reference Period.
2. GB Pensions Report (Automatic Enrolment Not Applied)
This report has the following sub sections:

a. Eligible Jobholders Subject to Postponement:
-Lists all assignments for which Eligible Jobholder Postponement is set.
b. Non Eligible Jobholders / Workers in the current period:
-Lists all assignments, which are Non-Eligible Jobholder or Worker in the current period.
c. Assignments for which Worker Postponement is set:
-Lists all assignments for which Worker Postponement is set.
3. GB Pensions Report (Qualifying Scheme Exists)- lists all assignments for which a Pension Qualifying Scheme
exists already.
4. GB Pensions Report (Enrolment Opt In) - lists all assignments for which the Opt-In date falls in the current period.
Additional Reporting
For any additional reporting requirements users can query the 'Pensions Information' element entry to provide the
necessary information.
Examples:
a) To identify the employees who are auto enrolled in a particular pay reference period, query the Element entry as
on the Last date of the pay reference period, and look for the below filter conditions:
Auto Enrollment Date between PRP start date and PRP end date
b) To identify the employees who are opted in a particular pay reference period,
Query the Element entry as on the Last date of the pay reference period, and look for the below filter conditions:
Opt In date between PRP start date and PRP end date
c) To identify the employees who are opted out a particular pay reference period,
Query the Element entry as on the Last date of the pay reference period, and look for the below filter conditions:
Opt Out date between PRP start date and PRP end date
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d) To identify the assignments who have a Postponement period applied during a Pay Reference period,
query the Element entry as on the Last date of the pay reference period, and look for the below filter conditions:
Postponement period end date equal to or after the PRP end date and
Postponement type is not NULL
Update of NI Category
If an employee is automatically enrolled into a pension scheme which has been defined as a Defined Benefits
Contracted Out Scheme, then the automatic enrolment process will update the NI category as below effective from
the automatic enrolment date:
A–D
B-E
J-L
To record whether a Scheme is Defined Benefits Contracted Out or not, a new field “DB Contracted Out Scheme” has
been delivered under the existing configuration type of ‘GB Qualifying Pension Scheme’.
Navigation:
Configuration Module -> Pensions Automatic Enrolment
Configuration Type -> GB Qualifying Pension Scheme
Fields:
 DB Contracted Out Scheme
This can take two values (LOV) ‘Yes’ and ‘No’.
If an assignment is automatically enrolled into a Qualifying Scheme where this value is set to ‘Yes’, then the GB
Pensions Automatic Enrolment process will update the NI Category.
 SCON
Users can select a list of values of SCON attached. To modify the list of values of SCON, users need to
update the lookup called ‘GB_SCON’.
If an invalid GB_SCON is input and chosen by the user, then the following warning message will be
displayed in the configuration values page:
'Invalid format for the SCON number, please enter a valid SCON number.'
Note:
1. In case of assignments aggregated for NI, while updating the NI category, the assignment that is getting
automatically enrolled will be updated with any SCON number which is already held against any other
assignment for the employee. i.e., the SCON number present in the NI details of other assignment(s) will be
given preference to the SCON entered in the configuration values for the Qualifying Scheme to which the
assignment is automatically enrolled into. In such cases, the following warning message will be displayed to
the user.
‘While updating the NI category, the SCON number <scon_number> has been used. Please verify.’
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2. In case of assignments aggregated for NI, if two or more assignments exist (apart from the assignment
being auto-enrolled) with different SCON numbers, the following warning message will be displayed to the
user by the PAE process:
‘NI category has not been updated as aggregated assignments have different SCON numbers.’
In this case the PAE process cannot automatically update the NI category as there is a conflict of data.
However, Automatic Enrolment will be carried out for the assignment. In such cases users may
have to manually update the NI category and SCON number.
Business Scenarios for Reference

