SSAS Pension Administration
A practical guide for administrators using the SSAS pension administration software.
The SSAS administration workflow
Follow the workflow in sequence when setting up and administering a scheme. Individual tasks can also be used as quick-reference guides.
Create the scheme, members, employers, advisers, accountants, bank accounts, and configure scheme access, notes, and tasks.
Initiate and complete the workflow for transferring existing pension assets into the SSAS.
Import bank feed activity and allocate cash contributions and pension transfers, including specific employee and employer contributions.
Set up property investments, import property transactions, and allocate them correctly.
Create loan investments and manage loan repayment schedules and transactions.
Crystallise funds, allocate PCLS, process pension payments, and manage post-crystallisation income.
Process pension payroll, calculate PAYE, and submit RTI information to HMRC.
Complete year-end administration, process outward payment instructions, and generate scheme reports.
Configure email integration to send and receive scheme mail directly from the Mail module.
How to use each section
Each task explains the purpose, when it is used, the information required, the recommended process, validation points and final administrator checks.
Create a New SSAS
Create a new SSAS scheme in the software.
How to Create a Scheme
From the left-hand sidebar, click Schemes.
Click Create Scheme.
Complete the Create Scheme form and enter the applicable scheme information in each section.
Click Save Scheme at the bottom of the form.
Confirm that the scheme has been created successfully.
Create a New SSAS Walkthrough
General Information
| Field | Description | Required |
|---|---|---|
| Administrator | Select the scheme administrator. | Yes |
| Consultant | Select the scheme consultant. | Yes |
| Scheme Name | Enter the SSAS scheme name. | Yes |
| Scheme Status | Select the scheme status. | Yes |
| Is Takeover | Select if the scheme is a takeover scheme. | No |
| Is The Company Dormant | Select if the associated company is dormant. | No |
| Pooled Scheme | Select if the scheme is a pooled scheme. | No |
Scheme Specific Details
| Stages | Select the applicable scheme stage. |
| Commencement Date | Enter the scheme commencement date. |
| Normal Retirement Age | Enter the applicable normal retirement age. |
| Independent Trustee | Select the independent trustee where applicable. |
| Practitioner | Select the applicable practitioner. |
Tax & Financial Information
| Partnership Tax Reference | Enter the partnership tax reference where applicable. |
| Tax Registration Date | Enter the tax registration date where applicable. |
| Tax Year Start Date | Enter the tax year start date. |
| Tax Year End Date | Enter the tax year end date. |
Regulatory & Compliance
| SSAS Policies | Select the applicable SSAS policy. |
| PSTR | Enter the Pension Scheme Tax Reference. |
| TPR Number | Enter the TPR number where applicable. |
| Pensions Regulator Reference | Enter the relevant regulator reference. |
| Pensions Regulator Renewal Date | Enter the renewal date where applicable. |
Data Protection & ICO
| ICO Reference | Enter the ICO reference where applicable. |
| ICO Registration Number | Enter the ICO registration number. |
| ICO Renewal Date | Enter the ICO renewal date. |
Legal Entity Information
| LEI Number | Enter the Legal Entity Identifier where applicable. |
| LEI Renewal Date | Enter the LEI renewal date. |
Address & Miscellaneous
| Scheme Address | Enter the scheme address. |
Fees
| Renewal Month | Select the renewal month. |
| Quarterly Collection | Enter the quarterly collection amount. |
| Payment Method | Select the payment method. |
| Quarterly Collection Months | Select the applicable collection months. |
| Annual Admin Fee | Enter the annual administration fee. |
| Debit Notes | Enter any relevant debit note information. |
After completing the form, click Save Scheme at the bottom of the page. The new scheme will then be available from the Schemes section.
Add Members
Create a new member and add them to an existing SSAS scheme.
How to Add a Member
Open the required scheme.
Click + Participants.
Select Member.
Complete the Create Member form.
Click Save Member at the bottom of the form.
Confirm that the member has been added successfully.
Add Members Walkthrough
General Info
| Contact | Select the contact/person associated with the member. Required. |
| Date of Birth | Enter the member's date of birth. Required. |
| Gender | Select the member's gender where applicable. |
| Joined As Member Date | Enter the date the person joined the scheme as a member. |
| Status | Select the current member status. Required. |
Tax Legal Info
| National Insurance Number | Enter the member's National Insurance Number where required. |
| Unique Taxpayer Reference (UTR) | Enter the member's UTR where applicable. |
| Date Joined As Trustee | Enter the date the member became a trustee where applicable. |
| Date Joined As Member | Enter the date the member joined the scheme. |
| Age at Retirement | Enter the member's applicable retirement age. |
| Tax Relief Basis | Select the applicable tax relief basis. |
Pension Payment
| Pension Type | Select the applicable pension type. |
| Pension Payment Frequency | Select how frequently the pension is paid. |
| PAYE Administrator | Select the administrator responsible for PAYE processing. |
| Employer PAYE Reference | Enter the relevant employer PAYE reference where applicable. |
| Lifetime Allowance Protection | Select the applicable protection information. |
| Tapered Annual Allowance | Enable where applicable. |
| Pension Sharing Order | Enable where a pension sharing order applies. |
Payroll
| Tax Code | Select the member's applicable PAYE tax code. |
| Total Tax Free Cash Paid | Enter the total tax-free cash already paid where applicable. |
| Total Lifetime Allowance Used | Enter the relevant amount already used where applicable. |
| Postal Code | Enter the member's postal code. |
After completing the applicable sections, click Save Member at the bottom of the page. The member will then be available under the scheme's Participants section.
