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Year-Round Compass

Q3 2021 | A newsletter for the HR/payroll professional

National insurance contributions changes

The government has announced tax changes to fund £12 billion a year on average to be spent on the NHS and social care across the UK. 

National Insurance Contributions (NICs) will increase by 1.25% for one year for employees, employers and the self-employed from April 2022. This will cover Class 1 (employee and employer), Class 1A and 1B and Class 4 (self-employed) NICs.

There will also be an equivalent increase in dividend tax rates from April 2022.

From April 2023, a new ringfenced Health and Social Care Levy of 1.25% will be introduced which will apply to those who pay Class 1 (employee and employer), Class 1A and 1B and Class 4 (self-employed) NICs and will also be extended to those over State Pension Age who are in work.

When the new Levy comes into effect, National Insurance rates will revert to current levels.

More information on what this means is available to read in this document.

For the 2022-23 tax year, employers should include a generic message on payslips, where possible, to show that this increase in National Insurance Contributions will be for the Health and Social Care Levy. 

From April 2023 the Levy will be required to be included as a separate deduction on payslips.


Third Party notifications

A new notification has been created to alert nominated users of upcoming Third Party Payments and trigger a message to the user or role assigned to the notification of the UK Third Party Payment.

Notification advises of payee and the legal entity it applies to and shall be issued 5 working days prior to latest submission date then again 2 working days prior to latest submission date.


Salary Sacrifice balance imports

This feature shall provide users the ability to import salary sacrifice earning balances to help support the annual maintenance of salary sacrifices balances, e.g., cycle to work scheme (new fields and xsd).

  • A new section has been added to the ‘Employee Election Import’ – EmployeeEarningBalanceAndArrear which is like the current deductions section within the same import.
  • We have also created the ‘EmployeeEarningBalanceAndArrearImport’ which can be used to bring in the balance values.

Additional information can be found within the updated import specification documentation for Release 61:

  • Dayforce Employee Earning Balance and Arrear Import Specification
  • Dayforce Employee Election Import Specification

(UK) Arrears for child maintenance orders

UK customers can now see an employee’s arrestment arrears balance on the employee profile.

Administrators can now load arrestment arrears balances through the YTD Import, and visible identify employees’ current arrears balance on the arrestments screen instead of running a separate report.


PAYE/NIC fly out

We have introduced a new form under the Payroll – Pay Run Management – Flyout – Tax Detail Preview.

This shows the Taxable Pay/PAYE values alongside the NI Bands to aid help when queries arise with calculations or adjustments need to be carried out.


(UK) Tax reporting update

A new topic has been added to the Reporting Topics Library for the UK. The topic is called ‘Employee Payroll Tax Details’ and will have expand to other native countries in the future.


P45 update

Ability to add P45’s automatically to P45 tab in Pay Run Management. P45’s will be added to the P45 tab and can be viewed via flyout.

P45’s can still be added manually if required.

How to automate creation of P45 Forms

The scheduling of the automatic creation of the P45, reduces manual effort involved during the off-boarding process and timely reporting of ROE and P45. The job can be scheduled to run at desired frequency (e.g., daily) and you can have as many as you like for different forms and pay groups.

The form is added to the normal pay run in which the employee’s termination date falls in and if the pay run is locked, the form is added to the next open normal run.

Please note that the form is not added if the admin has already created it manually by the administrator.

Also, users can still select to run this job manually if required.

Customer responsibilities

Configure the background schedule job as required:

  • System Admin > Background Jobs > Available Jobs > Payroll Post Termination Job

Get notified when an P45 is added

Dayforce has added the ability to get notified when an P45 is added to a pay run and generated. Notification is sent to subscribed roles/users when an P45 is added and will include employee ID and pay group name.

Customer responsibilities

Configure notifications:

  • System Admin > System Notifications > Payroll > Payroll Post Termination Job for UK P45
  • Add role configuration for receipt of the comms as needed
  • Add Subscribed users as needed


Irish Revenue Annual Report

Revenue published their Annual Report for 2020 on 28 April 2021. Some key results from the report include: 

PAYE modernisation:

  • 8 million Revenue Payroll Notifications (RPNs) requested.
  • 6.1 million Employer Payroll Submissions (inclusive of pension providers).
  • 184,810 employers (including pension providers) making submissions. 
  • €96.4 billion gross pay, and pensions reported.
  • 3.2 million active employments (including occupational pensions).

