Managing contributions and payroll integration
Use our step-by-step guide to upload, validate and pay pension contributions.
How to upload and process contributions
Submit accurate information for every pay run using this straightforward guide.
Follow the steps below to upload and process contributions, connect your payroll, fix common errors and pay on time.
Step 1. Prepare your payroll data
- Run payroll as usual.
- Check starter and leaver details, qualifying earnings and contribution rates.
Keep in mind: If uploading CSV file, ensure the data is in a People’s Pension compatible file format: Excel (.xls, .xlsx).
Step 2. Choose your submission method
Select one of the methods listed below. Using the same method consistently helps to reduce errors and avoid duplicate or missing data.
- Payroll integration through Application Programming Interface (API) or middleware.
- CSV file upload.
- Manual data entry – ideal for small employers.
Supported payroll software and integration methods
Choose the approach that best fits your payroll setup.
Step 3. Upload your file or send from payroll
Keep in mind:
- If uploading, select the correct pay period and schedule.
- If using direct integration, refer to your payroll software provider's guidance.
Step 4. Step Review and fix errors
Ensure you resolve all critical errors before approving payment. If any errors are returned, download the error report, correct your payroll data or file and re-submit.
Step 5. Approve and pay
Once your schedule is accepted, make the payment manually – or allow automated collection, if this is enabled. Keep an eye on collection timelines so payments arrive by the due date and you remain compliant.
Popular upload errors
Most upload issues are straightforward to fix. Use our errors list to quickly identify common problems and get your submission back on track.
Adjustments, refunds and corrections
Occasionally, you may need to adjust data or make corrections to contributions. The scenarios below explain how to address many common issues.
Starters and leavers.
Correctly report enrolment dates of joiners, and the last day of service/last contribution date of leavers. This helps prevent incomplete records or members remaining active incorrectly.
Opt-outs and refunds.
Employees who opt out within one month of enrolment are entitled to a full refund of contributions. Process the refund through payroll in the next run. The pension will return any contributions already received.
Overpayments.
Where contributions have been overpaid, request a refund or agree how the credit will be offset against future schedules.
Underpayments or missed periods.
Submit any missing contributions as soon as possible and make payment promptly. In cases of repeated or significant delays, under law, we may be required to notify The Pensions Regulator (TPR).
Direct Debit and payment options
There are a few payment options, depending on your technology capabilities and scheme size.
Direct Debit (recommended).
Direct Debit allows contributions to be collected once a schedule is approved. We offer automated collection on, or just after, your chosen date.
Other providers may require you to approve each schedule before funds are collected. Allow up to five working days from approval to receipt and plan uploads accordingly, so money arrives by the due date.
Bank transfer / direct credit (e.g., BACS or Faster Payments).
We offer this option by request, and is considered on a case-by-case basis. If used, please ensure payment references match the schedule to avoid allocation delays. Transfers must still arrive by the statutory deadline.
