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For Advisers, Trustees and Employers only

e-serve Online Pension Management

Online guide

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Prospective members

A summary of functions

Under the prospective members section you can:

• Add a member

• Return to complete a partly completed

member

• Print an application form or cover sheet

• Prepare an illustration

• Load member data

• Submit one or more members to a

scheme.

Go into your scheme by clicking ‘Find Scheme’.

Click on ‘Prospective members’.

If any member details have been entered, but

those members have not yet been submitted,

there will be a note of such members here.

‘Incomplete members’ are those awaiting

completion of information before they can be

submitted.

‘Completed members’ are those members

where all the details have been entered, but they

have not yet been submitted for membership.

‘Submitted members’ are those members who

have been completed and submitted to Aviva for

membership.

Click on ‘add member’ to enter a new member’s

details:

In order to save a member’s details the

Forename(s), Surname, National Insurance

number and Date of Birth must be entered.

Notes for adding members (either by ‘add

member’ or ‘load member data’):

• Title and gender must also be selected.

• Telephone numbers, email address and

client reference are optional.

• The member’s address must be entered,

including the postcode.

• The total investment choice must total 100%.

Please complete all appropriate details and click

on ‘save and continue’.

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If any information is required, but has not been

entered please check the message that will

appear. Click on ‘go back and fix errors’ and

make the necessary changes.

Click on ‘save and continue’.

If you are ready to submit the member click on

‘submit for membership’.

The ‘print application form’ and ‘prepare

illustration’ buttons will appear before and after

the member has been submitted.

Prepare an illustration

To prepare an illustration based on the details

entered, click on ‘prepare illustration’.

You will also need Adobe Reader to download the

illustration.

Print the illustration then click the ‘back’ button to

return to the previous page.

If an illustration is required based on different

details please refer to the Illustration section

of Aviva e-serve.

Load member data

To avoid typing in large amounts of data when

submitting lots of members, prepare a file of all of

the details which can then be loaded onto the

Aviva e-serve website.

The format of your file

The file should be in a .csv or .txt format. Typically

the file can be obtained from your payroll software

or by importing the information into an Excel

spreadsheet and saving the file as .csv or .txt file

type.

Always keep the column layout of your file the

same, if it does change you will need to set up a

new template. Column headings on the first row

are acceptable. Do not include any punctuation

marks especially commas after thousands (i.e.

1,500). Do not include any other information on

the file such as column totals.

Please note: it is not possible to load fund

choices, the default fund choice will be selected.

If any members have made their own fund choice

you will need to update each member before they

are submitted. Please refer to the ‘return to a

partly completed member’ section.

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Click on ‘load member data’.

If you have already set up a template, please skip

to page 5 of this guide.

If this is the first time you are loading a file click

‘template manager’. The template manager maps

the columns of information on your file to the

appropriate place on the website.

Click on the ‘Browse’ button to locate your file to

be loaded.

Select the ‘Field separator’ from the drop down

menu depending on the format of your File.

Click on the ‘create’ button to create a new

template.

Type the name of your template in the appropriate

field.

The columns from your file are shown on the left

hand side. You now need to match the column

names with the drop down menu options on the

right hand side.

Now your template has been set up you can load

your data.

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Once you have set up your template for

loading the file:

Click ‘Browse’ to find your file, select your

template, your field separator and select whether

column headings exist on your file. Click on ‘read

file’.

You will be shown whether there were any

problems reading your file.

To identify any errors click on ‘view details’ next to

the number of rejected records to see the reason

for the problem.

Rejected records are those records from your file

that will not load onto the website.

Accepted records are ready to load onto the

website.

Click on ‘back’.

To make amendments to your file prior to loading,

click ‘cancel’ to return to the template and file

selection.

To view the accepted records click on ‘view

details’ to the right of the ‘number of accepted

records’. Please check these details by clicking

on the members name for more details and then

click ‘back’.

When you are ready to load the accepted records,

click on ‘load accepted records’. Any rejected

records will not be loaded.

The accepted members have now been loaded

and can be submitted.

If you would like to view the members that are

ready to be submitted, click on ‘view details’ to the

right of ‘number of members ready to be

submitted’.

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If you are ready to submit the members, click on

‘submit for membership’.

Please remember: It is not possible to load fund

choices. If any members have chosen their own

funds they will need to be updated before

submission.

Click on ‘confirm’.

The members that were successfully loaded have

been submitted.

If there are any member records that have been

manually set up or loaded but are incomplete,

click on ‘incomplete members’.

To edit an individual’s data, click on their surname

and make the necessary changes.

Click on ‘save and continue’.

The member is ready to be submitted.

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Submit a member to a scheme

Click ‘submit for membership’ to submit an

individual member to a scheme.

The member has been submitted. A reminder to

send the signed application form will appear, (not

applicable for streamlined cases).

It is also possible to submit multiple members in

one action’.

If multiple members are shown as ‘complete’ click

on ‘submit for membership’.

All of the ‘completed’ members will be listed. Click

on ‘confirm’ to submit all of the members.

The members have been submitted.

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Aviva Life & Pensions UK Limited. Registered in England No. 3253947. Registered office: Aviva, Wellington Row, York, YO90 1WR.

Authorised by the Prudential Regulation Authority and regulated by the Financial Conduct

Authority and the Prudential Regulation Authority. Firm Reference Number 185896. Telephone 0345 602 9189 – calls may be recorded. www.aviva.co.uk MPEN18/A 03/2019

For more information

If you have questions or comments about https://www.avivaeserve.co.uk/, please contract your Local Aviva consultant or call our New Generation

Pensions helpline on 0345 602 9221. Alternatively, for Pension Website Queries, call 0345 602 6987 or email: ngp.questions@dgaviva.com