Critical COVID supports:

  • More than €2.8 billion in TWSS subsidies was paid to 66,600 employers in respect of 664,500 employees.
  • €1.42 billion in EWSS subsidies was paid to 39,600 employers in respect of 443,100 employees.
  • €437 million in employer PRSI was forgone due to the reduced rate of PRSI on wages paid. 
  • €146 million in CRSS supports was paid to 16,600 businesses.
  • €1.9 billion in tax debt was warehoused for 70,000 businesses.

Other interesting points:

  • Over 4,000 Revenue staff regularly worked from home during Covid-19 while maintaining services for taxpayers.
  • 50% higher MyEnquiries volumes compared to 2019 with responses provided in less than 5 days through peak periods.
  • Income Tax and USC receipts (inclusive) were approximately €22.6 billion while PRSI receipts were €11.3bn, a total of €33.9 billion. Approximately €31.6 billion of this was collected through the PAYE system. 
  • In comparison, VAT accounted for €12.5 billion and Corporation Tax accounted for €11.8 billion. 
  • Compliance rate for Local Property Tax was 94%.
  • 595,143 audit and compliance interventions yielded €487.4 million.
  • 21 criminal convictions secured for serious tax and duty evasion.

ROS Submission updates

Pay date on submission

On pay group calendar a new field has been added called ‘Contract pay date’ and the date held in the contract pay date field will be the date reported on the PSR.

E.g., Friday 2 April, although not a public holiday, is a Bank holiday and SEPA holiday.

Where a pay day falls on a non-banking day, Revenue will still regard that day as the employee’s normal pay day where the funds are made available to employees on the preceding banking day (Thursday 1 April).

Customer responsibilities:

To configure the calendar ‘Contract Pay Date’:

  • To add a ‘Contract pay date’ – Pay Setup > Pay group > select pay group and then navigate to Pay Calendars
  • Pay date produced on the SEPA file will be the date held in the ‘Pay Date’ field

Archives

Payroll submission in ROS accepted format has been added to archive reports.

After each commit a copy of the payroll submission will be added to the payroll archive reports folder in json format.

By providing the submission in the json format, it will allow a user to upload the submission manually in ROS, using the submit payroll option.

This helps if the link between Dayforce and ROS is unavailable e.g., the digital certificate has expired, and the submission still needs to be made to ROS by the employee pay date.

How to access the archived reports

To access any archived reports, you can now go to the following location following commits after the Release 6 Service Pack 2 update to your client database:

Payroll > Archived Reports > select Pay group, Year, and Pay Period.


(IRL) Tax Reporting update

A new topic has been added to the Reporting Topics Library for Ireland. The topic is called ‘Employee Payroll Tax Details’ and will have expand to other native countries in the future.


IRL Tax and compliance update

Additional system defined tax compliance rules have been added for both allowances and deductions.

These are defaults that can be copied and reused for alternative purposes; however, this allows for quick and standardised configuration for the native region.

Customer responsibilities

Update if required, any elections that can be used to standardise setup within Payroll Setup > Tax Compliance Rules.


(IRL) Arrears for child maintenance orders

Ireland customers can now see an employee’s arrestment arrears balance on the employee profile.

Administrators can now load arrestment arrears balances through the YTD Import, and visible identify employees’ current arrears balance on the arrestment screen instead of running a separate report.


Earning Statement update

Please find below a selection of changes available for the earning statement mainly for Ireland.

Display PPSN

IRL customers can now show the employee PPSN on the employee earning statements.

Customer responsibilities:

To enable the PPSN ID the employer must:

  • Payroll Set-Up > Report Output > Reports > Earning Statement
  • Select Display PPSN
  • Save

Display NI and taxes on earnings statement

The earning statement has been redesigned to better illustrate the employer taxes for both UK and IRL employees.

Customer responsibilities:

To enable the employer must:

  • System Admin > Client Properties > Payroll
  • Open the country selector and see Ireland
  • Select and save

The net result of the update, on future calculations and commits shall see updates to pay advices per below.

Reducing balances

The addition of allowing reducing balance deductions to show on the earning statement has been added to the other payroll information section of the payslip for employees to see a progressive decline in payments due. In this example, the slide out shows the deduction for a computer loan and the YTD of the balance owed.


