How do I create auto enrolment letters?

Modified on Tue, 10 Dec at 3:10 PM

Within Cintra iQ, the following types of Auto Enrolment Pension Scheme letters can be used, and these relate to the Communication Type Required when assessing the employee for Auto Enrolment.

When a letter of a particular type is run for an employee requiring that communication type, the Communication Sent box is checked on the Assessment window. This allows you to filter your letter production to only those employees who have not had a letter of the correct communication type produced.

The Assessment window can be found in Cintra iQ: Payroll> Payroll Tools> Pensions> Auto Enrolment. Select the Payroll and navigate to the Communications\Status Changes tab.

Note:

The Pension Regulator supplies suggested content and format for all of these types. You will want to tailor these templates to suit your own company and pension scheme set up. However, the Cintra Support team can provide some basic letter templates, along with the required filters, as a starting point for you. Should you wish to have these included in your setup, speak to the Cintra Support team for more information.

Types of Letters

Letter Type	Description	Should be used for
Postponement Notice - General A	All worker types including Eligible Jobholders, Non-Eligible Jobholders, Entitled Workers and Employees already in a scheme	For any employee to whom a postponement is being applied and covers all worker and jobholder rights, including workers already in a scheme. Typically, it would be used at staging date as a blanket letter to cover all employees.
Postponement Notice - General B	All worker types subject to a postponement including Eligible Jobholders, Non-Eligible Jobholders, Entitled Workers	For any employee to whom a postponement is being applied and covers all worker and jobholder rights. Can be used at staging date, and subsequently for any new starters subject to a postponement
Postponement Notice - Eligible Jobholder	Eligible jobholders who are subject to a postponement. This letter would cover eligible jobholder rights	For any eligible jobholder subject to postponement, and who has not already been informed of the rights of an eligible jobholder
Postponement Notice - Entitled Worker	Entitled workers who are subject to a postponement. This letter would cover eligible jobholder rights	For any entitled worker subject to postponement, and who has not already been informed of the rights of an entitled worker
Postponement Notice - Non-eligible Jobholder	Non-eligible jobholders who are subject to a postponement. This letter would cover eligible jobholder rights	For any non-eligible jobholder subject to postponement and who has not already been informed of the rights of a non-eligible jobholder
Enrolment Notice	An employee being enrolled into a scheme	For any employee to inform them of their enrolment
Entitled Worker Rights	An employee assessed as an entitled worker and not subject to a postponement	Entitled workers who have not already been informed of the rights of an entitled-worker
Re-Enrolment Notice	An employee who previously left or opted out of a scheme, but who is being re-enrolled at the three year re-enrolment date	For any employee to inform them of their re-enrolment
Non-eligible Jobholder Rights	An employee assessed as an non-eligible jobholder and not subject to a postponement	Non-eligible jobholders who have not already been informed of the rights of an entitled-worker
Eligible Jobholder - Transition Period	Eligible jobholders to whom you are applying the defined benefit/hybrid transition period (i.e. who do not become subject to auto-enrolment until September 2017)	Particular employees who have previously had the right to join a qualifying defined benefit/hybrid scheme and who have declined that right may have their auto-enrolment deferred until September 2017
Worker already in scheme	At staging date, or for new employees who are already in a scheme by virtue of contractual enrolment	Workers who are not subject to auto-enrolment because they are already a member of a qualifying scheme

Cintra iQ has an Auto Enrolment (AE) facility, which takes you through the process of amending a pension scheme set up, defining which payment headings are pensionable and which headings are classed as Qualifying Earnings, running an assessment, and enrolling employees into the relevant Auto Enrolment scheme. Cintra iQ can also manage Opt ins and Opt outs.

Once you know which employees need notification of their auto enrolment or change in status, you can send them a notification by letter. A letter template can be set up as being of a specific auto-enrolment type. Auto-enrolment data is available for merging under the Letter definition.

To create an auto enrolment letter

Navigate to the Letter Definition window.
Go to Cintra iQ: Letters> Letter Definitions.
Ensure Employee is selected from the Data File drop down. The categories and existing letters related to employees are displayed.
Click the New button. The Create Letter Definition window appears.
Enter a Letter Template Title.
In the Available Fields pane, expand Expenses/Benefits.
Expand the Auto Enrolment Data folder.
Select the desired fields.
Select the desired Letter Category.
Select the desired Auto Enrolment Communication type.
Add the relevant Data Filter to determine to whom the letter is sent. eg re-enrolment filter for a re-enrolment letter, eligible job filter for an eligible job holder letter.
Continue to format the body of the letter.

Note:

All of the selected fields must be used when formatting the letter.
Use the various out put methods to send the letter once it is created. For more information, see How Do I Generate Letters?