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Employer Interactive Tools

Assessing your staff

Staff will fall into one of two categories:

Gross Earnings Age 16 - 21 22 - SPA* Age SPA* - 74
Over £833 a month
(Over £192 a week)		 Type 2 Type 1 Type 2
£833 a month or less
(£192 a week or less)		 Type 2 Type 2 Type 2

*State Pension Age. If you are unsure what this is use the State Pension Calculator to find out.

Which Type?

Use the tool to easily work out which 'type' each member of staff falls into.

All you need to know is each member of staff's gender, age and earnings.

Which Type 1

This staff member is classified as Type 1

Which Type 2

This staff member is classified as Type 2

Which Type 3

Assessing staff whose hours and pay varies

What if my staff's earnings vary?

Once you have put them into a scheme they will remain in the scheme but the rise and fall in their earnings will affect the contributions you both make to the scheme.

What if staff meet the earnings criteria on a one-off basis?

You may have a member of staff who meets the earnings criteria on a one-off basis, as a result of a bonus or overtime. You can choose to delay putting them into a scheme (known as postponement).

If you are unsure about what to do, use our tool to help you with assessing staff whose hours and pay varies and find out what your next steps are.

Assessing staff whose hours and pay varies

My staff member’s earnings and hours vary – do they need to be put into a pension scheme?

Fluctuating Hours Tool Intro

Each time you pay your member of staff you must work out how much they earn.

Fluctuating Hours Tool Step3

In your assessment you must include salary/wages and other types of pay such as:

  • commission
  • bonus
  • overtime
  • statutory sick pay
  • statutory maternity pay
  • ordinary or additional statutory paternity pay
  • statutory adoption pay

Will they earn over £192 a week, (£384 a fortnight / £833 a month) every time you pay them?

Fluctuating Hours Tool Step5

Your member of staff meets the age and earnings threshold and you must put them into a pension scheme

Fluctuating Hours Tool Step6

You will both need to pay into the scheme.

The amount you contribute will rise and fall depending on how much they earn.

Choosing the right payroll software can help you calculate these contributions.

Find out more about: Who to put into a scheme

Your member of staff sometimes meets the earnings threshold and when they do you must put them into a pension scheme

Fluctuating Hours Tool Step7

You will both need to pay into the scheme. The amount you contribute will rise and fall depending on how much they earn. If they earn below a certain amount you may not need to pay any contributions at all and they will remain in the scheme.

If their pay only reaches the earnings threshold on a one off-basis, then you could use postponement. This allows you to delay putting them into a scheme for up to three months.

You will not need to assess them during this time but you will need to assess them again at the end of the postponement period

Find out more about: Who to put into a scheme

Your member of staff doesn’t meet the earnings threshold so you don’t need to put them into a pension scheme

Fluctuating Hours Tool Step4

You only need to put them into a pension scheme if they ask to be put into one. However, you will still have duties, such as writing to tell them how automatic enrolment applies to them.

You will need to assess their earnings (and age) each time you pay them to work out if anything has changed.


Find out more about: Who to put into a scheme

Employing seasonal or temporary staff

If you employ seasonal or temporary staff you must assess them individually every time you pay them. This includes staff who work for you for a few days, a few weeks or several months.

Your assessment of who to put into a pension scheme may take more time and effort, as you will need to take into account:

that they may only work for you for short periods of time
that they may join and leave your employment in the middle of pay periods
that their earnings and hours vary

Seasonal and temporary staff

Seasonal Workers Tool Intro

If you employ seasonal or temporary staff, legal duties will apply to you. Find out what you need to do.

How long will your staff be working for you?

Seasonal Workers Tool Step1

If you have staff who work for you for less than three months

You can either put staff who meet the age and earnings criteria into a pension scheme. Alternatively, you can delay working out who to put into a scheme for up to three months. This is known as postponement. You will still have specific duties.

Seasonal Workers Tool Step2
Find out how to use postponement

If they are still working for you after the three month postponement period you must: work out who to put into a scheme.

Staff who work for you for more than 3 months

From your duties start date you must assess your staff each time you pay them to work out who to put into a pension scheme.

Seasonal Workers Tool Step3
Assess your staff

You can also consider using postponement.

Combination of staff who work for you for less and more than 3 months

From your duties start date you must assess your staff each time you pay them to work out who to put into a pension scheme.

Seasonal Workers Tool Step4
Assess your staff

If you have staff who won't be working for you for longer than three months you may decide to postpone assessing whether you need to put them into a scheme.

You might choose to do this for all of your staff to save you time and effort.

At the end of the postponement period, you must assess and automatically enrol any staff who are still working for you if they meet the age and earnings thresholds.

Find out how to use postponement.

If you are not sure how long your staff will work for you

From your duties start date you must assess your staff each time you pay them to work out who to put into a pension scheme.

Seasonal Workers Tool Step5
Assess your staff

Find out your dates for re-enrolment

Use this tool to find your key dates for re-enrolment

These dates will help you choose your re-enrolment date and plan your re-enrolment duties.

To use the tool you'll need your letter code and PAYE reference.

PAYE reference

Your PAYE reference can be found on the letter you received from us about automatic enrolment. You can also find it on your letter from HMRC when you first registered as an employer, or from your payroll software.

Letter code

Your letter code is the 10 digit code on the letter you received from us about automatic enrolment.

If you don't know your letter code you can find your letter code here.

Calendars Re Enrolment Green
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