UK Redundancy Pay Increase

Reminder, that on 26 March 2021, Economy Minister Diane Dodds announced that the maximum amount for a "week's pay" that is used to calculate redundancy payments is being increased from £560 to £566.

The increase was codified by The Employment Rights (Increase of Limits) Order (Northern Ireland) 2021. This is something that is required to be done, as the limits are linked to the Retail Prices Index (RPI).

The increase reflects a 1.1% increase to the RPI between September 2019 and 2020.


Right to Work Checks extended

The Home Office published updated guidance for performing Right to Work Checks. The latest changes were made on 31 August 2021. The most recent updates reflect the government’s temporary protection for more applicants to the EU Settlement Scheme and changes to the list of acceptable documents when performing a manual check.

Employers should review the revised guide, which includes updated annexes that list the acceptable documents for a manual right to work check. There are specific changes that apply to EEA citizens with respect to documentation. Employers will need to review the guidance to determine which version of the guidance applies based on when employment commenced. 

In addition, the COVID-19 provisions that allow “adjusted checks” to be performed has been extended to 5 April 2022. While employers may perform manual checks using the COVID-19 provisions, the Home Office is still encouraging employers to use the online checking service and to perform manual checks only when necessary.

The intention of the government is to continues to operate in a manner which supports employers, whilst looking for ways to implement a long-term, post-pandemic solutions. The Right to Work Scheme intends to introduce a new digital solution to include many who are unable to use the existing online checking service and provide the ability to enable checks to continue to be conducted remotely with enhanced security.

Checks continue to be necessary, and Employers must continue to check the prescribed documents set out in right to work checks: an employer’s guide or use the Home Office right to work online service. It remains an offence to knowingly employ anyone who does not have the right to work in the UK.

The Home Office right to work online service gives you a defence against a civil penalty. Employers maintain a defence against a civil penalty if the check you have undertaken during this period was done in the prescribed manner or as set out in the COVID-19 adjusted checks guidance.

The following temporary changes will remain in place:

  • checks can currently be carried out over video calls
  • job applicants and existing workers can send scanned documents or a photo of documents for checks using email or a mobile app, rather than sending originals
  • employers should use the Home Office Employer Checking Service if a prospective or existing employee cannot provide any of the accepted documents

Checking an individual’s right to work using the temporary COVID-19 adjusted check measures

If you are carrying out a temporary adjusted check, employers must:

  • ask the worker to submit a scanned copy or a photo of their original documents via email or using a mobile app
  • arrange a video call with the worker – ask them to hold up the original documents to the camera and check them against the digital copy of the documents, record the date you made the check and mark it as “adjusted check undertaken on [insert date] due to COVID-19”
  • if the worker has a current Biometric Residence Permit or Biometric Residence Card or has been granted status under the EU Settlement Scheme or the points-based immigration system you can use the online right to work checking service while doing a video call – the applicant must give you permission to view their details

End of temporary adjustments

New guidance will be issued ahead of 6 April 2022.

Online right to work service

Employers do not need to see or check the individual’s documents, as right to work information is provided in real time directly from Home Office systems. However, employers still need to maintain records of performing the online right to work check and should review guidance from the Home Office about the record keeping requirements.

While the online service is the preferred method for performing right to work checks, employers cannot insist individuals use this service or discriminate against those who choose to use their documents to prove their right to work.

Retrospective checks

Employers do not need to carry out retrospective checks on those who had a COVID-19 adjusted check between 30 March 2020 and 5 April 2022. This reflects the length of time the adjusted checks have been in place and supports business during the pandemic.

Any individual identified who is disqualified from working by reason of their immigration status, may be liable to enforcement action. It remains an offence to work illegally in the UK. The benefit to an employer for performing compliant right to work checks is that it provides them with a statutory defence against the offence. However, employers do not need to perform a retrospective check to be entitled to the statutory defence.

If the job applicant or existing worker cannot show their documents

Please ensure that right to work checks are carried out as either part of the recruitment process, or no later than the first day of work so that you are confident that they have the right to work in the UK.

There may be cases where employers must contact the Home Office Employer Checking Service to perform a check. When contacting the Home Office about this to help confirm whether the person has a right to work, the Employer Checking Service will send you a ‘Positive Verification Notice.’ This provides employers with a statutory excuse for 6 months from the date in the notice.