Business Scenario: Members opting in
User Inputs
If an employee has opted into a Qualifying Pension Scheme, then the corresponding Pension's Deduction Element or
Elements have to be attached.
Once this is done, users need to record the following information in the Pensions Information Element:
a. Opt- In Date - Date on which the employee has opted in.
Note: Users are advised NOT to update two input values ‘Auto Enrollment Date’ and ‘Opt Out Period End Date’
manually, in any of the scenarios listed below:
 Opting In
 Opting Out
 Already enrolled in a Qualifying Scheme
System Behavior
The stand alone report for Opt-in - GB Pensions Report (Enrolment Opt In) when run, for the same period will report
the list of assignments opted in that period.
In the first subsequent run of the GB Pensions Automatic Enrolment Process, the assignment will be reported in two
places as follows:
Pensions Qualifying Scheme Already Exists Report
Pensions Automatic Enrolment Not Applied Report (Opt- In Section)
Pensions Information Element – Will be updated in this run of GB Pensions Automatic Enrolment Processwith the
following values:
Qualifying scheme Name – The Name of the Scheme which the employee has opted in to.
Qualifying Scheme Exists – ‘Yes’
Employee Classification – As assessed by the process
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From the second run and onwards, the assignment will be skipped.
Pensions Information Element – Will not be updated in the subsequent runs (from second run onwards) of
GB Pensions Automatic Enrolment Process.
Business Scenario: Members Opting Out (Eligible Jobholders Opting Out)
User Inputs:
If an employee has opted out of a Qualifying Pension Scheme after automatic Enrolment has happened for that
employee, then end-date all the Pension Deduction Elements related to the scheme appropriately.
Pensions Information Element will have to be updated as follows:

