Inform your staff about automatic enrolment

You must write to your employees after Xero has assessed them for automatic enrolment into your workplace pension, or if you are postponing that assessment. Set up signatory details and use Xero to let them know by email or letter.

How it works

  • On reaching your staging date, every time you process a pay run, Xero assesses all relevant employees for auto enrolment.
  • On posting a pay run, you will see a banner with a list of the employees Xero has assessed. Eligible employees who Xero has automatically enrolled into your pension scheme won't receive assessment in future pay runs.
  • You must write to all eligible employees to let them know that they are enrolled into your pension scheme.
  • You must also write to all employees who are not automatically enrolled as they may still wish to join your pension scheme.
  • You need to appoint one of your staff as a signatory before you can send written communication to employees on behalf of your company.
  • You can only generate an eligibility letter for staff who have an eligibility status assigned to them.
  • You can choose to postpone automatic enrolment up to 3 months from your staging date for all eligible staff, or just specific employees, but you must let them know about it.

Set up a signatory to send your communication

You need to appoint one of your staff as a signatory before you can send written communication to employees on behalf of your company.
  1. In the Settings menu, select General Settings.
  2. Under Features, click Payroll Settings.
  3. Click the Workplace Pension tab.
  4. Complete each of the fields:
    • Signatory Full Name
    • Signatory Role / Position
    • Signatory Email Address

These details will appear on the downloaded letter or email you send to your staff. This will tell them if they are, or are not, automatically enrolled into your pension scheme, or if you have postponed their auto enrolment assessment.

Write to your staff if you are postponing assessment

You can choose to postpone automatic enrolment assessment for a period of up to 3 months from your staging date for all your staff.

  1. In the Settings menu, select General Settings.
  2. Under Features, click Payroll Settings.
  3. Click the Workplace Pension tab.
  4. Select a Workforce Postponement Date for the date you want to postpone to.
  5. Enter signatory details if you haven't already entered them.
  6. Click Notify Employees.
  7. Check the boxes to select staff you wish to notify. This can be all or just specific employees.
  8. Select the format. Either:
    • Click Download Postponement Letter(s) to download and print letters for the staff you have selected.
    • Click Email Postponement Letter(s) if you have email addresses for all the staff you have selected.

    Notify employees of Postponement.

Write to your staff when you assess them for Automatic Enrolment

  1. When you see an alert about auto enrolment after you have posted a pay run, make a note of the employees Xero has assessed.
  2. Make sure you have Set up a signatory to send your communication.
  3. In the Payroll menu, select Employees.
  4. Select the employee you wish to contact.
  5. Select the Pension tab.
  6. Click Download Eligibility Letter, or if you wish to email them and have already entered an email address in Xero, Email Eligibility Letter.

Xero generates an eligibility letter for you to print and send, or sends an email to the employee automatically.

What happens next

If you have set up auto enrolment, you won't see any changes until you post your first pay run with dates later than your staging date.

If you have chosen to postpone assessment for auto enrolment, then you will only see changes on the first pay run with dates later than your postponement date.

In both situations, once you post a pay run with pension contributions in it, you will be able to view a Pension Contribution Report and file your pension contributions.