NICs Relief – Freeport tax sites and veterans

Parliament is still considering the National Insurance Contributions Bill ("Bill"), which will implement zero-rate contributions for employees at certain freeport tax sites and zero-rate contributions for armed forces veterans. The tax sites for Great Britain were previously identified in the Finance Bill 2021. Northern Ireland tax sites will be established in future legislation.

For freeport relief, the expectation is that it will be available for new employments from 6 April 2022 and 5 April 2026. The government has not yet decided whether the relief will be continued after April 2026 - this will be decided after reviewing the effectiveness of the program. Employers who are eligible for the relief will be able to apply a 0% rate up to the UST. For earnings about the UST, the secondary percentage will apply. This relief will be managed through PAYE and Real Time information returns, which will provide the relief in real time.

For relief for veterans, there will be a new secondary Class 1 NICs relief for employers of veterans on earnings of the veteran for a period of 12 months, beginning from the first day of a veteran's first civilian employment. To quality, the veteran must have completed at least one day of basic training. This relief will be available to employers from 6 April 2021 to 5 April 2024. Employers will be able to make claims using the HMRC's Real Time Information system staring from 6 April 2022, including retrospective claims.


Customer Forum and linked Product Councils

On the 18 September, our Product Council met with several organisations in Q3. Your voice matters to us, and this is the perfect opportunity for key business stakeholders and customers to align on the strategic direction of the product together. The council forum will allow internal and external stakeholders to understand the larger set of priorities and under consideration, specific features will be discussed, to give an opportunity and make clear the direction of the feature(s) and the opportunity for users to feedback their opinion and help shape product.

Our last council included topics surrounding:

  • Overview of the Global Person Model – Natasha Reynolds (UKI Product Manager)

Natasha commented that the addition of the new global initiative which has been added to the 2022 roadmap for reiterative release and how the changing worker landscape will be facilitated by the change to the structure of a person within the Dayforce application.

The global person model will help organisations identify and link employments across, jurisdictions, legal entities, countries, and historic log ins, to provide a holistic person experience of all data history across employee records for both employees and administrators.

Natasha Reynolds, our Product Manager for UKI, also discussed our focus on UK wallet for 2022 as well as other ongoing initiatives coming in the roadmap in a detailed Q&A discussion with our customer base.

Next meeting dates

The customer forum will meet every quarter and usually will last up to an hour to cover a varied set of topics specifically on feature enhancements. We will partner the forum sessions in the following month, for deeper product council focus discussions, and give you plenty of notice ahead of the council what the topic shall be to ensure you have the right people on the sessions from your team.

Dates are subject to change

Please contact your account representative if you would like to book your participation to the council session dates below. You are more than welcome to join.


Gender Pay Gap reporting

United Kingdom

Due to COVID-19, the deadline for gender pay gap reporting for the 2020-2021 reporting year is being extended. Employers are encouraged to submit by the usual deadline, and many may have already done so. For those who are required to report but have not yet done so, no enforcement action will be taken as long as the report is made by 5 October 2021.

Ireland

The Gender Pay Gap Act 2021 ("Act") was signed into law on 13 July 2021, setting the stage for future, ongoing reporting obligations for many Irish employers. The Minister for Children, Equality, Disability, Integration and Youth is now charged will issuing implementing regulations that will confirm the reporting requirements and deadlines. The Act itself contains minimum requirements, such as reporting the difference between the mean hourly remuneration of male and female employees, expressed as a percentage. However, regulations could require more detailed reported. At this time, it appears that the first reporting deadline will be no earlier than 2022.


UK Coronavirus Job Retention Scheme ending

The Coronavirus Job Retention Scheme will end on 30 September 2021. Employers who are participating should continue to make claims by the scheduled deadlines, with the last date to submit a claim being 14 October 2021 (this applies to claim days in September 2021).

There is guidance employers should follow in the event a claim is submitted late or needs to be corrected. For instance, if the employer claimed the wrong amount. Employers will need to maintain required documents about payments and claims under the scheme for at least 6 years. This includes records or documents of the calculations that were used to compute claim amounts.

