About

Payroll Compatible Auto Enrolment Solutions

We are compatible with a wide variety of payroll providers some of which have intergrated directly
with us for one click data submission via the Smart Pension API, or offer pensionsync.

Papdis 1.0 / pre-calculated contributions

To upload pension contributions that have been calculated by your payroll software, we use the Papdis 1.0 standard. You can submit contributions and employee details to us in this way using a .CSV file from a report generated within your payroll application.

Papdis is a standard that was developed by a group of payroll and pension providers so it is likely that your payroll application can already produce a Papdis 1.0 .csv. If not this page explains how to build a compatible file.

Below is an example of the Papdis 1.0 standard exported as a CSV file.

Example Papdis 1.0 CSV file

Use the scrollbar to view all the columns in this example sheet.

We will use this example to explain a few of the basic fields and how the values within each cell need to be formatted.

file_download Click here to download a copy of this CSV file.

1. Prepare your Papdis 1.0 CSV file for upload.

This video is a walk through guide on how to prepare a Papdis CSV file. Your payroll software should be able to produce a correctly formatted file for you, but this video helps ensure it goes through first time. We also recommend reading the tips and details further down this page after having watched the video.

2. How to upload a Papdis 1.0 CSV file.

Use this video to understand how to upload your Papdis CSV file to your Smart Pension account.

More Demo Videos

Basic rules

A single Papdis file can be uploaded to complete several tasks. As you upload the file we will publish the results as well as list any errors.

All rows are processed separately, should some rows be successful but others fail you only need to submit the failed results again.

Usage

  • Use your own payroll application to assess your staff.
  • Create and Update existing employee records.
  • Submit pre-calculated pension contributions.
  • Include assessment results and we will write to your employees with the relevant statutory letters.
  • Set your pay period start and end date, we accept: Weekly, Fortnightly, 4 weekly, Monthly, Quarterly, Bi-annual, Annual
  • Once uploaded you can edit or delete records if you have made a mistake.
  • Pension contributions are deducted on the 6th of the month so this is the deadline for making changes.
  • Submit Opt Out or employee leave dates as part of the same file.

Useful Tips

  • Ensure you have copied the header names exactly.
  • You can use various date formats YYYY/MM/DD 2016/12/30 or YYYY-MM-DD 2016-12-30
  • PensionProviderId: smartpension (lowercase)
  • EmployerId this is your Smart Pension Company ID. Find your number under Company Details > Update Company.
  • Group is a required field. You can create different contribution groups (managers, sales etc) within your Smart Pension account, add the group name per employee to this field. If you don't want to use groups then just add the word default (lowercase) to this field for each employee.
  • EmployeeId this is your internal reference for your employees. Typically this is your payroll reference. This has to be unique to avoid creating duplicate records. If you have existing employees set up in your Smart Pension account, update their employee profile with your payroll reference before you upload your Papdis file.
  • AssessmentCode & EventCodes are numeric values that are produced by your payroll application. If your payroll application does not provide these codes we can accept the equivalent word. i.e. 1 could also be Eligible Jobholder. Details below.
  • Postcodes have to be formatted correctly. Check that the postcode is complete and includes a space.
  • Updating and creating employee records using Papdis. When uploading a Papdis file you can change employee details stored on the Smart Pension account with new details i.e. employee home address. You can also create new employees using the Papdis file. Just make sure they have not been set up on the Smart Pension account first.

What are Assessment & Event codes?

As you assess your employees your payroll application will produce an assessment category, these are given assessment and event codes. These codes are described in the table below.