Annual Tax Profile
The Annual Tax Profile records a participant's tax-year contribution and tax information. It also provides the annual allowance and contribution allowance calculations used by the system.
Record tax-year contributions, taxable income, and tax paid to automate annual allowance limits, carry-forward eligibility, and unused allowance calculations.
Create a profile for each member per tax year upon scheme onboarding or when assessing member contribution headroom and tax relief.
Create an Annual Tax Profile
Open the required scheme.
Open the required Participant.
Click the Annual Tax Profile tab.
Click + Annual Tax Profile.
Select the Tax Year from the dropdown.
Enter the Tax Year Start Date.
Enter the Tax Year End Date.
Enter the Opening Contributions.
Enter the YTD Taxable Income.
Enter the YTD Tax Amount Paid.
Set Current Tax Year to Yes if the profile is for the current tax year.
Review the automatically calculated allowance and contribution fields.
Save the annual tax profile.
Tax Profile Entry Fields
Parameters entered manually when creating or updating the profile.
| Field | Description |
|---|---|
| Tax Year | The tax year for the annual tax profile. |
| Tax Year Start Date | The start date of the tax year. |
| Tax Year End Date | The end date of the tax year. |
| Opening Contributions | Contributions made by the member up to the point the annual tax profile is created. |
| YTD Taxable Income | Year-to-date taxable income used for tax estimation and payroll creation. |
| YTD Tax Amount Paid | Year-to-date tax amount paid, used for tax estimation and payroll creation. |
| Current Tax Year | Indicates whether the profile relates to the current tax year. |
Calculated Allowance & Contribution Fields
Calculations performed in real-time by the system engine.
| Field | Description |
|---|---|
| Total Contributions (YTD) | Automatically calculated year-to-date total contributions. |
| Annual Allowance Limit | Automatically calculated annual allowance limit. |
| Max Contribution Limit | Automatically calculated maximum contribution limit. |
| Effective Annual Allowance | Automatically calculated effective annual allowance. |
| Unused Allowance | Automatically calculated unused annual allowance. |
| Eligible for Carry Forward | Automatically determines whether the tax profile is eligible for carry forward. |
| Carry Forward Available | Automatically calculated available carry-forward allowance. |
| Excess Contribution | Automatically calculated contribution amount exceeding the applicable allowance. |
| Remaining Contribution Allowance | Automatically calculated contribution allowance remaining for the tax year. |
| Carry Forward Used | Automatically calculated amount of carry-forward allowance used. |
The allowance and contribution calculation fields are automatically calculated by the system and do not require manual entry.
Example Configuration
2026/27 Tax YearEnter the applicable participant information and save the profile. The system automatically calculates the annual allowance and contribution-related fields.
After entering the tax year parameters and verifying the opening values, click Save. The calculations will update immediately and be referenced in subsequent contribution and benefit allocations.
Administrator checks
Add Employers & Directors
Add an employer to the required SSAS scheme and maintain the employer relationship used for scheme administration.
How to Add an Employer
Open the required scheme.
Click Participants.
Select Employer.
Complete the employer details.
Add the relevant directors where required.
Click Save Employer.
The employer is then available for use in the relevant scheme administration workflows, including employer-related contribution processing.
Administrator checks
Add Employers & Directors Walkthrough
Add Financial Adviser
Add a financial adviser to the required SSAS scheme by selecting an existing adviser or creating a new adviser record.
How to Add a Financial Adviser
Open the required scheme.
Click Participants.
Select Financial Adviser.
Choose either an existing financial adviser or create a new adviser.
Existing Financial Adviser
- Search for the financial adviser by name.
- Select the required adviser from the list.
- Click Save.
Add New Financial Adviser
General Information
| Field | Description |
|---|---|
| Contact | Select the contact for the financial adviser. Required. |
| Company Name | Enter the financial adviser's company name. |
| Company Address | Enter the financial adviser's company address. |
| Is Trustee | Select whether the financial adviser is a trustee. |
After completing the details, click Add Financial Adviser.
After selecting an existing adviser or adding a new adviser, verify that the financial adviser is associated with the required scheme.
Administrator checks
Add Financial Adviser Walkthrough
Add Accountants
Add an accountant to the required SSAS scheme by selecting an existing accountant or creating a new accountant record.
How to Add an Accountant
Open the required scheme.
Click + Participants.
Select Accountant.
Choose an existing accountant or select Add New Accountant.
