MANAGE SUBMISSIONS. Your quick guide

Transcription

1 MANAGE SUBMISSIONS. Your quick guide

2 MANAGE SUBMISSIONS. YOUR QUICK GUIDE INTRODUCTION. This user guide has been designed to help you easily manage joiner and contribution submissions around our Manage Submissions system. Please read this information alongside the AE Employers Manage Submissions guide which gives an overview of the main system attributes. We hope you find the following information useful. If you require a fuller guide with more information or have any questions, please speak to your usual Legal & General contact. CONTENTS. CONTENTS PAGE New Joiners via CSV Contributions via CSV Error Handling New Joiners Contributions 6 Maintain Enrolment 8 Appendices New Joiners via Manual Data Entry Contributions o o Global Edit Legal & General Held Data Manual Data Entry Manage File Mappings o New Joiners o Contributions 6 6 8

3 MANAGE SUBMISSIONS. YOUR QUICK GUIDE NEW JOINERS VIA CSV. Select New joiners tab If this is the first CSV upload, select manage your file mappings (see Manage File Mappings, page 6) Browse and locate your CSV file Upload CSV File Once file is uploaded and at created status, select Validate 6 After validation, the status will show either with errors or no errors 7 If with errors shows, select edit and clear errors (see Error Handling, page ) 8 Once all errors are clear, select Submit and confirm your submission Within the submission there is an option to global edit (see Global Edit, page ) 8 9 Please note, it is possible to submit a new joiner with a status of With errors. If there are some new joiners With errors and some with No errors within the same submission, all new joiner records with No errors will be successfully accepted into Legal & General. Those joiner records With errors will be returned to you in a separate submission within the list.

4 MANAGE SUBMISSIONS. YOUR QUICK GUIDE CONTRIBUTIONS VIA CSV. Select Contributions tab If first file upload, select to manage your file mappings (see Manage File Mappings, page 6) Select correct billing group and ensure that the earnings start and end dates are correct. If this is the first submission you will need to input the Earnings start date. If the scheme only has one billing group this will be defaulted in Browse and locate your CSV File Upload CSV File 6 The file will either come in at a status of With errors or No errors 7 If With errors select edit and clear errors (see Error Handling, page ). Once the errors are clear select Validate. This will check for any further errors 8 When status is at No errors select Submit and confirm your submission Please note, all errors on a contribution file need to be cleared before submission.

5 MANAGE SUBMISSIONS. YOUR QUICK GUIDE ERROR HANDLING. NEW JOINERS Whichever way new joiners are added into the system and validated the status will indicate when there are errors within the submission Select Edit to open the submission and clear the errors The errors are shown as!, this record can be selected and it will open up to show the errors. These errors could be under the Personal or Pension tabs within each joiner record Once the errors are corrected on each record select Save & Exit The file can then be revalidated and submitted when at No errors status Please note, the red stars (*) next to certain data fields indicate that they are mandatory data items.

6 MANAGE SUBMISSIONS. YOUR QUICK GUIDE 6 CONTRIBUTIONS Whichever way a contribution submission is made into the system and validated the status will indicate when there are errors within the submission Select to Edit the submission to clear the errors Select the contribution record which will open up and display the error message Unknown Member = There are options to resolve this error: Add a new joiner manually (see New Joiners Via Manual Data Entry, page ) Select tick box and delete this record Select Match member to view possible matches for this record

7 MANAGE SUBMISSIONS. YOUR QUICK GUIDE 7 This window will show you any records that could be matched. There could be several, the most common reason for this is due to a name change or a NI number being corrected Select to Match member and confirm. This will remove this error from the listed errors. These types of error are normally matched by an expected contribution error. Once matched, the corresponding expected contribution will also be removed Expected contribution not received - there are two options to resolve this error. Add contributions in for this member Add a contribution status and date where required Please note, a contribution status date is required for Deceased, Left scheme & Retired.

8 MANAGE SUBMISSIONS. YOUR QUICK GUIDE 8 MAINTAIN ENROLMENT. This feature is available to auto enrolled schemes and is there for the purpose of maintaining the enrolment data (new joiner information) prior to the first contribution being submitted. From the Manage Submissions page select Maintain Enrolment tab Enter search criteria (i.e. NI Number, name, DOB, payroll reference etc) and select Search Once the client details have been retrieved it depends on the status of that account as to what, if any, information can be amended or updated. For a client where a contribution has been received, as per status, no amendments are available

9 MANAGE SUBMISSIONS. YOUR QUICK GUIDE 9 For a client where the enrolment (joiner) information has been submitted but no contribution has been received, the Edit function is available Any of the information held under the Personal tab can be amended. You can also select to mark the joiner record as Left Scheme or Delete Member completely Please note, if you Delete Member all information on this member will be removed from our systems and no contributions will be accepted for them.