  • Assessment & Event codes

    Click here to see each code

    Assessment Code Event Code Meaning
    0 – Excluded 0 – Not an enrolment event An individual who has not and does not need to be assessed and who is either already a member of a scheme or who is not a member of any scheme.
    0 – Excluded 1 – Automatic enrolment / re-enrolment Not applicable – EventCode should be disregarded.
    0 – Excluded 2 – Opt-In Not applicable – EventCode should be disregarded.
    0 – Excluded 3 – Voluntary Joiner/Joiner A voluntary joiner who has not and does not need to be assessed (e.g. an excluded worker, a company director or a pre-staging company employee).
    0 – Excluded 4 – Contractual Enrolment Either a worker pre-staging or an excluded worker (e.g. an overseas resident) who is contractually enrolled.
    1 – Eligible Jobholder 0 – Not an enrolment event An eligible jobholder being contractually enrolled and either: • has previously Opted-out or ceased membership, but only needs to be assessed on re-enrolment, or • is under a period of postponement.
    1 – Eligible Jobholder 1 – Automatic enrolment / re-enrolment An eligible jobholder being automatically enrolled or re-enrolled.
    1 – Eligible Jobholder 2 – Opt-In An eligible jobholder who has elected to Opt-in to an Automatic Enrolment scheme and either: • has previously Opted-out or ceased membership, but only needs to be assessed on re-enrolment, or • is under a period of postponement.
    1 – Eligible Jobholder 3 – Voluntary Joiner/Joiner An eligible jobholder who has agreed to join a different level scheme instead of the default automatic enrolment scheme.
    1 – Eligible Jobholder 4 – Contractual Enrolment An eligible jobholder being contractually enrolled and either: • has previously Opted-out or ceased membership, but only needs to be assessed on re-enrolment, or • is under a period of postponement.
    2 – Non-eligible Jobholder 0 – Not an enrolment event A Non-eligible jobholder, whether in postponement or not, until a future assessment deems them an Eligible Jobholder, an Entitled Worker or an excluded worker. They may or may not already be a member of a pension scheme.
    2 – Non-eligible Jobholder 1 – Automatic enrolment / re-enrolment A Non-eligible jobholder being immediately re-enrolled (eg they are/were a member of a pension scheme which has become non-qualifying and so they are being enrolled into a new AE scheme).
    2 – Non-eligible Jobholder 2 – Opt-In A Non-eligible jobholder who has elected to Opt-in to an Automatic Enrolment scheme, whether in postponement or not.
    2 – Non-eligible Jobholder 3 – Voluntary Joiner/Joiner A Non-eligible jobholder who has elected to join a different level scheme instead of the default automatic enrolment scheme.
    2 – Non-eligible Jobholder 4 – Contractual Enrolment A Non-eligible jobholder being contractually enrolled.
    3 – Entitled Worker 0 – Not an enrolment event An Entitled Worker, until an assessment deems them an Eligible Jobholder, Non-eligible Jobholder or an excluded worker. They may or may not already be a member of a pension scheme.
    3 – Entitled Worker 1 – Automatic enrolment / re-enrolment Not applicable – EventCode should be disregarded.
    3 – Entitled Worker 2 – Opt-In Not applicable – EventCode should be disregarded. A worker who requests to join or Opt-in, who is then assessed as an Entitled Worker is deemed to have made a request to Join a pension scheme (which does not have to be a qualifying or AE scheme, although the employer is free to allow this if they wish) – and so EventCode 3 should be used for this.
    3 – Entitled Worker 3 – Voluntary Joiner/Joiner An Entitled Worker who requests to join a pension scheme (see meaning of Opt-in for an Entitled Worker above).
    3 – Entitled Worker 4 – Contractual Enrolment An Entitled Worker being contractually enrolled.
    Blank 0 – Not an enrolment event An individual who is either already a member of a scheme or who is not a member of any scheme – where no worker category has been provided or is unknown.
    Blank 1 – Automatic enrolment / re-enrolment An eligible jobholder being automatically enrolled/re-enrolled or a Non-eligible jobholder being immediately re- enrolled.
    Blank 2 – Opt-In A jobholder (eligible or non-eligible) who has elected to Opt-in to an Automatic Enrolment scheme, whether in postponement or not.
    Blank 3 – Voluntary Joiner/Joiner A voluntary joiner of unknown worker category.
    Blank 4 – Contractual Enrolment An individual of unknown worker category being contractually enrolled.

For further error messages information please click here.

For further details see the documents below that outline each specific field and the values we expect to receive per employee.

Download Papdis documentation

For detailed instructions on how to produce this report in your payroll application click the links below. If you have not done this before we recommend asking your payroll provider for help producing this report.

Click the buttons below to download the necessary files.

Other options to calculate and submit pension contributions.

Smart Pension Assessment

Not all payroll software comes with the ability to assess your employees and calculate their pension contributions. You may need to buy an extra module or switch provider. If you don't want to do this you can use our tools to carry out the same tasks and download the results back into your payroll software.

Learn More

One-Click Payroll

If you want an easy life then choose a payroll provider that has integrated with our API which means you can submit your pension contributions at the click of a button. This works just like RTI submissions to HMRC, only the pension contributions go directly to your Smart Pension account and we do the rest.

Learn More

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