The Pensions Regulator

Guidance for employersGuidance for employers

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Record keeping

Record keeping is a key part of the deduction arrangements. The employer must keep up-to-date records of the amounts and dates of contributions from employees and the employer. This record enables the scheme provider to monitor that the correct payments have been made and that they have been made on time.

There is no pre-defined method of providing employee information relating to the payment. The employer and provider can agree a mutually satisfactory method of achieving this.

The employer should confirm the recording arrangements in conjunction with the scheme provider.

Once the amounts of contributions are agreed, the details which must be recorded include:

• employers name;
• scheme contracted out number;
• employees name(s);
• employees National Insurance number;
• amount of contribution by the employee;
• dates when the contribution is to be deducted from the employees pay (frequency);
• date of payment to the trustee/scheme manager;
• employer contribution (if appropriate) - this should be shown separately;
• due date for employer s contribution.

After the completion of the record, the employer must send a copy to the scheme provider who will monitor the arrangements.

If there are changes to the amount originally agreed, the record must be updated and sent to the provider by the first due date on the record following the change.

If individuals are added to or removed from the payroll deduction facility, the details should be noted on the record and sent to the provider by the first due date on the record.

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