Existing Accountant
- Use Search Accountant by Name to find the required accountant.
- Select the accountant using the checkbox.
- Click Save.
Add New Accountant
Accountant Details
| Field | Description |
|---|---|
| Contact | Select the contact for the accountant. Required. |
| Company Name | Enter the accountant's company name. |
| Company Address | Enter the accountant's company address. |
| Is Trustee | Select whether the accountant is a trustee. |
After completing the details, click Add Accountant.
After selecting an existing accountant or adding a new accountant, ensure the accountant is related to the required scheme.
Administrator checks
Add Accountants Walkthrough
Add Scheme Bank Account
Create a Bank Account investment for the SSAS scheme and allocate it to the relevant members.
How to Add a Bank Account
Open the required scheme.
Click Investments in the scheme navigation.
Click + Investment.
On the Create Investment screen, select Bank Account.
Click Next.
Add Scheme Bank Account Walkthrough
Step 1 — Investment Type
Select Bank Account. This investment type is used for holding scheme cash.
Step 2 — Application Form
General Information
| Field | Description | Required |
|---|---|---|
| Bank Name | Enter the name of the bank. | Yes |
| Account Number | Enter the bank account number. | Yes |
| Sort Code | Enter the bank sort code. | No |
| Authority to Hold? | Enable if the scheme has authority to hold the account. | No |
| Account Name | Enter the name of the bank account. | Yes |
After completing the form, click Next.
Step 3 — Choose Member
The Choose Member screen displays the members available within the scheme.
Select the checkbox for each member who should be associated with the bank account.
Review the selected members.
Click Save.
The bank account investment will be created and associated with the selected members.
Assign Scheme Access
Grant new users permission to view or edit the scheme details by creating a user-scheme mapping.
Workflow Steps
- Navigate to Access Control: From your scheme dashboard, click the More dropdown and select Access Control.
- Initiate Assignment: Click the + Assign User button.
- Select User: Choose the desired user from the dropdown menu.
- Set Permissions: Toggle the Can View and Can Write options to define their access level.
- Save Changes: Click Save. A success message "User-scheme mapping created." will confirm the assignment.
Assign Scheme Access Walkthrough
Edit Scheme Access
Manage user permissions directly within the Scheme Details page to ensure strict data security and assign correct viewing or editing rights.
Workflow Steps
- Navigate to Scheme Details: From your dashboard, click into the specific scheme.
- Access Control Menu: Under the main scheme actions, click the More dropdown and select Access Control.
- Review Existing Users: A list of assigned users for the scheme will load, showing their current permissions (Can View / Can Write).
- Edit Permissions: Click the Edit (pencil) icon next to an existing user to modify their mapping.
- Toggle Permissions: Toggle the Can View or Can Write options to grant or restrict access.
- Save Changes: Click Save. A success message "User-scheme mapping updated." will confirm the update.
Access Control Walkthrough
Remove Scheme Access
Revoke a user's permission to access the scheme by securely removing their user-scheme mapping.
Workflow Steps
- Navigate to Access Control: Ensure you are on the Access Control page via the More dropdown.
- Locate User: Find the user in the access list whose permissions you want to revoke.
- Initiate Removal: Click the Delete (trash can) icon next to their entry.
- Confirm Deletion: Review the confirmation prompt carefully: "Are you sure you want to delete this access control mapping?".
- Execute: Confirm the action. A success message "User removed from scheme access" will verify that their access has been successfully terminated.
Remove Scheme Access Walkthrough
Notes
Add comprehensive notes, attachments, follow-ups, and directly mention specific users or entities within a scheme for better team collaboration.
Workflow Steps
- Navigate to Notes: Open the specific scheme from the dashboard, click the More dropdown menu, and select Notes.
- Review Existing Notes: A centralized feed displays all previously created notes, attachments, and follow-ups.
- Create a New Note: Click the + Create Note button to open the note editor.
-
Add Content and Mentions: Type your message in the text area. You can type
@to instantly search and mention other system users or related entities. - Configure Note Metadata: Set additional details such as the Note Type, a Follow Up Date, and the Priority from their respective dropdown fields.
- Save the Note: Click Save Note to post the update to the scheme's activity feed.
Notes Walkthrough
Tasks
Manage scheme-specific tasks efficiently. Track progress, set priorities, and assign actionable tasks to specific users within the scheme.
Workflow Steps
- Navigate to Tasks: Select Tasks from the left-hand navigation sidebar to view all ongoing activities across the system, or access scheme-specific tasks directly from the Scheme Details page.
- Initiate Task Creation: Click the + Create Task button to open the task editor.
- Define General Information: Enter a clear, descriptive Task Name (e.g., "Clarity SSAS Task") and provide an optional Description.
- Assign Priority and Status: Use the dropdown menus to set the Task Priority (e.g., High, Normal, Low) and establish the current Task Status (Pending, In Progress, Completed, or Cancelled).
- Link to Scheme and Entities: Ensure the task is linked to the correct Scheme. You can also specify Related Entities and their corresponding Entity Type.
