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 Error Messages

The Papdis process assumes your payroll application can assess your employees and then calculate their pension contributions. Once this is complete, you need to export a compatible file, known as a pre-assessed file or a pre-calculated file, using the Papdis 1.0 standard. This page describes some of the errors that you might face if you have exported a file that is not accepted first time.

Before uploading a file, please make sure that all the columns in your file exactly match the example file on here payroll support.

Having uploaded a file, each file is given a state. The state is a quick way to see if the file imported correctly or not. You can view the details of the import or download the file again. Below are the meanings of each state.

Success

Should all details in the file be correctly imported then the state of the file will be 'Success'. Well done you! If your file includes contributions, you can see successfully imported contributions in the Pending Contributions table in the Payroll section.

Partial success

If some of the details were imported correctly but others failed the state of the file will be shown as 'Partial success'. For example, this can happen if the employee details were located and updated correctly, but there was a problem with their contribution information. We treat both actions separately for each member meaning this update was partially successful. You can edit the file to correct the issue and then upload it again. This will be treated as a new file and you can see if it is then successful.

Fail

If the contents of the file could not be imported the file state will be marked as 'Fail'. Click the view button to see the reported errors. If we couldn't provide an error it is likely the file format is not correct. We can only provide errors for files we can read.

This page describes what may be wrong if the state of your file is Fail.

1. Locating your EmployerID

The Papdis file needs to include your unique EmployerID. This ID is called the Company Slug and can be found in your account under Company Details.

Click here to find your ID: Company Details > Update Company > Company Slug

EmployerID Column C
EmployerID
Company Slug in Company Details
Company Details

2. Are all required fields filled out correctly?

All rows need to have the same number of fields completed. Certain columns are mandatory so you must make sure that all required fields are completed.

In this example the group field (which is a required field) has been added to the first two rows, but left out on the last row (D4). The same logic applies to the other fields like dates, or contributions, double check your file for any missing fields. Check you have completed each one correctly using the example file on our payroll support page.

Missing fields = D4
not valid
No missing fields
valid-cells

3. Are there too many rows in your file?

Much like the point above, having too many fields is also a problem. This example is an obvious one, it makes sense that you might want to double check your contribution total before uploading it and therefore SUM the column first.

If you do this you create a new row and then when we import the file we can't find the other relevant columns for this row and the file is rejected. Remove the extra cell and the file will upload correctly.

Too Many rows = AK5
Too many rows
No missing fields
Correct number of rows

4. Are you using a correct pay period?

We accept a variety of pay periods and frequencies. Be it a tax month or a calendar month, or weekly or bi-annual pay we don't mind. All we care about is that there are no missing pay periods and importantly you are using the same calendar as us.

As the poem goes; thirty days hath September, April, June and November. All the rest… Get this bit wrong and the file wil be rejected!

This kind of error can happen if your pay runs are near identical so you upload last months file with a few minor changes but forget that the current month has more or fewer days in it.

Invalid Month = G4
Invalid month
Correct Month
Valid month

Quick check list

Check the list below and make sure your file includes these details or is formatted to suit.

  • File type: We support CSV or XML only. If your file is a PDF, XLS or DOC etc it will not be imported and the state of the file will be Fail.
  • Headers: Ensure you have copied the header names exactly. Click here to download a sample file to copy the header names.
  • Date format: Check you are using one of these date formats YYYY/MM/DD 2016/12/30 or YYYY-MM-DD 2016-12-30.
  • PensionProviderId. Always use: smartpension (lowercase). This is a static field and you should be able to add it as a description field in your payroll software.
  • EmployerId. This is your Smart Pension Company ID. You can find this number by looking in your account under Company Details > Update Company > Company Slug.
  • Group This 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 & EventCode. These are numeric values that are produced by your payroll application. If your payroll application does not provide these codes we can accept the equivilant word. i.e. 1 could also be Eligible Jobholder.

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.

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