Pensions

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Model documents and policies

Downloadable and customisable documents relating to pensions. Additional templates and information can be found on the Write to your staff page of the Pensions Regulator website. 

For more information see the employment law pages.


Contract clauses

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Contract clause for auto-enrolment in either company pensions scheme or NEST

 (53 KB)
Last Modified: 29 Mar 2016
This contract clause should be used to inform employees that they will be automatically enrolled in either a company pension scheme or National Employment Savings Trust (NEST) in accordance with the company’s obligations under the Pensions Act 2008. The clause also has the option to outline whether a contracting out certificate is or is not in force.

Forms

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Pension scheme application form

 (54 KB)
Last Modified: 01 Jun 2013
This form should be used by employees to agree to a salary exchange arrangement.
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Salary deduction authorisation and employee procedure statement

 (55 KB)
Last Modified: 01 Jun 2013
This statement is the employee's acknowledgement of the stakeholder pension announcement and confirmation that the employee would like their contribution deducted from their salary.
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Stakeholder pension application and administrative procedures

 (52 KB)
Last Modified: 01 Jun 2013
Use this document to set out the administrative procedures for the stakeholder pension application.

Letters

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Letter for a non-eligible jobholder

 (51 KB)
Last Modified: 23 Sep 2014
Use this letter to write to a non-eligible jobholder about workplace pensions. Jobholders working in the UK, earning above £10,000 and are either younger than 22 or older than state pension age are 'non-eligible' for automatic enrolment. This letter states that whilst they have the right to join the workplace pension scheme if they want to they will not be automatically enrolled onto the scheme.
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Letter for an eligible jobholder

 (35 KB)
Last Modified: 23 Sep 2014
Use this letter to write to eligible jobholders about the workplace pension scheme. Jobholders working in the UK, earning above £10,000 and are aged between 22 and the state pension age are 'eligible' for automatic enrollment. This letter states that they will be automatically enrolled onto the workplace pension scheme unless they choose to opt out.
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Letter for an entitled worker

 (51 KB)
Last Modified: 23 Sep 2014
Use this letter to write to an ‘entitled worker’ about workplace pensions. ‘Entitled workers’ are working in the UK and earn less than £5,772 a year. This letter states that whilst they have the right to join the workplace pension scheme, they will not be automatically enrolled onto the scheme.
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Letter for employees who are being automatically enrolled

 (55 KB)
Last Published: 17 Apr 2015
The purpose of this letter is to inform employees about the pension plan you have chosen and how automatic enrolment applies to them. When using this template you must include the ‘insert to accompany letter template for those automatically enrolled’ information included in the template. This template was provided by The Pensions Regulator.
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Letter for employees who are not being automatically enrolled

 (54 KB)
Last Published: 17 Apr 2015
The purpose of this letter is to inform employees who are not eligible for automatic enrolment that they have not been automatically enrolled but that they can still join the workplace pension scheme if they choose to do so. The letter gives guidance on how to do this. This template was provided by The Pensions Regulator.
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Letter for workers already in a qualifying pension

 (51 KB)
Last Modified: 23 Sep 2014
Use this letter to write to workers already in a qualifying pension about automatic enrolment and the effect it will have on them.
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Letter to employees who are pension scheme members confirming changes to the scheme

 (53 KB)
Last Published: 29 Oct 2014
This letter should be sent to employees who are currently members of a company pension scheme to inform them of changes being made to the pension scheme to ensure that it meets the standards required for auto-enrolment of employees into workplace pension schemes under the Pensions Act 2008. The letter details the changes being made and outlines when the changes will take effect.
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Postponement letter for all employees

 (56 KB)
Last Published: 17 Apr 2015
The purpose of this letter is to inform employees who meet the criteria for automatic enrolment that they will be enrolled into the workplace pension scheme on the date specified in the letter. This template was provided by The Pensions Regulator.
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Stakeholder pension consultation letter

 (53 KB)
Last Modified: 01 Jun 2013
The purpose of this letter is to announce to employees the introduction of a stakeholder pension. It invites employees to submit their views on the proposals.

Templates

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Announcement insert - scaled employer contribution

 (55 KB)
Last Modified: 01 Jun 2013
This document sets out the conditions for employer contributions towards employee pensions. The wording represents a GPP or Stakeholder Pensions Announcement in which employer contributions are being offered.
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OPRA contribution schedule and records of payments due

 (52 KB)
Last Modified: 01 Jun 2013
This document sets out the Occupational Pensions Regulatory Authority contribution schedule and records of payments due and details of the policy number and the employee’s details.
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Pension contribution design issues

 (52 KB)
Last Modified: 01 Jun 2013
This template can be used to note pension contribution design issues, for example, the waiting period before employer contributions start.
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Stakeholder pension announcement

 (56 KB)
Last Modified: 29 Mar 2016
The purpose of this document is for the organisation to announce that it has established a stakeholder pension. It sets out instructions for applying - using direct debit or salary deduction methods for payment.