Once you’ve chosen the right scheme and provider for your client’s workplace pension, the next step is making sure everything gets set up smoothly with compliance in mind.
Whether your client’s launching their first pension scheme or switching providers, our guide covers what needs to happen, step by step.
Key points
Set clear responsibilities and timelines early, coordinating adviser, employer, payroll and provider roles to ensure a smooth and compliant scheme launch or transition.
Get the fundamentals right upfront – including scheme type, tax relief, default investment, contributions and payroll capabilities – to avoid delays and rework later.
Support clients beyond set‑up - ongoing duties include assessments, record‑keeping and re‑enrolment.
Step 1: Set the timeline
Agree key dates, including:
duties start date (for new schemes)
planned transition date (for schemes switching provider).
Confirm the main contact for The Pensions Regulator (TPR), and clarify roles for adviser, employer, payroll and the new provider.
Step 2: Finalise scheme details
Confirm the following:
provider and scheme type
tax relief method
default investment fund
contribution setup (including salary sacrifice if needed)
For scheme switches, agree the transition plan early. This includes data migration, closing old contribution schedules and managing any changes to the default fund.
Make sure payroll software can handle assessments, communications and record‑keeping. Ideally you should aim to be ready around two months before duties or the transition date.
Step 3: Check the employees
Group workers by age and pay.
For switching schemes, review:
existing membership categories
inherited contribution structures
alignment of the above with new provider’s setup.
Decide if postponing enrollment (up to three months) helps for new starters or seasonal work.
Step 4: Enrol and calculate
For new schemes, automatically enrol eligible workers. For switching schemes, prepare continuity enrolment checks. Make sure contributions match the scheme’s rules and that payroll calculations align with the provider’s requirements.
Step 5: Communicate with employees
Send statutory communications within six weeks of duties starting for new schemes. For switching schemes, send transition communications covering the change of provider, new investment options, or any impact on how they access their pension online. Use provider and payroll tools to automate this where you can.
Step 6: Confirm compliance
For new schemes, submit The Pension Regulator declaration form within five months of duties starting. For switching schemes, make sure employers continue to meet all ongoing duties during the transition and update TPR information if needed.
Step 7: Keep things running smoothly
Each pay period, your client should:
assess new staff
add new joiners and manage leavers
manage opt-outs and opt-ins
pay contributions
keep records (usually for six years; four years for opt-outs).
If your client is switching provider, make sure contribution files align to the new provider from the first agreed pay period, and that the old scheme is correctly wound down after final contributions.
Step 8: Stay on track long-term
Re‑enrol every three years
Carry out scheme-level reviews at least every 18 months
For switching clients, schedule a post‑migration review to check that contributions, investments and payroll links are running correctly.
As a leading UK pension provider, we can provide you and your clients with the right solution for their workplace pension. We have solutions for all size and types of businesses, with a range of benefits for your clients and their employees.