- Save Task: Click Save Task to create it and append it to your active task dashboard.
Tasks Walkthrough
Initiate Transfer In Request
Create a new transfer in request and enter the transfer details and investments for the SSAS scheme.
How to Create a Transfer In Request
Open the required scheme.
Click on Transfer In (or find it under More).
Click + Transfer In Request.
Complete the Transfer Details section (select Members, Reference Number, Scheme Name, etc.).
Add Transfer Investments by providing the Type and Estimated Value.
Click Save / Create at the bottom of the form.
Create Transfer In Walkthrough
Create Transfer Request Documents Root Folder
Set up a dedicated Google Drive root folder for each transfer request to manage all document exchanges between the processing team and the client. The root folder contains two subfolders — Documents (for documents the team shares with the client) and Upload (for documents the client returns to the team).
Documents Folder
The transfer request processing team uploads the required documents here. Clients log in to the Customer Portal and download these documents, fill them in or sign them, and then upload the completed versions back.
Upload Folder
Clients log in to the Customer Portal and upload their completed documents here. The transfer request processing team then receives and reviews these uploaded documents from the Upload folder.
Google Drive Folder Structure
The root folder is named automatically after the client or transfer request (e.g., Jelena). The system creates the Documents and Upload subfolders automatically when the root folder is provisioned.
How to Create the Transfer Request Root Folder
Open the required scheme and navigate to Transfer In.
From the Transfer In Requests list, click on the specific transfer request you want to manage documents for.
Inside the transfer request view, click on the Documents tab.
If no root folder has been created yet, you will see a ⚠ Transfer root folder is not created yet. Please click create transfer root folder first. alert banner.
Click the Create Root Folder button displayed in the alert. The system will automatically create the Google Drive root folder named after the client/transfer request and provision the Documents and Upload subfolders.
Once created, the Documents folder and Upload folder will appear as cards on the Documents tab, ready for use.
Document Exchange Workflow
Step A: Team Prepares Documents for Client
- The transfer request processing team uploads required documents (e.g., authority letters, transfer forms) into the Documents subfolder.
- These documents are made accessible to the client via the Customer Portal's download area.
Step B: Client Downloads and Completes Documents
- The client logs in to their Customer Portal and navigates to the relevant transfer request.
- They download the required documents from the Documents folder, fill them in, sign them, and prepare them for re-submission.
Step C: Client Uploads Completed Documents
- The client uploads their completed documents through the Customer Portal's upload interface.
- The uploaded files land in the Upload subfolder of the Google Drive root folder created for that transfer request.
Step D: Team Reviews Uploaded Documents
- The transfer request processing team checks the Upload folder to receive and review all client-submitted documents.
- Documents are verified for completeness and accuracy before advancing the transfer workflow to the next phase.
Create Transfer Request Documents Root Folder Walkthrough
Complete Transfer Workflow
A step-by-step guide detailing the expected actions, checklist items, and state transitions for completing a transfer request.
Workflow Phases
Phase 1: Initiate the Transfer Request
Current State: Initiating Transfer Request
- Navigate to the Transfer In Overview screen.
- Select the transition Initiated Transfer Request.
- Checklist: Confirm the transfer request initiation email is sent (MANDATORY).
- Click Complete Transition.
Resulting State: Transfer Request Initiated
Phase 2: Prepare Documents
Current State: Transfer Request Initiated
- Select the transition Request Authority Letter Only (or Prepare Documents and Check Eligibility).
- Click Complete Transition.
Resulting State: Document Prepared for Authority Letter Only
Phase 3: Request Customer Action
Current State: Document Prepared for Authority Letter Only
- Select the transition Request Customer to Send Documents.
- Click Complete Transition to notify the customer.
Resulting State: Uploaded Documents for Customer Action
Phase 4: Acknowledge Customer Uploads
Current State: Uploaded Documents for Customer Action
- Select the transition Customer Uploaded Documents.
- Checklist: Are you sure the customer uploaded all the related documents? (MANDATORY).
- Click Complete Transition.
Resulting State: Customer Uploaded Documents
Phase 5: Review and Approve Documents
Current State: Customer Uploaded Documents
- If documents are incomplete: Select Request Customer to Send Documents Again.
- If documents are correct: Select Approve Uploaded Documents and Verify Eligibility.
- Click Complete Transition.
Resulting State: Documents Approved
Phase 6: Prepare the Transfer Request Pack
Current State: Documents Approved
- Select the transition Prepare Transfer Out Request Pack.
- Checklist: Transfer Request Form, Scheme Rules, Trust Deed (MANDATORY).
- Click Complete Transition.
Phase 7: Submit Transfer Request
- Select the transition Submit Transfer Out Request Pack.
- Checklist: Pension Transfer Out Form (MANDATORY).
- Click Complete Transition to log the submission to the ceding scheme.
Complete Transfer Workflow Walkthrough
Import Bank Feed
Import bank transactions into the system using a CSV file. Metro Bank is integrated with the system, so bank feed transactions from Metro Bank are automatically imported into the system. For other banks, you can manually import bank transactions using a CSV file.
