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Aviva Corporate PlatformEmployer administration guide

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Contents

Introduction and overview

User profiles and access rights 3

Section 1 Login for the first time 4First login screen 4Change your password 4Choose your memorable word 5Forgotten password 5Accept terms of use 5Login again 5

Employee benefit scheme dashboard 6Summary of information available 6Scheme management 7Product mix 8Investment choices 9Asset allocation 10

Section 2

Employer schemes 11Scheme summary 11

Upload payroll 12Upload contributions file 12Select existing template 12Create new template 13Review and submit 14

Contribution history 16 Search criteria 16

Contribution history – search results screen 17

Joiners and amendments 18Reports and history 18

Scheme leavers 18 Input leaver details 18

Bulk leaver upload 19

Account maintenance 23Change password and memorable word 23

Section 3

Contact us Back cover

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Introduction and overviewMy Money offers the following products, and your employer will have chosen one, or a combination of the products, to make up the scheme:

• Pension Account• Cash ISA• Stocks & Shares ISA• Investment Account

If you would like to know more about any of the above products, please contact your Aviva Client Relationship Manager, or your HR department in the first instance.

This guide has been created to help you manage the set up and administration of your employer’s My Money scheme on the Aviva Corporate Platform. It will help new administrators to set up and manage their scheme, understand the management information available to them, upload members and payroll information, and edit member details as required.

User profiles and access rightsYour employer’s scheme has been set up in a way that allows you to view, or view and update, only the screens necessary to perform your role. Access to member and scheme information is restricted. In this way, company and personal information is protected from unauthorised use. If you wish to add a new user to administer your employer’s scheme, please request a User access request form from your Aviva Client Relationship Manager. Alternatively contact our Customer Services team on 0345 604 9915 between 8am and 5.30pm Monday to Friday.

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Section 1

Login for the first timeWhen your employer set up the My Money scheme, they defined access profiles for administration staff and provided Aviva with email address details for those users. Individual usernames and temporary passwords, together with the website address, have been emailed to nominated administration users.

First login screenOn the first login, you will be prompted to change your password.

Change your passwordAfter changing your password you will be asked to set up a memorable word. You will be asked for 3 characters from your memorable word each time you log in.

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Choose your memorable word

Forgotten passwordIf you forget your username, please call us on 0345 604 9915. If you forget your temporary password, click on the ‘Forgotten password’ link, and we will send you an email with a new temporary password.

Accept terms of useAfter completing login, you will be asked to read and accept the Terms of use for the Aviva Corporate Platform. You cannot enter the website until you have ticked the box to confirm you have done this.

Login againEach time you login, you will need to enter your username and password, and correctly enter 3 characters from your memorable word. You will then be taken to the Employee benefit scheme dashboard for the Home page.

Click here to accept the Terms and conditions of use

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Employee benefit scheme dashboard

Summary of information availableHere you can see management information that will help you to monitor how employees in the scheme are using the products available through My Money. Each of the dashboard tabs has a different function:

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Scheme managementSummary – if you click on the name of the employer, a drop-down table shows how many employees have joined each of the schemes offered, the participation rates for each scheme, the number of new joiners and the total value of contributions paid.

Click here to reveal scheme details

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Product mixProduct mix – shows a breakdown of how the products available to the scheme are being taken up by your employees. Select a scheme, and you will see the product mix by the value of product holdings and also by the number of members. There is a graphic and a tabular view. If your employer has more than one scheme, use the filter tab to select the one you wish to view.

Filter tab for multiple schemes

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Filter tab for multiple schemes

Investment choicesInvestment choices – shows the investments employees have chosen, displayed by the monetary value, and also by the number of members. Again, there is a graphic and a tabular view.

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Asset allocationAsset allocation – the range of funds where the scheme assets are invested, displayed by product and either percentage or monetary value.

Click here to change the view

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Section 2

Employer schemes

Use the left hand menu to display information about:

• products and tools available to your scheme

• contact details we hold for your employer

• employer bank account details

• product default settings

• investment funds and investment programmes available to your scheme

• scheme annual management charges

• remuneration

• the contribution structure for your scheme

Scheme summary

Click in this panel to reveal detailed information about the scheme.

