Employers must maintain accurate and up-to-date records to demonstrate compliance with auto-enrolment duties.
Required Records
Employers must keep records of the following:
Employee details: Names and addresses of all enrolled employees.
Contribution records: Dates and amounts of contributions paid into the scheme.
Opt-in and joiner notices: Documentation of employees who have opted in or joined the scheme.
Pension scheme reference numbers: Your scheme’s reference or registration numbers.
Communications with the pension provider: Copies of any information sent to your workplace pension provider.
Accessibility & Compliance
Keep records in an easily accessible format to demonstrate compliance if requested by The Pensions Regulator.
If payroll management is outsourced, the provider must maintain accurate records, but legal responsibility remains with the employer.
Record Retention Periods
Pension scheme reference numbers & data sent to the provider: 6 years
Opt-out notices: 4 years
Maintaining proper records ensures compliance with regulations and smooth pension administration.