Employers should perform a review of the records they have and ensure that their existing retention methods are adequate. In addition, employers will need to start considering what work will look like once the scheme expires. The hope is that most employers will be able to bring employees back to work on their normal hours, with the understanding that some employees may take a different job or desire a change in their normal hours. However, this will not be the case for all businesses and their workers. Employers should know that the normal redundancy and termination rules apply to furloughed employees.


Winning the war for talent

The economy today looks much different than it did before the pandemic as demand for products, services, and delivery models has shifted. Sectors such as e-commerce, telemedicine, online banking, and streaming entertainment have taken off, while other industries – such as food services – have needed to adapt their operating model to keep serving customers. Looking ahead, companies across all sectors will require different types of skills to drive innovation and business success.

Beyond disrupting what type of work is done, the health crisis has also required employers to rethink how work is done. Many companies that have rolled out remote or hybrid working arrangements are planning to keep this type of work model.

Workers’ expectations of their employers are quickly evolving, and many expect employers to address their individual needs with a more integrated, seamless employee experience. Leading organisations are realising that to both meet employee expectations and scale globally, they need to invest in technology. Outdated solutions, poor user experience, and disparate systems are obstacles in the changing world of work.

Companies will need to consider how they’ll remain competitive as markets evolve in this new reality and employee expectations continue to shift.

Ceridian has recently published our report “2021-2022 Executive Survey: Winning the new war for talent”. In the report, we asked 2,000 leaders about their people strategies in the post-pandemic normal and the key findings include:

  • Employee experience is a high priority – 72% of executives consider improving employee experience as essential
  • Employers are investing in new technologies to build a better employee experience
  • Employers are often surprised when talent leaves – Inly 39% use tools to identify disengaged or flight risk employees

There’s so much more in the full report. Download it to see it all and learn key EX strategies, including:

  • Driving engagement across the employee life cycle
  • Fostering better communication with a distributed workforce
  • Building workforce agility in a world where change is rapid and constant - Personalising work experiences to better attract and retain talent

The growing value of global payroll management

A report that Ceridian published in 2019 “The UK Payroll Technology Report” highlighted that compliance, accuracy, and technology transformation were the top 3 challenges facing the payroll community.

Since then, the global pandemic has transformed the way we live, work, and do business. If anything, the last 18 months has only amplified these challenges as we grapple with an ever-shifting compliance landscape, virtual working, and the physical and mental health issues that COVID-19 has inflicted.

As we look over the horizon with a degree of cautious optimism, the health crisis appears to be stabilising and many companies planning and even implementing ‘new-normal’ working arrangements. Particularly within a global payroll environment, it is recognised that the ability to bring payroll to a high level of automation and strategic importance will be critical to the success of an enterprise.

But despite this acknowledgement, challenges remain with a fragmented approach to global payroll. Many companies address each country’s payroll individually. Over time, this approach results in a fragmented payroll landscape with multiple technologies, external vendors, and internal teams delivering widely varied services and experiences in different countries.

With little standardization, efficiency suffers, and costs start creeping up. Leadership struggles to understand, compare, and improve key metrics. Deteriorating visibility into payroll operations heightens the risk of non-compliance with external regulatory requirements and internal policies. As well, threats to the continuity of business operations – such as a health crisis – can impact different regions as payroll teams work remotely or become ill. Employee experience, in turn, can take a hit.

A report by analyst firm IDC entitled “The Growing Value of Global Payroll Management” has identified 4 key trends and challenges that will impact the Global Payroll Market in the new-normal.

  • Managing and supporting home-based, hybrid and co-location workers
  • The changing nature of services businesses
  • The continued emergence of digital businesses
  • Increased compliance complications and data protection concerns

Global enterprises have shown how they can respond rapidly to dramatic change, but the COVID-19 pandemic highlighted the importance of key fundamental tasks. By updating key functions, such as payroll, organizations can become even more agile in a rapidly changing world economy.


Newsletter Compass survey

Thank you for your support of our quarterly newsletters. Within this issue, we have included a link to a to this survey to ensure that we continue developing as an organization with genuine and confidential feedback. Your valuable feedback also helps us build stronger solutions and drives our success.

Our product team intend to evaluate the results and comments received for this survey. Leaders will receive a summary of that information next month and will work together with product to share the results with their teams on what you are hoping to improve.

Please feel free to contact your customer relationship manager should you have any questions.