Opt Out Date - the date on which the employee has opted out.
Qualifying Scheme Exists - 'No'
Qualifying Scheme Name - Delete the value
System Behavior:
Employees who have been automatically enrolled before or who have been manually enrolled into a Qualifying
Pension scheme and has existed simultaneously as an Eligible Jobholder will not be picked up by the process, even
if they are opted out.
Note: The field Opt Out Date has to be used only for employees, who have been automatically enrolled by the PAE
process, if they opt-out. For Employees who have been manually enrolled into a Qualifying Scheme and later when
opting-out the Opt Out Date must not be entered.
Business Scenario: Members Opting Out (Non-Eligible Jobholders/Workers Opting Out)
User Inputs:
If an employee who is a Non-Eligible Jobholder or Worker and has already been into a Qualifying Scheme and opts
out of the scheme, then Pensions Information Element will have to be updated as follows:
1. Qualifying Scheme Exists –‘No’
2. Qualifying Scheme Name - Delete the value
3. End-date all the Pension Deduction Elements related to the scheme appropriately
System Behavior:
Now, the subsequent runs, of the GB Pensions Automatic Enrolment Process, the assignment will be considered for
assessment, and if found eligible, will be automatically enrolled into a qualifying scheme.
As there are no seeded reports which will report the Opted-Out assignments, users can create a custom report, which
would query the input value 'Opt Out Date' of the Pensions Information Element - the condition being, Opt-Out Date
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between Pay Reference Period's Start Date and Pay Reference Period's End Date.
Pensions Information Element – During subsequent runs of GB Pensions Automatic Enrolment Process
As the assignment is getting skipped, the Pensions Information element will not be updated for the subsequent runs.
Business Scenario: Members already enrolled in a scheme at staging date
User Inputs:
The process itself can determine if the assignment has been linked to any of the pension scheme.
Hence, users need not do any update to the Pensions Information Element.
System Behavior:
These members will be reported in the GB Pensions Qualifying Scheme Exists Report.
Members who are already in a Qualifying scheme will be reported in the period, where they are first found to have a
Qualifying Scheme attached. The report will not display the assignment in all subsequent periods.
Pensions Information Element – During subsequent runs of GB Pensions Automatic Enrolment Process
The Pensions Information element will not be updated in any subsequent runs once the assignment is found to have
a Qualifying Scheme attached, and the assignment would be skipped from process of assessment in the subsequent
runs.
Business Scenario: Assignment gets Automatically Enrolled
System Behavior:
When an employee is assessed to be Eligible Jobholder and if no postponement needs to be applied then the
employee will be automatically enrolled, if not already in a Pensions Qualifying Scheme.
In such scenarios,
The following values of Pensions Information Element will be updated by the Process:
1. Auto Enrollment Date -- The date when he/she is supposed to be automatically enrolled.
2. Eligible Job Holder Date -- The date when he/she is found Eligible Jobholder.
3. Opt Out Period End Date -- The Date on which One month completes from the Automatic Enrolment Date.
P.S. This One Month is calculated depending on the Month in which the Automatic Enrolment Date falls. Examples:
a. Automatic Enrolment Date – 15 – Feb-2013, then Opt Out Period End Date will be 14-Mar-2013.
b. Automatic Enrolment Date – 15 – May-2013, then Opt Out Period End Date will be 14-Jun-2013.
4. Pension Classification -- with the value 'Eligible Jobholder'.
5. Qualifying Scheme Name -- With the name of the scheme, into which he/she is automatically enrolled.
6. Qualifying scheme exists -- with the value 'Yes'.
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7. Total Earning PRP -- The Pensions Qualifying Earnings calculated for the PRP.
Also, the Element corresponding to the Pension Scheme will be attached to the Assignment.
The assignment will be reported in the ‘Pensions Automatic Enrolment Applied Report’
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Pensions Automatic Enrolment – Standard Letters
A new Concurrent program 'GB Pensions Automatic Enrolment - Employee Communications Generation' has been
created which will generate the required information and mail them to the employees if required.
Concurrent Program: GB Pensions Automatic Enrolment – Employee Communications Generation
This concurrent program should be run after the GB Pensions Automatic Enrolment Process, which would have
completed the task of enrolment. This concurrent program uses the archive data and Pensions information element to
determine the various triggering points for letter generation process.
This concurrent program has the following input parameters
1. Payroll Name
2. Payroll Period
3. Letter
4. Mode
5. Assignment Set
6. Issue Date
Modes
Mode 1: Summary of Changes for Review
If Summary of Changes for Review option is selected, it will generate an output with the list of workers, jobholder
(both eligible and non eligible) for whom the selected letter will be generated. The output will contain Employee name
and assignment number for the particular letter will be generated.
Mode 2: Generate
If Generate option is selected, it will generate the output along with that generate the required letters in word format.
The output specified in Option 1 would be generated. Along with the output, required letters would be generated in
word format and stored.
Page 28 of 35
Mode 3: Generate & Mail
If Generate & Mail option is selected, it will generate the output along with that generate the required letters and mail
the letters to the employees. For mailing the letters, the email id of the person, would be taken from person record
(from per_all_people_f table), if no email address exists, it will report a warning message Email ID does not exists.
Following details needs to be captured dynamically for each worker and merged with the standard template to
generate the letter.
Logical flow:
Based on the Payroll Name and Period specified, it would pick all the employees who have the Pensions information
Element attached in that period:
 Derive the classification or category of the employee (Worker or Eligible Job Holder or Non Eligible Job
Holder)
 Derive if any postponement rules are applied
 Derive the employees applicable for each category of letter template
Once the letter is generated successfully, the archive data corresponding to GB Pensions Automatic Enrolment
Process(Validate and Commit) for the same period (Latest Archive for that period) for which this process is run will be
added with the following details :
1. The Period for which the Employee Communications Generation process is run.
2. The Date on which this Employee Communications Generation process is run.
3. Postponement Type and Postponement End Date is run.
4. The Date on which Letter has been sent/Generated by this process.
The above details will be used by the process in the future runs to avoid sending the same letter again.
Conditions under which each letter will be generated
a.)TPR Letter- Template Number 2 :'Letter for the Non Eligible Job Holders'
All employees classified as Non Eligible Jobholder by the GB PAE Process, will be provided with this letter. All
assignments with the Pensions Information Element with the entry values as following will be provided with this letter.
Pension Information Element input values that trigger this letter
Pension Classification - Non Eligible Jobholder
Qualifying Scheme Exists - NO
Postponement End Date - NULL or Not Greater than the PRP End Date
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Opt in Date - NULL
Opt Out Date - NULL or Greater than the PRP End Date (Not Yet Opted Out).
Also, from archive data - Not even once the same letter has been issued/ generated to the employee.
b.) TPR Letter- Template Number 3 : 'Letter for the Workers'
All employees classified as Worker by the GB PAE Process, will be provided with this letter. All assignments with the
Pensions Information Element with the entry values as following will be provided with this letter.
Pension Classification - Worker
Qualifying Scheme Exists - NO
Postponement End Date - Not Greater than the PRP End Date
Opt in Date - NULL
Also, from archive data - Not even once the same letter has been issued/ generated to the employee.
c.)TPR Letter-Template Number 4:'Letter for who are already in Qualifying Pension Scheme'
This letter is for everybody i.e. EJH, Non-EJH and Worker for whom Qualifying Scheme Exists Yes but Auto
Enrollment Date NULL. All assignments with the Pensions Information Element with the entry values as following will
be provided with this letter.
Qualifying Scheme Exists - Yes
Auto Enrollment Date - NULL
Postponement End Date - Not Greater than the PRP End Date
Opt in Date - NULL (Optional)
Also, from archive data - Not even once the same letter has been issued/generated to the employee.
d.) TPR Letter- Template Number 1T : 'Letter of DB Scheme Postponement'
All assignments with the Pensions Information Element with the entry values as following will be provided with this
letter.
Postponement Type - DB Scheme Postponement
Postponement End Date - Greater than the PRP End Date
Pension Classification - Eligible Jobholder
Also, from archive Not even once the same letter with the same deferral date has been issued/ generated to the
employee. If the Postponement End Date/Deferral Date is changed then the letter will be issued/generated.
Page 30 of 35
e.) TPR Letter- Template Number 1 : 'Letter for the Automatically Enrolled'
letter.
Pension Classification - Eligible Jobholder
Qualifying Scheme Exists - Yes
Auto Enrollment Date - Between PRP Start and End Date
Also, from archive data - Not even once the same letter has been issued/generated to the employee.
f.)TPR Letter-Template Number 2P:'Letter of Postponement for the Non Eligible Job Holders'
letter.
Pension Information Element input values that trigger this letter:
Postponement Type - Anything but DB Scheme Postponement
Pension Classification - Non Eligible Jobholder
Also, from archive data - Not even once the same letter with the same deferral date has been issued/ generated to
the employee.
If the Postponement End Date/Deferral Date is changed then the letter will be issued/generated.
g.) TPR Letter- Template Number 3P : 'Letter of Postponement for the Workers'
letter.
Pension Classification - Worker
Postponement End Date -Greater than the PRP End Date
the employee. If the Postponement End Date/Deferral Date is changed then the letter will be issued/generated.
h.) TPR Letter- Template Number 6 : 'General Letter of Postponement'
Page 31 of 35
letter.
the employee.
If the Postponement End Date/Deferral Date is changed then the letter will be issued/generated.
Data Capture
A new user interface has to be created to capture the following information.
Configuration module can be used to capture to the following additional details:
This data will be used by concurrent program for filling various details in the letters.
Navigation : Other Definitions -> Configurations Values ->
Module Name - Pensions Automatic Enrolment
1. Module Type - Enrolment Communication Details
The details captured here, would be reported on the letter:
Field Name Description
Signatory Name Name of the Signatory, which needs to appear on the

