Transferring to a New Pension Scheme / Provider
If a pension scheme has already been assigned to existing employees, and you need to transfer them to a new pension provider, you can use the Pension Import tool to override the existing pension information.
This process should be completed at the start of a new pay cycle, in the period when the new scheme comes into effect.
1. Create the new pension scheme
Go to ‘Settings > Pension’ and create the new scheme.
For detailed steps, see this article on creating a new pension scheme.
2. Prepare the employee pension import
Once the new pension scheme has been created, you can update employee pension record(s) in bulk using the import tool.
Navigate to:
Employees > Import / Export > Import pensions
Here you can either:
‘Download import file’ to populate your data in an .xlsx file, or
Select ‘I want to input data manually’ - to enter the data directly on-screen.
Tip: When importing in bulk, it’s recommended to test the import using a single employee record first. This ensures the import behaves as expected before applying changes to multiple employees.
3. Populate the import file
Below are examples showing how each column should be populated:
Mandatory fields:
- Employee ID
- Pension Provider
- Employee (EE) Contribution Amount
- EE Contribution Unit
- Employer (ER) Contribution Amount
- ER Contribution Unit
If you choose to use your own column headings, UK Payroll will automatically attempt to match them. To improve accuracy, use headings similar to the default ones. A preview screen will allow you to review and confirm header matching before final submission.
4. Validate and submit
After uploading your file:
Select Yes to submit.
To quickly validate your data, toggle ‘Show only rows with errors’.
Review and correct any errors at the row or cell level as needed.
Best practice
- Always test imports with one or two employees before bulk updates.
- Keep a record of your original data before making pension changes.
- Ensure all mandatory fields are populated correctly to avoid import errors.