Thank you for your continued partnership in this process.


Pennies from heaven

Pennies from Heaven (PFH) is the penny giving scheme that allows everyone in the workplace to turn their small change into big change. PFH is the UK's largest micro giving scheme for employees and pensioners. The scheme has raised over 420,000,000 pennies for 265 charities.

Individuals sign up once and from then on, every salary is rounded down to the nearest pound with the pennies donated to charity. If net pay was £850.34 then 34p would be donated. Donation is between 0-99p.

The most an employee can ever give is 99p every time they are paid from net pay and all donations are eligible for gift aid.

Customer responsibilities

Ceridian customers are responsible for managing the following elements of this change:

  • Review if your workforce is sizable enough to add value. Typically, 1000 employees are more will add around £7,500 to charitable donations.
  • Sign up to the scheme via www.penniesfromheaven.co.uk
  • Communicate to your staff using tailored communications provided by the scheme.
  • Implement new pay policy configurations for affected employees.

Product considerations

Ceridian have implemented a new pay policy within the product to accommodate the requirement:

  • ApplyUKPenniesFromHeavenRule

National Payroll Week 2021

National Payroll Week has long been established by the CIPP to celebrate the payroll profession. At this entirely digital event, the CIPP demonstrated the impact the payroll industry has in the UK through the collection of income tax and National Insurance, which is expected to contribute to the region of £320bn to the UK economy in 2021-2022.

National Payroll Week, now in its 23rd year, is an annual event that runs during the first full week of September, which this year fell between the 6-10 September.

Recognising your payroll employees should have a wider-reaching effect beyond just making those professionals happy. No matter their job, all employees should understand the effort needed and the importance of what the internal payroll team does for their organization.

See the attached link for some Ceridian tips, which you could apply any time and not just at National Payroll week.

All of Ceridian applauds our payroll professionals for their commitment, diligence, and tenacity under unusual times to ensure that their employees are paid. #KeepingUKPaid


UK Post Brexit compliance updates

Brexit-related issues and COVID-19 continue to receive attention in Parliament, which can be expected through the remainder of the 2021-2022 however there are still no major legislative changes to report.

There have been several proposals – bills that were recently introduced but then fell – provide insights into potential activities ongoing within parliament. Among these were the proposed bill:

  • To end the Working Time Regulations and provide for separate regulations for working time and holiday pay,
  • To address unpaid work experiences
  • Universal credit sanctions for zero-hour contracts

Employers can expect to see ongoing efforts to repeal the Working Time Regulations, although there is little consensus for the time-being.

It is also likely, legislation relating to zero-hour contracts, working from home, and in general the gig economy are more likely to see passage, and are being closely monitored by Ceridian’s compliance team for any product related impacts next session.


Right to Disconnect

In Ireland, the Workplace Relations Commission (WRC) published a Code of Practice to give guidance on best practice to employers and employees on the right to disconnect. The Code applies to all types of employment, whether the employee is working remotely, in a fixed location, at home or is mobile.

While the Code is not legally binding on employers, it is admissible as evidence before a Court, Labour Court, or the WRC.

The Right to Disconnect has 3 main elements as follows:

  • The right of an employee to not routinely perform work outside normal working hours
  • The right not to be penalised for refusing to attend to work matters outside of normal working hours, and
  • The duty to respect another person’s right to disconnect (e.g., by not routinely emailing or calling outside normal working hours)

The Code highlights various obligations for both employers (e.g. providing employees with details of their working hours, ensuring employees take rest breaks, providing a safe place of work, not penalising employees for acting in compliance with any legislation) and employees (e.g. managing their working time, cooperate with any system used by the employer to record working hours, be mindful of colleagues and customer’s right to disconnect, notifying their employer where they were unable to avail of a rest break and the reason for same, etc.).

The Irish deputy prime minister and trade minister, Leo Varadkar, said that while much of the pandemic’s impact had seen employees being compelled to work for free from their home, it also offered “an opportunity to make permanent changes for the better” so that the new law would help employees “strike a better work-life balance.”

Whilst in the UK

Ministers are reviewing right to disconnect strategies for UK Home workers to help employees switch off and protect mental health.