letter
Instruction Details Insert instructions on where to send the letter/email, or

how to find and submit an e-form, as appropriate
Contact Person/Email The contact details whom the employee should contact
incase of any query
More Information Any extra Information
2. Module Type - GB Qualifying Pension Schemes
A new field is introduced against every Qualifying Scheme defined as below:
Field Name Description
Page 32 of 35
Pension Provider Name Name of the Pensions Provider for the Qualifying
Scheme
Note: Time Limits being monitored are out of scope of this enhancement.
Users after running the GB Pensions Automatic Enrolment Process should make sure that this program, GB
Pensions Automatic Enrolment Employee Communications Generation should be run and the generated letters
should be given to the employees within the time limits.
Setup to enable emailing of letters
To enable delivering of email by this patch, users need to create an XML file, the sample is shown as below:
<?xml version="1.0" encoding="UTF-8" ?>
<xapi:requestset xmlns:xapi="http://xmlns.oracle.com/oxp/xapi">
<xapi:request select="/LETTERS/PYGBPAEIG">
<xapi:delivery>
<xapi:email server="<Mail Server>" port="<Port>"
from="<mail_id_of_sender>" reply-to="<reply_mail_id>"
<xapi:message id="123" to="${EMAIL_ADDR}" cc="<email_cc_id>"
attachment="true" contenttype="html/text" subject="PAE Standard Letter">
Dear ${EMPLOYEE_NAME}, PAE Standard Letter
Attached.<This content of the mail can be modified as needed.>
</xapi:message>
</xapi:email>
</xapi:delivery>
<xapi:document output="${EMPLOYEE_NAME}" output-type="pdf"
delivery="123">
<xapi:template type="rtf" location="xdo://PAY.PYGBPAEIG.en.GB/?
getSource=true" />
</xapi:document>
</xapi:request>
</xapi:requestset>
Page 33 of 35
Navigate to XML Publisher responsibility, query for data definition:
Code: PYGBPAEIG
Add the above created XML file to Bursting Control File of this definition.
Make sure that Server, port and domain details are correct
Set Temporary Directory to /tmp
1. Ensure that system-temp-dir property in xdo.cfg is set to /tmp
<property name="system-temp-dir">/tmp</property>
2. Make sure that in XML Publisher Administrator->Administration ->Configuration
Set Temporary Directory under General to /tmp
Page 34 of 35
Open/Closed Issues
S.No Description Date Raised Priority Owner Status

