MDP - Payroll Preparation - Pension Letters and Pension Refund

This article provides step-by-step instructions on how to send pension letters, update a worker’s pension status, and process pension refunds efficiently.

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Accessing the Pension Letters Screen

Emailing or Downloading Pension Letters

Using Pension Letter Filters

Opting Out an Employee and Processing a Pension Refund

Accessing the Pension Letters Screen

Pension letters can only be sent once a payroll has reached the Approved stage. To access the pension letters:

Navigate to the dashboard by clicking on the logo. This will take you to the "Manage Clients" list.
Find the client and click the "People" icon in the corresponding row. This will open a list of employees.
On the employee dashboard, click on the "Payroll" tab. An orange underline will indicate the active tab.
Select the Current Period tab. This tab is selected by default.
Click the Reports icon in the desired pay period to access the payroll screen
Once the payroll is in the approved status, the pension letters will be visible.
Click on the Letters option to open the Pension Letters slider.

Emailing or Downloading Pension Letters

Within the Pension Letters slider, you can email pension letters either individually, in bulk, or for selected employees. You can also download letters as PDFs.

The slider displays:

Employee Name and Number
Pension Letter Type (Auto-Enrolled, Postponed, Not-Enrolled)
Email Status (Sent, Not Sent, Processing, Failed)
Actions (Download, Email Letter)

Downloading Pension Letters

To download a pension letter:

Click the Download icon in the employee's row. The letter will be downloaded in PDF format.

Emailing Pension Letters

The pension letters can be emailed directly to workers either in bulk, to a selected group, or individually. Once letters are sent, the Email Status will change to Processing and then as Sent, and a confirmation message will appear upon successful delivery.

Sending All Pension Letters (Bulk Send)

To send all available pension letters in one go:

Click the Send All Pension Letters button located at the top-right corner of the Pension Letters screen.

Sending Letters to Selected Employees

If you only wish to send pension letters to a specific group of workers:

Use the checkboxes next to each employee’s name to make your selection.
To select all employees shown on the current page, click the Select All checkbox at the top.
Once the desired employees are selected, click the Send Pension Letters button.

This method is useful when you’ve applied filters (e.g., by pension status or email status) and want to target a refined group

Sending an Individual Pension Letter

You can also send a pension letter to a single worker:

Use the search bar to find the specific employee by name or number.
In the employee's row, click the Send Pension Letter (email) icon directly.

Alternatively:

Select the checkbox next to the individual’s name and click the Send Pension Letters button at the top of the screen.

This option is especially helpful when following up with individual employees or resending letters as needed.

Using Pension Letter Filters

To streamline your workflow, you can apply filters to target specific employees before sending letters. To do this on the pension letter screen, click on the "Filter" icon⁣⁣ to expand the view below. Click the filter icon again to collapse the filter section.

Filtering Options

Employee Name/Number: In this box, you can enter either the employee's first name or employee number. You can manually type or click the down arrow to select from the available list. To clear the entered text, click the "X" icon.

Pension Status: Choose the desired status from the dropdown menu. The available options are Not Enrolled, Auto-Enrolled, Postponed and Re-Enrolled.

Email Status: Choose the desired status from the dropdown menu. The available options are Sent, Not Sent, Processing and Failed.

After filling in the fields, click Search to filter the list of clients. To remove all entered filters and start fresh, click Reset.

Opting Out an Employee and Processing a Pension Refund

Employees who have been auto-enrolled into a pension scheme may choose to opt out. Once an employee successfully opts out, you may also need to process a pension refund through payroll.

This section outlines how to record an opt-out and ensure that the appropriate refund is applied. To mark an employee as opted out in the system:

Navigate to the Employee Dashboard by selecting the desired client and clicking on the People icon.
Locate the employee who has chosen to opt out and click Edit to access the profile.
Go to the Pension tab within the employee's profile.
From the Enrolment Status dropdown menu, select Opted Out.
Enter the Opted-Out Date provided by the employee or the pension provider.
With Pension Refund: If the employee made contributions before opting out, a refund may be due.
- In the Pension Refund Due field, you can see the refund amount. You can also modify the amount to be refunded.
- This amount will be processed in the current payroll and reflected on the employee’s payslip.
Without Pension Refund: If the employee opted out before any pension deductions were taken, the Pension Refund Due field will not appear.
Click Save to apply the update.
Once updated, the employee will no longer be included in future pension contributions, and any refunds will be processed in the current payroll.