10 MANAGE SUBMISSIONS. YOUR QUICK GUIDE 0 6 Most of the information held under the Pension tab can be amended. In this instance, the Enrolment Reason and Enrolment Relevant Date cannot be amended as the date has passed. When complete select the Save & Exit button This instance shows when the Enrolment Reason and Enrolment Relevant Date can be amended as the Relevant date has not passed 7 8 You will be unable to view or amend any details if the new joiner submission is still in progress 8

11 MANAGE SUBMISSIONS. YOUR QUICK GUIDE APPENDICES. NEW JOINERS VIA MANUAL DATA ENTRY Select the New Joiners tab Select Create to add new joiner details by manual data entry Select New Joiners and input data on both the Personal and Pension tabs and Save & Exit. For information on investment selection see point under Global Edit Select Validate When status is at No errors select Submit and confirm your submission.

12 MANAGE SUBMISSIONS. YOUR QUICK GUIDE CONTRIBUTION BY RECALLING LEGAL & GENERAL HELD DATA Select Contributions tab Select correct billing group and ensure that the earnings start and end dates are correct. If this is the first submission you will need to input the Earnings start date. If the scheme only has one billing group this will be defaulted in Select Create (from Legal & General held data) The submission will either have a status of No errors or With errors (for help see Error Handling, page ) If With errors, select Edit. After clearing the errors select Validate 6 Once the file is at No errors status you can Submit and confirm your submission 6 Please note, all errors on a contribution file need to be cleared before submission.

13 MANAGE SUBMISSIONS. YOUR QUICK GUIDE CONTRIBUTIONS VIA MANUAL DATA ENTRY Select the Contribution tab Select Create (by manual data entry) Select Add contributor, New contributor and add in details on Personal and Contributions tab, where needed Select Save and Exit Validate and when file is at No errors status you can Submit. Please note, all errors on a contribution file need to be cleared before submission.

14 MANAGE SUBMISSIONS. YOUR QUICK GUIDE GLOBAL EDIT. This facility provides scheme administrators with the ability to select a grouping of new joiner records and populate a specific attribute to all records. To perform a global edit Select all and Global edit. You can also select joiner records individually by selecting the check box This displays the attributes available for global edit. Select the required information and Save If using Global edit to select an Investment Choice select Manage Investment Profile

15 MANAGE SUBMISSIONS. YOUR QUICK GUIDE You can choose the Investment Profile using the Fund code/name search or from the drop down box, then select Apply Select Save and confirm your changes 6 Please remember to Save & Exit to register your updates 6

16 MANAGE SUBMISSIONS. YOUR QUICK GUIDE 6 MANAGE FILE MAPPINGS. NEW JOINERS File mappings need to be created to allow the upload of a CSV file for your new joiners file. Mandatory items will need to be created and you have the option to map in optional data Select Manage your file mappings Select Create Enter a Mapping name and choose Your date format Mandatory data items need to be mapped to the relevant column in your CSV file. This can be ordered whichever way is best suited to you

17 MANAGE SUBMISSIONS. YOUR QUICK GUIDE 7 Optional data items can also be mapped in to correspond with the data in your CSV file Please note, the column references are always numerical, not alphabetical i.e. Column A in your CSV file =, Column B = etc. You can change your column references in your CSV file from alpha to numeric by selecting Tools, Options, General, then select the RC Reference style tick box. 6 6 The values must correspond with the data held in your CSV file for those available to amend 6

18 MANAGE SUBMISSIONS. YOUR QUICK GUIDE 8 CONTRIBUTIONS Within the contributions tab select Manage your file mappings Select Create Add your mapping name, select contribution collection group applicable and choose your date format. You can also mark this mapping as the default for the scheme/billing group

19 MANAGE SUBMISSIONS. YOUR QUICK GUIDE 9 Mandatory data items need to be mapped to the relevant column in your CSV file. Optional items can also be mapped in, dependent on the data in your file. These can be in an order to suit you The values must correspond with the data held in your CSV file

20 MANAGE SUBMISSIONS. YOUR QUICK GUIDE 0 Legal & General Assurance Society Limited Registered in England and Wales No. 660 Registered office: One Coleman Street, London ECR AA We are authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority 0/