1 Certain more recent updates from Pensions 09-Apr-2012 H Dev This document will be further
Regulator on the guidelines for additional updated once the next phase of
scenarios, are yet to be incorporated in the the enhancement is delivered.
solution.
2 The solution of updating the Pensions Closed.
Information Element on the last day of the The updating of Pensions
PRP is under review and may change. This Information Element will be
will have an impact on positive offset payrolls happened effective on the Start
only. Date of the PRP.
Page 35 of 35

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PAE Whitepaper - V6

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An Oracle White Paper

03-Sep-2012 Version 1 Initial Version

24-Sep-2012 Version 2 New Approach added in page 12.

21-Nov-2012 Version 3 Added Business Scenarios for

05-Aug-2013 Version 4 Added details related to

14-Apr-2014 Version 5 Added details related to

Modified the section - Business

Added a Note to the section

Added rates for 2014/15 in

Added a new section for

14-May-2014 Version 6 Added two new messages (20 &

Updated section - Update of NI

Glossary and Definitions ............................................................................................................................... 5

Overview of the solution........................................................................................................................... 7

System Setup ............................................................................................................................................ 7

Qualifying Pension Schemes ................................................................................................................. 7

Default Pension Scheme ....................................................................................................................... 8

Additional Organization Information .................................................................................................... 9

Seeded Components ............................................................................................................................... 13

Pensions Information Element............................................................................................................ 13

Global Threshold Values ..................................................................................................................... 14

Concurrent Program ........................................................................................................................... 16

Payroll Formula ................................................................................................................................... 21

Seeded Reports ....................................................................................................................................... 21

Additional Reporting ........................................................................................................................... 22

Update of NI Category ........................................................................................................................ 23

Business Scenarios for Reference ....................................................................................................... 24

Pensions Automatic Enrolment – Standard Letters .................................................................................... 28

Qualifying Pension Schemes

How to Register Schemes:

Navigation: Other Definition -> Configuration Values

Default Pension Scheme

Multiple Schemes within the Same Payroll:

A maximum of five Eligibility Rule / Eligibility Value pairs may be recorded.

Single Scheme per Business Group or Payroll:

Navigation: Other Definition -> Configuration Values

The following information must be recorded in the Configuration Values:

Additional Organization Information

Navigation: View -> Requests -> Submit a New Request

Pensions Staging Date

Pensions Staging Date can also be set at employee level.

1. Navigation: View -> Requests -> Submit a New Request

Worker Postponement Rule

The seeded options available for this segment are:

Pay Reference Period (PRP) – 1 – 31 May 2013

Worker Postponement – 1 Week

Pay Reference Period (PRP) – 1 – 30 June 2013

Case a: Worker Postponement – 13 Weeks

Case b: Worker Postponement – 14 Weeks

Transitional Arrangements for Defined Benefits Schemes

 Employer Staging Date – 1-Oct-12

Payroll Statutory Information

Pensions Information Element

The Input values present in this element are given below:

Input Value Name Description

The statutory definition for Qualifying Earnings is:

Global Threshold Values

Global Name Global Value Description

The rates for 2013/14 are:

AUTO_ENROL_TRIG_ANNUAL 9440 Annual Automatic Enrolment Trigger

The rates for 2014/15 are:

AUTO_ENROL_TRIG_ANNUAL 10000 Annual Automatic Enrolment Trigger

Definition of Pay Reference Period

Payroll Period Start Date – 1/9/12