Keep workplace pension administration connected to payroll.

Make the employer's administration responsibilities visible

Workplace pension administration involves a flow of information between the employer, payroll and pension provider. Yudey helps organise that flow within a defined service scope. We begin with the workforce, pay frequency, existing scheme and tasks currently handled by each party. The objective is to identify responsibilities and exceptions before they become recurring gaps in the records.

The Pensions Regulator provides guidance for employers on workplace pension duties. ^[1] Those responsibilities need assessment for the actual workforce and circumstances. An administration engagement does not remove the employer's underlying duties. We distinguish practical record support from regulated pension or investment advice, and do not recommend a financial product or promise a particular retirement outcome through this service.

Establish the opening records and scheme arrangements

The agreed onboarding can identify provider details, worker records and the contribution process already in use. We ask how the scheme information connects with payroll and which figures are approved by the employer. Missing opening records or previous inconsistencies are listed separately. A change of administrator should not be treated as a clean starting point that erases unresolved historical issues.

We also clarify the scope of access needed for the work. Uploading information, checking an acknowledgement and authorising payment are different actions. The proposal states which are included and who retains control of decisions. Protected worker information is handled through an agreed method after onboarding; the initial enquiry should describe the arrangement without attaching personal payroll files.

Coordinate worker changes and recurring information

Starters, leavers and changes in pay can affect the information that needs attention. The service can establish how those changes are communicated and who confirms the relevant facts. We identify cut-offs and a query process so the pension administration does not rely on incomplete or conflicting payroll messages. Decisions requiring specialist assessment are escalated rather than silently inferred from a spreadsheet.

Worker communications and particular requests may need a defined handling process. The scope identifies which administrative tasks are covered and which remain with the employer or provider. We do not assume that a payroll adjustment proves every associated pension step has been completed. Each action should have its own responsibility and appropriate evidence where it falls within the engagement.

Reconcile contribution information and exceptions

The agreed work can compare contribution schedules with the relevant approved payroll output and provider records. We identify rejected files, unexplained differences and missing acknowledgements for follow-up. A file successfully uploaded is not necessarily proof that the provider has received the correct payment or allocated every amount as intended. The handover distinguishes these stages.

Where a discrepancy relates to an earlier period, the correction process may require additional information or professional input. We identify the issue without promising that a routine monthly fee includes reconstructing the entire history. Any remediation is expressly scoped, with the affected records, approval process and responsibilities made clear before changes are implemented.

Keep recurring and periodic duties organised

The administration plan can identify relevant recurring tasks and periodic employer actions requiring attention. It records which dates are within scope and who monitors them. A one-off setup or review should not be mistaken for continuing supervision. If you want recurring support, the frequency and response arrangements are defined in writing.

The service does not automatically select a scheme, change contribution policy or provide advice to individual workers about their investments. Such questions need the appropriate professional route. We also separate pension administration from employment advice and payroll processing unless those services are included. This keeps the business clear about where to direct a question when it extends beyond the agreed administrative routine.

Agree the service and handover

Your agreed output can include processed records, a contribution reconciliation and an exceptions list. We identify actions completed, evidence retained and matters still awaiting employer or provider input. The report should make it possible to follow a difference through to resolution, rather than offering a general assurance that pensions have been dealt with.

Fees depend on workforce size, frequency, provider arrangements and any historical issues. The GBP quotation states applicable VAT and separate remediation or payroll work. Begin with employee numbers, scheme details and the current process, plus any urgent concern. We will clarify scope and protected access before receiving detailed records or committing to a first administration cycle.