This is a two-step deactivation process that requires actions from:
The admin person who manages the Kota account
The person who manages the payroll file for your company - maybe this is you, or your accountant
Deactivating UK pension on Kota
Deactivating UK pension on Kota
Deactivating on Kota is straightforward and is done in the exact same way you delete any other team members from Kota:
Go to People page and click on the pencil icon right next to the team member you'd like to deactivate
Click on the 'Deactivate' button on the top right, add a date and reason for leaving, and confirm.
Deactivating UK pension with the provider (Smart Pension)
Deactivating UK pension with the provider (Smart Pension)
Please note: Only add an employee end date for an employee on Smart after the last contribution is submitted for this staff member.
The date the employee leaves (their employment end date) needs to appear on your payroll. Otherwise Smart Pension will assume this employee is active and contributions are due for the coming month.
Employee data can be updated manually on Smart Pension or via your payroll submission, either using PAPDIS csv or API.
You can also add the employee end date on Smart Pension direction by actioning the below from your Smart Pension account:
- Menu > Scheme Setup > Employees - Select the employee and add in the exit date & reason ( which is left employment) It will automatically update the employee record and cease their membership so Smart Pension know there are no further contributions due to the scheme for that employee.Here's some more detail on how to edit employee details on Smart Pension.
When all these steps have been completed correctly, Smart Pension will reach out to your recently exited employee with their options.
If your only employee in the UK is leaving, you'll have to deactivate your auto-enrolment pension scheme with Kota.