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Pension Communications

This guide explains how to enable Pension Communications to notify employees on updates and changes which may affect them.

This feature is available for users who have enabled Workforce Payroll.

What's covered in this guide?:

  • What are Pension Communications

  • How to enable Pension Communications

  • Pension Communication Emails and their Triggers

  • FAQ's and best practices for complying with regulators such as The Pensions Regulator (TPR)

What Are Pension Communications?

Pension Communications are automated email notifications which are sent to employees as part of the pension enrolment process. Once enabled, Workforce will send automated email notifications to employees when:

  • They are auto enrolled into a pension scheme

  • They are assessed but found ineligible for auto enrolment (with a right to opt in voluntarily)

  • Their enrolment is postponed to a future date

For employers, enabling Pension Communications ensure compliance with employer duties under UK Workplace Pension Regulations.

How to Enable Pension Communications

Learn how to enable the feature and automate Pension Communication notifications to your staff.

  • To enable Pension Communications, navigate to Pension Providers > select the Pension Scheme > Configure.

  • Under "Advanced Settings" there is an option to "Enable employee communications?"

Check this box then press "Update".

Learn more about Pension Setup, creating memberships and contributions for employees here.

Pension Communication Emails and their Triggers

Notification of Enrolment Email

Employees are notified of their auto enrolment when they meet all auto enrolment criteria:

  • Aged 22 up to State Pension Age (this varies by date of birth — currently 66 to 68 depending on when the employee was born, not a fixed age)

  • Earnings trigger reached: they earn more than £10,000 a year (or £833 a month or £192 a week)

  • Contracted employee

The email includes detail such as:

  • Confirmation of enrolment date

  • Eligibility criteria met

  • Information about employee and employer contributions

  • Tax relief information

  • Right to opt out

  • FAQ document

Notification of Auto Enrolment Ineligibility Email

Employees are notified when they are assessed but do not meet the enrolment criteria currently:

  • Aged 16-21 and earning between £6,240 and £10,000/year (or £520-£833/month or £120-£192/week), or

  • Earning £6,240/year or less (or £520/month or £120/week or less), regardless of age

  • Contracted employee

This email includes detail such as:

  • Explanation of why they're not currently eligible

  • Conditions which would trigger future eligibility

  • Right to opt in voluntarily

Notification of Postponed Enrolment Email

Employees are notified when their pension enrolment is being postponed/deferred.

This email includes detail such as:

  • Postponement end date

  • What happens after the postponement period

  • Employee rights during postponement

Employees who meet the above criteria are notified of changes relevant to them when the pay run is finalised and posted.

FAQ's and best practices for complying with regulators such as The Pensions Regulator (TPR)

What are my duties as an employer to comply with Pension regulations?

We recommend reading and understanding your legal duties as per the information provided on The Pensions Regulator.

Do I need to enable Pension Communications if my Pension Provider is already sending notifications?

If your pension provider is already handling communications to employees, then it is not necessary to also enable Pension Communications in Workforce.

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