How to Import Bank Feed
- Click Bank Feed in the main menu.
- Click Choose File.
- Select the bank feed CSV file.
- Ensure the CSV file follows the required format.
- Click Import.
- The bank feed transactions are imported into the system.
CSV File Format
The bank feed CSV file must contain the following columns:
| Column | Description |
|---|---|
| transaction_date | Date of the bank transaction. |
| description | Description of the transaction. |
| opening_balance | Account balance before the transaction. |
| payment_in | Amount received into the account. |
| payment_out | Amount paid out of the account. |
| closing_balance | Account balance after the transaction. |
| account_number | Bank account number. |
| account_name | Name associated with the bank account. |
Example CSV Data
transaction_date,description,opening_balance,payment_in,payment_out,closing_balance,account_number,account_name
06/12/2025,Pension transfer In transactions,0.00,50000,0,50000,984077,Dribben
02/01/2026,January Employee contribution,50000.00,10000,0,60000,984077,Dribben
04/02/2026,Februry Employee contribution,60000.00,8000,0,68000,984077,Dribben
03/03/2026,March Employeer contribution,68000,10000,0,78000,984077,Dribben
01/04/2026,April Employeer contribution,78000,8000,0,86000,984077,DribbenAfter selecting the CSV file, click Import. The system imports the transactions from the CSV file as bank feed records.
Import Bank Feed Walkthrough
Allocate Transactions as Contributions
Allocate an imported bank transaction to the correct member and contribution type.
Convert an imported bank transaction into a properly classified member contribution.
Use this after identifying a bank transaction as a contribution.
Allocate Contributions Walkthrough
How to complete this task
Open the unallocated bank transaction.
Select the member receiving the contribution.
Select the appropriate contribution type.
Enter or confirm the contribution amount.
Review the allocation and resulting member and scheme balances.
Save the contribution allocation.
Key information
| Field / Item | Description | Requirement |
|---|---|---|
| Member | Member receiving the contribution | Required |
| Contribution Type | Employer or employee contribution classification | Required |
| Amount | Contribution amount | Required |
| Transaction Date | Date of the bank transaction | Required |
| Bank Transaction | Source transaction being allocated | Required |
Administrator checks
Allocate Pension Transfer Transactions
Allocate pension transfer-in transactions to the correct member.
Record incoming pension transfer funds against the correct member and scheme.
Use this when an imported bank transaction represents a pension transfer into the SSAS.
Allocate Pension Transfers Walkthrough
How to complete this task
Open the imported transfer transaction.
Select the member receiving the transfer.
Enter or confirm transfer details where required.
Confirm the transfer amount and date.
Review the member cash and scheme cash impact.
Save the transfer allocation.
Administrator checks
Set Up Property Investment
Create a property investment record and establish its initial investment information.
Create the investment record that will hold property purchase, expenses, income, valuation and allocation information.
Complete this before allocating property-related bank transactions.
How to complete this task
Open the Investments area for the scheme.
Create a new Property investment.
Enter property identification and purchase information.
Enter the initial investment value or purchase value as applicable.
Configure ownership or member allocation where required.
Save and verify the property investment.
Administrator checks
Import Bank Feed — Property Transactions
Import property investment-out transactions, rental income and other property-related bank activity.
Bring property-related cash movements into the system for classification and allocation.
Use this when the property bank activity is available in the bank feed.
How to complete this task
Import or synchronise the relevant bank transactions.
Review transaction descriptions and amounts.
Identify the property purchase or investment-out transaction.
Identify rental income transactions.
Identify relevant property expenses.
Keep transactions unallocated until reviewed.
Administrator checks
Allocate Property Investment Transactions
Link property-related bank transactions to the correct property investment.
Ensure property cash movements are reflected against the correct investment.
Use this after property-related transactions have been imported and reviewed.
How to complete this task
Open the relevant unallocated transaction.
Select the property investment.
Select the appropriate transaction classification.
Confirm the amount and date.
Review the property investment balance.
Save the allocation.
Administrator checks
Create a Loan Investment
Create and configure a loan investment held by the SSAS and allocate it to the relevant scheme members.
Create a Loan Investment
Acquisition Methods
A loan can be acquired through:
Direct cash purchase funded through the scheme bank account.
Transfer of an existing loan investment asset into the SSAS.
Takeover of an existing loan from a previous pension arrangement.
Loan allocation created from deceased member pension benefits.
Steps to Create a Loan Investment
Open the required scheme.
Click + Investment.
Select Loans to Businesses and click Next.
Select the applicable How is the Investment Being Acquired? option.
Complete the Application Form.
Click Next to open the Members List.
Select the relevant members and enter the required allocation details.
Review the allocation and click Save.