This comes after a year of disruption caused by the pandemic; unions want companies to be legally bound to provide staff an agreement that prohibits contact around an agreed framework between the employer and employee. According to a recent survey performed by Union Prospect, which represent tech workers, engineers and data scientist polled 2,428 people which included 617 office based staff to discover that 66% of remote workers were in favour of the amendment to the upcoming employment bill (mentioned in the Queens speech) within the UK, compared to 59% of all workers.

The department for Business, Energy, and Industrial Strategy claims that the employment bill, when introduced, shall deliver the largest upgrade to workers’ rights, and shall include measures to help employees achieve a balance between work and their personal lives.

Whilst these moves have been important steps pre-pandemic, they do not necessarily focus on what workers want within a post pandemic world. Workers today, are calling for flexibility, autonomy, and the ability to define their own working hours.


Pension Auto Enrolment updates

What is new?

In an upcoming release, 5 main features have been added to the UK pension auto enrolment module:

  • Joiner capability
  • First contribution date
  • Pay Policy contribution rate definitions
  • Personalised contribution rate definitions
  • Contribution rate hierarchy

Joiner capability

Most employers in the UK must provide a workplace pension scheme. There are three distinct worker types, and the joiner capability is targeted for “Entitled Workers.”

Entitled workers can still choose to join a pension scheme, however, needs to be arranged with their employers. Employers do not have to provide the same scheme as eligible and non-eligible job holders, or contribute to the scheme, although may choose to do so.

Entitled Workers are:

  • are aged between 16 and 74,
  • earn less than the lower earnings amount (£6,240 a year), and
  • work (mainly) in the UK and have a contract of employment (not a self-employed contractor); or have a contract to provide work and/or services personally (not sub-contracting to a third party)

In an upcoming release, employers will have the ability to record their pension auto enrolment joiner records within the employee pension screen, enabling employers to track entitled workers that they have choosing to join the employer’s workplace pension.

Within the new option to join, administrators, can define the personal contribution that the individual has requested to contribute as well as providing the ability for employers to define a contribution value should this be applicable.

Q&A

Can employees join the scheme after a previous opt out?

Yes, employees can as to re-join the scheme at any point, however the employer only must action upon a join notice once within a 12-month period. If the employer chooses to accept the join, they can do so.

Do employers have to accept a person to the same workplace pension scheme that is in use for Automatic enrolment?

No. Employers can elect to setup a different personal pension scheme as may be required to facilitate the requirement. If the person had recently opted out, then there is no legal requirement to act within the 12 months from the opt out date unless the employer chooses to do so.

Targeting for the next release, Dayforce will be introducing joining capability within the pension auto enrolment module.

Should I use auto enrolment for any of my personal pension joiners?

No. You should only use the joiner functionality in auto enrolment if the pension contribution relates to your workplace pension scheme in place for automatic enrolment. 

Customer responsibilities

Ceridian customers are responsible for managing the entry process of keying the required joiner requests upon receipt of a valid join notice.

Product responsibilities

Product will not be able to make any updates to this area as there is no way to correctly identify the correct pay elections or deductions held in payroll that are appropriate for migration without employer specific knowledge of their pension structures.

This will need to be an employer led decision on when to migrate any specific detail to the pension auto enrolment feature.

First Enrolment Date

Dayforce will introduce the new field within the employee pension record to illustrate when the first contribution date shall start for the employee pension contribution. This is to make it clear on when the contribution will start in circumstances that a person is joining or opting in or change of age mid period, or where there is postponement.

The primary intent of this is to capture the communicate date to pension providers of the enrolment start date which is not necessarily the period start date or pay date.

The future intent is that this will improve on payroll audit messages and validation capabilities.

This shall be visible from the employee pension screen.

Customer responsibilities

There are no requirements for the customer to fill or manage this directly.

Product responsibilities

The Dayforce application will correctly update this information for Joiners, opt-ins and enrolees as required based on birth date, start date, join date, opt in date, or postponement date and act upon whichever is latest.

Pay Policy contribution rate definitions

Dayforce today takes the contribution value of the benefits setup as a default of the pension contribution being used in the payroll calculation. This default is currently stored in payroll in an area that cannot be viewed or changed. 

To improve the flexibility of arrangements that employers have with their employees, Dayforce has provided the ability to define these rates in the pay policy to allow different pay groups to have different rates for the same pension scheme.

