How do I add new employees?

Select the Account Login option at the top right hand corner of the screen, then the Employer Login option.

Enter your username and password.

Employee details can be added to your online account using 3 different options:

• Add a single employee using an online form.
• Upload employees using a .csv file – this is recommended if you have a large number of employees to add on.
• Complete a data grid – the grid can be used to add any number of employees.

Add a single employee using an online form

If you are adding one employee you can use our online form.  Once you have logged into your account, choose Add a single employee.

Complete all the relevant details:

*First Name
*Surname
*Date of Birth
*National Insurance Number
*Gender - Choose Male or Female
WPT Occupation - Select the most appropriate
CF Details - Leave this option ticked
Scheme Start Date - Date on which the employee joins the Pension Scheme
Payment Frequency - Choose Weekly, Fortnightly, Four Weekly or Monthly
Salary  - Enter the normal gross salary per payment period selected (eg weekly)
Address - If you are entering a UK address, enter the House Number and Postcode and click Search to select the address from the list provided. If your address is not found using this search facility, or if you are entering a non UK address, you can manually enter the address details in the fields below the address finder:

*House Number/Name
*Address
*Town
Postcode (UK Only)
Area Code (Non UK)
Country

*Mandatory Fields

If the employee is not already on the system, the new record will then be pending approval by Workers Pension Trust and we will be notified automatically. You will not be able to view the employee’s details until we have checked and approved the record.

If there is already an exact match on the system, select Post Adjustments to complete the process.

NB If the employee needs to be set up with different pension contributions than is configured on your account for other employees, you can update the contribution levels for this individual employee. 

Upload new employees using a .csv file

If you have a number of employees to add, enter their details using a .csv file. The file format is provided below:

*Required Fields 

The file should be saved in .csv format (*.csv Comma delimited).  

When the file is ready, choose Add new employees from a CSV file from the options available on the My Profile page.

You will then be requested to choose the .csv file you wish to upload. When you have chosen the file, click on the Upload button.

You will see an 'X' if data is incorrect or incomplete and a 'Tick' if the data has been completed correctly.

You must also run the address checker for each record to complete the validation process, by clicking the Address Checker button at the end of each row. 

You can save your work before all the data has been validated by clicking Save & submit later.

Once all data has been validated select Save & submit now. We will then check the pending employee data before posting to the system. You will not be able to view the employees' detail until we have approved the records.

Add new employees using the data grid

The data grid can be completed as follows:

1. Data is entered directly onto the screen.
    
2. Data can be entered by copying the information from an Excel file and pasting into the box below the data grid, then selecting Enter. Data in the Excel file must be in the same order as the table above.
   
   NB This will clear any data you have already entered into the data grid.
   
   If you wish to keep data already entered into the data grid, click Save and submit now before pasting new data.

Validating data in the data grid

Before the data in the grid can be approved you must check the validation for all fields.

You will see a 'X' if data is incorrect or incomplete and a 'Tick' if the data has been completed correctly.

You must also run the address checker for each record to complete the validation process, by clicking the Address Checker button at the end of each row. 

You can save your work before all the data has been validated by clicking Save & submit later.

Once all data has been validated select Save & submit now. We will then check the pending employee data before posting to the system. You will not be able to view the employee details until we have approved the records.