Loan Details
Enter the required loan information, including:
| Field / Item | Description |
|---|---|
| Loan Start Date | Enter the loan start date. |
| Loan End Date | Enter the loan end date. |
| Loan Amount (£) | Enter the total loan amount. |
| Interest Rate (%) | Enter the applicable interest rate percentage. |
| Term (Months) | Enter the loan term in months. |
| Loan Description | Enter a clear description of the loan. |
| Scheme Value at Loan Time | Enter the total scheme value at the time the loan is made. |
| Company Number | Enter the company registration number where applicable. |
| Lender | Enter the lender details. |
| Loan Repayment Notes | Enter any applicable repayment notes or conditions. |
| Applicable Options & Security / Borrower | Enter applicable loan options, connected party status, security details, and borrower information. |
The Loan Amount (£) cannot be updated after the loan is created.
The Loan Amount must exactly match the total of all repayments recorded against the loan. Ensure the correct amount is entered when creating the investment.
Loan Agreements & Security
Where applicable, enter the following details:
- Member Agreement Dated
- Loan Agreement Issued
- Loan Agreement Signed
- Loan Agreement Effective
- Scheme Bank Account
- Payment Method
- Cheque Reference No. (where applicable)
- Security Used
- Value Date
- Security Valuation
- Security Details & Legal Charges
- Borrower Name & Contact
- Branch Name & Borrower Type
- Purpose of Loan
- Recipient CRN & PSR Information
Member Allocation
The allocation requirements depend on the acquisition method.
For each relevant member:
When a Cash Purchase investment acquisition transaction is allocated to a loan investment, the Purchase Cost and Value of the loan investment, as well as the members’ Share of Fund, are updated based on the allocated amount.
For each relevant member:
Finally, review all details and click Save. The loan investment will be created and recorded under the scheme investments.
Manage Loan Repayments
Import repayment schedules, manually update statuses, and allocate bank transactions to maintain accurate loan records.
1. Import Loan Repayments
Import the repayment schedule for an existing loan investment using a CSV file.
Import Loan Repayments Walkthrough
Note: The system will reject files with invalid formats such as DD-MMM-YYYY.
CSV Import Requirements
- Column Headers: Must exact match (case-sensitive):
payment_date,interest_amount,principal_amount,payment_status. - Date Format:
payment_datemust use UK format DD/MM/YYYY (e.g., 01/05/2020). Using other formats (like DD-MMM-YYYY) will trigger an import error. - Numeric Fields:
interest_amountandprincipal_amountmust be numeric only, up to 2 decimal places. Do not include currency symbols (£) or commas. - Payment Status:
payment_statusis optional. If provided, valid entries are: Paid, Yet to Come, Partially Paid. If omitted, the system determines status based on date and amount.
principal_amount values in the CSV must equal the total Loan Amount. The import will fail if these amounts do not perfectly align.
2. Manually Update Repayment Status
Administrators can override repayment statuses directly from the schedule if necessary.
Manually Update Repayment Status Walkthrough
3. Allocate Bank Transactions to Repayments
The recommended method for updating repayment statuses is by allocating bank feed transactions.
Allocate Bank Transactions to Repayments Walkthrough
Crystallise Funds
Record a member's crystallisation event and establish the crystallised pension value.
Record the movement of pension funds from uncrystallised status into crystallised pension benefits.
Use this when a member is taking benefits and the required crystallisation checks have been completed.
How to complete this task
Open the member's pension or crystallisation area.
Review available uncrystallised funds.
Enter the requested crystallisation amount.
Review the calculated crystallisation value.
Confirm that the available investment and fund values support the crystallisation.
Save the crystallisation event.
The requested amount should be checked against available uncrystallised cash and the member's available uncrystallised investment value before confirming the event.
Administrator checks
Allocate PCLS Transactions
Allocate the tax-free lump sum transaction to the member following crystallisation.
Link the PCLS payment to the correct member and benefit event.
Use this when the PCLS transaction appears in the bank feed and the member's crystallisation has been recorded.
How to complete this task
Open the relevant unallocated bank transaction.
Select the member.
Select the PCLS transaction type.
Link the transaction to the relevant benefit event where applicable.
Confirm the amount.
Save and review the member balance.
Administrator checks
Allocate Pension Payment Transactions
Allocate pension payment transactions to the correct member and pension benefit.
Record pension payments against the member and prepare the transaction for payroll and PAYE processing where applicable.
Use this when pension payment transactions are available in the bank feed.
How to complete this task
Open the pension payment transaction.
Select the member receiving the payment.
Select the appropriate pension payment classification.
Confirm the payment amount and date.
Review available member funds.
Save the allocation.
Administrator checks
Allocate Rental & Loan Repayments After Crystallisation
Process investment income and loan repayments received after a member's funds have been crystallised.
Ensure post-crystallisation investment income and repayments are allocated to the correct investment and member pension status.
Use this when property rental income or loan repayments are received after crystallisation.
How to complete this task
Identify the post-crystallisation bank transaction.
Determine whether it relates to property rental income or a loan repayment.
Select the relevant investment.
Review the member's crystallisation status and allocation.
Allocate the transaction according to the applicable scheme and investment rules.
Review the resulting balances and save.