The following fields have been added to the UK Pensions Auto Enrolment rule payroll policy:

  • Employee Contribution
  • Employer Contribution

These are percentage-based entry fields that allows the policy to be configured to alternative and specific % values for payroll calculation purposes.

Customer responsibilities

Ceridian customers are responsible for managing the following elements of this change to their applicable payroll policies.

If you are currently using the UK Pensions Auto Enrolment rule and you wish to define the Employee Contribution and Employer Contribution within the policies you hold, or indeed introduce different pay policies you can now assign different contribution rates for Pensions Auto Enrolment to employees via the Payroll Policy for UK Pensions Auto Enrolment Rule.

By entering values in the Employee Contribution and Employer Contribution fields this will then use this contribution during payroll calculate to determine the contributions to be calculated.

Payroll Policy is assigned to Employees via the Employment > Compensation > Policy settings.

Product responsibilities

Product will not be able to make any updates to this area as there is no way to correctly identify which customers would require any application changes to this area.

This will need to be an employer led decision on when to migrate any specific detail to this pension auto enrolment feature.

Personalised contribution rate definition

Dayforce today takes the contribution value of the benefits setup as a default of the pension contribution being used in the payroll calculation. This default is currently stored in payroll in an area that cannot be viewed or changed. 

To improve the flexibility of arrangements that employers have with their employees specifically, Dayforce has provided the ability to define these rates in the employee pension screen. This will override any entry in the pay policy or benefits area and a personal agreement between the person and the employer.

The following fields have been added to the Employee Pension screen for Opt-in, Joiners, and auto enrolled employee capability:

  • Employee Contribution %
  • Employer Contribution %

This information is keyed in by the administrator at the time of acceptance of a valid joiner or opt in notice. The automatic enrolled employee shall have their contribution updated directly from either the pay policy or the benefits setup based on the contribution rate hierarchy (further explained in this document) at the time of auto enrolment.

Views to search and see this information will be available to filter and search.

Customer responsibilities

Ceridian customers are responsible for verifying the data upon UAT and upgrade for any data scripted to their employees’ applicable personalised rates.

Product considerations

Ceridian will automatically script pre-existing data associated with your existing pay election for pension auto enrolment functionality and migrate detail to this new location for each of your affected employees with opt in, or auto enrolment percentage values.

It shall only do this for election associations to the pension auto enrolment for active records and will not update any occupational pension elections configured in payroll.

It will not do anything specifically for joiner records as this is a new feature and directly data association does not exist yet.

Contribution rate hierarchy

Dayforce today takes the contribution value of the benefits setup as a default of the pension contribution being used in the payroll calculation. This default is currently stored in payroll in an area that cannot be viewed or changed.

To improve the flexibility of arrangements that employers have with their employees, Dayforce has been updated to allow a flexible hierarchical configuration for pension auto enrolment.

The hierarchy is now dependent on 3 areas:

  • existing benefits setup THEN
  • payroll policy THEN
  • pension record

What does this mean?

Customer responsibilities

Ceridian customers are responsible for managing any override rates defined on the employee pension records either manually or via import. The override rate themselves and thereafter managed by the employer manually if this is different from the default setup.

Please note an import will be available to users to load updates in mass as and when needed, in a future release.

Product considerations

Ceridian will automatically script pre-existing data associated with your existing pay election for pension auto enrolment functionality and migrate detail to this new location for each of your affected employees with opt in, or auto enrolment percentage values.

It shall only do this for election associations to the pension auto enrolment for active records and will not update any occupational pension elections configured in payroll.

It will not do anything specifically for joiner records as this is a new feature and data does not currently exist to facilitate.


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Check out the calendar dates for each region in the UK.

England and Wales

2021

Date Day Description
27 December Monday Christmas Day (substitute day)
28 December Tuesday Boxing Day (substitute day)

Scotland

2021

Date Day Description
30 November Tuesday St. Andrew's Day
27 December Monday Christmas Day (substitute day)
28 December Tuesday Boxing Day (substitute day)

Northern Ireland

2021

Date Day Description
27 December Monday Christmas Day (substitute day)
28 December Tuesday Boxing Day (substitute day)

Republic of Ireland

2021

Date Day Description
25 October Monday October bank holiday
25 December Saturday Christmas Day
26 December Sunday St. Stephen's Day

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