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Upload payroll

When you have created your payroll file, you can upload the file on this screen. You will need to use either an existing template or create a new template to do this. Note: you should ensure you have applied the correct tax treatment to any ISA contributions made from an employee salary.

Step 1 – Upload contributions file

Step 2a – Select existing templateTo use an existing template, click on ‘Select’ and then ‘Upload contributions’.

Click on ‘Create new template’ to reveal the following screen

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Step 2b – Create new templateHere we show you the headings you will need for the contribution file. Please ensure you have included all mandatory headings in your template, and that you carefully review the file summary, dealing with any error messages before saving the template and uploading the file.

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Step 2c – Review and submitOnce created, your template can be selected and uploaded here:

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Step 3 – Review and submitHere you can review any successful records and amend ones that were not uploaded successfully. Any members that you marked as leavers in the file will now be ready to upload using the joiners and amendments file on page 18.

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Contribution history

Here you can search for and view contribution files, sorted by product or individual member, within a specified date range. The results will be displayed beneath the ‘Search’ button.

Search criteria

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Contribution history – search results screen

You can download the search results as a .csv file if you wish.

Click here to download file

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Joiners and amendments

Here you can produce reports about new joiners to the scheme, and also see any recent payroll amendment requests received directly from existing scheme members. You can also view reports you have created in the past.

Reports and history

Scheme leaversSearch for a member here, and input their leaving or retirement date. You can only complete this action once you have confirmed that the leaver’s final contribution has been made.

Input leaver details

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Bulk leaver upload

Here you can tell us when employees have left your company through uploading a file.

Step 1 – Once you have created your file you can upload it on this screen.

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Step 2– To use an existing template click on the template which will be displayed. Alternatively if you have not previously created a template click on create new template.

Step 2a – These are the headings you will need for the bulk leaver file. Please ensure you have included all mandatory headings in your template and that you carefully review the file summary, dealing with any error messages before saving the template and uploading the file.

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Step 2b – Now select the template you have just created and click ‘upload members’. You will see the below screen as the system validates your spreadsheet.

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Step 3– Here you will receive confirmation as to whether the updates have been accepted or not. In the above example an account number was missing. You can then either correct the error on the spreadsheet and re upload or download to a spreadsheet for later. You can then either submit the accepted records or cancel. In the below example all records were successful.

You will then see on screen confirmation, and appropriate leavers documentation will be issued.

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Account maintenance

Change password and memorable wordOn the Home page, click on the Security settings icon at the top right of the screen.

Home – Security settings

Select either ‘Change password’ or ‘Change memorable word’ and follow the simple steps.

Change your password

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Change your memorable wordIf you wish to change your memorable word, you can reset it on this screen.

Click here to view options

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www.friendslife.co.uk/doclib/my_money_example_contribution_file.pdf

www.friendslife.co.uk/doclib/My_Money_example_data_requirements_joiner_file.pdf

Notes

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Notes

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NGS401/A MM30700 04/2019

Aviva Pension Trustees UK Limited. Registered in England No. 2407799. Authorised and regulated by the Financial Conduct Authority. Firm Reference Number 465132.

Aviva Life & Pensions UK Limited. Registered in England No. 3253947. Authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority. Firm Reference Number 185896.

Aviva Investment Solutions UK Limited. Registered in England No. 6389025. Authorised and regulated by the Financial Conduct Authority. Firm Reference Number 515334. These companies have their registered office at: Aviva, Wellington Row, York, YO90 1WR.

Telephone 0345 602 9189 – calls may be recorded. www.aviva.co.uk

Contact us

If you experience any difficulty whilst using the Aviva Corporate Platform, please contact your Aviva Client Relationship Manager or call our Customer Services team on 0345 604 9915. The helpline is available Monday to Friday between 8am and 5.30pm. Please note Aviva may record calls to improve service. You can also email us at: corporateplatform@aviva.com

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