Administrator checks
Payroll & PAYE
Create pension payroll, calculate PAYE and review the payroll result before saving.
Calculate and record the taxable pension payment, PAYE deduction and net payment.
Use this when a pension payment requires payroll and PAYE treatment.
How to complete this task
Open the Payroll module.
Select the member and relevant payment.
Enter or confirm payment details.
Confirm the member's tax code and pay frequency.
Review YTD taxable pay and YTD tax figures.
Select Calculate and review the result.
Confirm the tax calculation and net pension payment.
Save the payroll record.
Key information
| Field / Item | Description | Requirement |
|---|---|---|
| Tax Code | PAYE tax code used for the calculation | Required |
| Payment Date | Date the pension payment is made | Required |
| Taxable Payment | Taxable pension amount | Required |
| YTD Taxable Pay | Cumulative taxable pay to date | Required for cumulative processing |
| YTD Tax | Cumulative tax deducted to date | Required for cumulative processing |
| PAYE | Calculated tax deduction | Calculated |
| Net Payment | Payment after PAYE | Calculated |
Always review the calculated PAYE, YTD figures and net payment before saving the payroll record.
Administrator checks
HMRC RTI Submissions
Prepare, validate and submit Full Payment Submission information to HMRC.
Submit payroll information to HMRC and track the submission response.
Use this after payroll has been calculated, reviewed and saved.
How to complete this task
Open the HMRC RTI submission area.
Select the payroll period and relevant payroll records.
Review the FPS information generated by the system.
Check payment dates, tax codes and cumulative figures.
Validate the submission.
Submit the FPS to HMRC.
Review the HMRC response and submission status.
Resolve rejected submissions or create corrections where required.
Check that the payroll records, payment dates, tax codes and cumulative YTD figures are correct. The FPS should be reviewed before submission.
Administrator checks
Year-End Administration
Complete the year-end review of scheme cash, members, investments, contributions, benefits and payroll.
Confirm that scheme records and balances are complete and internally consistent at year end.
Use this as part of the scheme's annual administration process.
How to complete this task
Review all scheme bank accounts and reconcile outstanding transactions.
Review member balances and allocations.
Review contributions and pension transfers.
Review investment balances and valuations.
Review pension payments and crystallisation events.
Review payroll and HMRC submissions.
Investigate outstanding or unallocated transactions.
Complete the required year-end checks and reporting.
Administrator checks
Outward Payment Instruction
Create an outward payment instruction to generate a PDF for Metro Bank.
How to Create an Outward Payment Instruction
Navigate to Outward Payment Instruction: From the Schemes list, open the required scheme. Hover or click on the Banking tab in the top navigation menu, and select Outward Payment Instruction. Click the + Outward Payment Instruction button to create a new record.
Select Investment: Choose the appropriate Transaction Type (e.g., Loan Repayment) from the left panel. On the right panel, select the specific investment card associated with the transaction, then click Next.
Enter Member Information: In the Member Information table, enter the applicable value in the VALUE (£) column for each member. The total will automatically calculate. Click Next to proceed.
Outward Payment Form & Submission: Complete the required payment details (Customer Details, Payment Details, and Beneficiary). Click Save to create the expected payment.
View & Generate Metro Bank PDF: From the Outward Payment Instructions list, click the actions menu (⋮) next to the newly created payment and select View. On the Expected Payment details page, click the actions menu (⋮) in the top-right corner and select View PDF to generate the Metro Bank Outward Payment Instruction document.
Outward Payment Instruction Walkthrough
Scheme Reporting
Generate and review reports used for scheme, member, investment, transaction and payroll administration.
Provide a reliable view of scheme activity and balances for administration, review and reporting.
Use reporting throughout the year and during year-end administration.
Key information
| Field / Item | Description | Requirement |
|---|---|---|
| Scheme Reports | Scheme-level information and balances | Administration |
| Member Reports | Member balances, contributions and benefits | Member review |
| Investment Reports | Investment holdings, activity and values | Investment review |
| Transaction Reports | Detailed transaction activity | Reconciliation |
| Contribution Reports | Contribution activity and allocations | Contribution review |
| Pension Payment Reports | Pension benefit payments | Benefits review |
| Payroll Reports | Payroll and PAYE information | Payroll review |
| HMRC Reports | RTI submission and response information | HMRC review |
| Year-End Reports | Year-end scheme information | Year-end administration |
Administrator checks
Email Configuration
Connect a Gmail account in My Preferences so the Mail module can send and receive scheme administration email.
Link a Google account to the SSAS mail client so administrators can read, send and organise scheme communications from the Mail module.
Complete this before using Mail in production, when connecting a new administrator mailbox, or when reconnecting after a disconnect.
Until a Gmail account is connected, Mail folders such as Inbox and Sent show No messages yet, and Labels display Select a connected mail account to load labels.
How to Connect Gmail
From the left-hand sidebar, click Mail to confirm the mail client is available.
In the header, click the Settings gear icon and open My Preferences.
In the preferences menu, select Google Integration.
Click Connect with Google. You will be redirected to Google to sign in and grant access.
On the Google Choose an account screen, select the mailbox that should send and receive scheme email.
Review the sign-in confirmation for AI Email Assistant and click Continue.
Review the requested Google permissions and click Allow.
Confirm the success toast Gmail connected successfully and that the status shows Connected as the selected address.
Click Fetch Now to queue a Gmail sync job in the background.
Return to Mail and confirm that Inbox messages and Labels have loaded for the connected account.
Email Configuration Walkthrough
Information required before connecting
Confirm these with the organisation’s email administrator before starting Google authorisation.
| Item | Description | Requirement |
|---|---|---|
| Administrator login | Signed-in SSAS user with access to Settings and Mail | Required |
| Gmail / Google Workspace mailbox | The approved mailbox used for scheme communications | Required |
| Google sign-in access | Ability to complete Google OAuth for AI Email Assistant | Required |
| Permission to grant Gmail access | Authority to allow read, compose and send on the selected mailbox | Required |
Google Integration screen
Settings → My Preferences → Google Integration.
| Field / Control | Description |
|---|---|
| Google Integration | Connect Gmail accounts for sending and receiving email and manage connection settings. |
| Connect with Google | Starts the Google sign-in flow. You are redirected to Google to grant access. |
| Connected as | Shows the linked Gmail address after a successful connection, for example shiva@retirement.capital. |
| Fetch Now | Queues a background Gmail sync. The system confirms with Queued 1 Gmail sync job(s) in the background. |
| Disconnect | Removes the linked Gmail account from the mail client. |
Google permissions requested
Shown on the Google consent screen for AI Email Assistant. Review before clicking Allow.
| Service | Access requested |
|---|---|
| Gmail | Read, compose and send emails from your Gmail account. |
| Google Drive | See, edit, create and delete Drive files used with the application. |
| Google Chat | View chat and spaces, see message content, and compose or send messages. |
After Allow, Google Integration shows a green connected panel with the mailbox address, Fetch Now and Disconnect. A green toast confirms Gmail connected successfully.
Inbox and All mail list messages for the connected account. Labels load under that mailbox, and folders such as Starred, Archive, Sent and Drafts become usable. Use Compose to send mail.
Mail module after connection
Available from the Mail sidebar once Gmail is connected and synced.
| Item | Description |
|---|---|
| Inbox / All mail / Starred / Archive / Sent / Drafts | Standard mail folders for the connected Gmail account. |
| Compose | Opens a new outgoing message from the connected mailbox. |
| Labels | Loads Gmail labels for the connected account. Use + Create Label to add a label. |
| Filters | Filter the message list in Inbox or All mail. |
| Sentiment | Each message can show a sentiment indicator, for example Neutral. |
Related My Preferences options
The preferences menu also includes these mail-related settings. Google Integration is the connection used to enable the Mail client.
Personal notification preferences for system email alerts.
Connect and manage the Gmail account used by the mail client.
Mail assistant settings used with the connected Gmail account.
Email configuration uses Google sign-in. Administrators do not enter SMTP host, port or mailbox password in the application. Use the organisation’s approved Gmail or Google Workspace mailbox, then Fetch Now after connecting.
After Google returns you to Settings, check Connected as, run Fetch Now, then open Mail and confirm messages and labels have loaded before sending scheme correspondence.
Administrator checks
Employee Contribution
Allocate an Employee Contribution to the scheme members for a particular investment seamlessly.
Allocate Employee Contribution Walkthrough
Allocation Process Steps
Navigate to Scheme Investments
Open the relevant scheme from the Dashboard or Schemes list. Go to the Investments section to view the Share Fund Value and individual member pots.
Access Unallocated Transactions
Go to Allocate Transactions (or Banking → Unallocated Transactions) to view the list of pending bank transactions requiring allocation.
Select Employee Contribution
Open the target transaction. In the allocation modal, select Employee Contribution as the transaction type to begin assigning it.
Allocate to Investment & Member
Under Investment & Member Details, assign the contribution to the specific member. Verify the Cash Cleared Amount and confirm that the contribution is directed to the Uncrystallised Pot, updating the Share Fund Percentage accordingly.
Employer Contribution
Allocate an Employer Contribution to the scheme members for a particular investment seamlessly.
Allocate Employer Contribution Walkthrough
Allocation Process Steps
Navigate to Scheme Investments
Open the relevant scheme from the Dashboard or Schemes list. Go to the Investments section to view the Share Fund Value and individual member pots.
Access Unallocated Transactions
Go to Allocate Transactions (or Banking → Unallocated Transactions) to view the list of pending bank transactions requiring allocation.
Select Employer Contribution
Open the target transaction. In the allocation modal, select Employer Contribution as the transaction type to begin assigning it.
Allocate to Investment & Member
Under Investment & Member Details, assign the contribution to the specific member. Verify the Cash Cleared Amount and confirm that the contribution is directed to the Uncrystallised Pot, updating the Share Fund Percentage accordingly.