Submitting your end of year data return template

UPM employer portal

The end of year data return template that we are using for Hammersmith & Fulham employers is in the same format and order as used in previous years. But because you are accessing it from the UPM employer portal, the process is slightly different.

Guidance notes

Watch our video on steps 1 – 4

Step 1:

To access the file, log in to UPM and use the search function at the top of the screen to find the correct employer details.

Step 2:

Select the employer documents button on the left of the screen to reveal the data return template.

This will then show you the document that has been submitted by LPPA.

Step 3:

When you select the excel file you will see the following error.

Step 4:

To access the file, scroll to the end of the URL, where you will see it says ‘pdf=true’ and, at the very end, ‘.pdf’ as highlighted below.

Please change ‘pdf=true’ to ‘pdf=false‘ and ‘.pdf’ to ‘.xlsm‘ and then hit enter on your keyboard (making sure you don’t leave any additional spaces).

The Excel file will then download as normal.

As your end of year return is bespoke to your organisation, please download this guide to learn the basic template rules before proceeding with the steps below.

      1. Download the bespoke annual return template that has been uploaded to your section of the UPM employer portal
      2. Review the populated 2021-2022 template (Sheet1) and make any amendments or additions as necessary.
         
      3. Once you have made all the required updates to the data, click Create UPM Return. This will generate a new spreadsheet which is in the UPM required format.
      4. Now that you have converted the spreadsheet into the UPM format, there are some additional columns that you need to complete.
      5. Please complete columns AJ (EMPLOYERCONTS), AS (NEWCONTRACTEDHOURS), AT (NEWSTANDARDHOURS), BS (CURRENTTFCON) and BT (CURRENTTTFFTE) for all members.
      6. For any joiners or leavers within the period, please complete Column J (MARITALSTATUS)
      7. For any joiners, you must complete column BH (JOINERFG). If LPPA is already aware of this member, enter N. If you are notifying LPPA that they are a new joiner enter Y. Entering Y in this field will trigger the creation of a new joiner on our database.
      8. For new joiners only, please ensure that you populate the following columns: O (ADDRESSLINE1), T (POSTCODE), AW (DOA), AY (PENPAY), AZ (AE), BA (EETYPE) and BD (OOFG).
      9. If you entered a ‘Y’ on column BD (OOFG), you must also populate columns BC (ERDEC), BE (OODATE) and BF (OOREASON).
      10. If any of these joiners, not previously notified to LPPA, have since left your employment, you will also need to complete the following columns: W (EFFECTIVEDATE); BI (LEAVERFG); BJ (REASONFORLEAVING); BK (REDUCTIONINPAY) and BM (PRE2008FTEPAY) if applicable.
      11. If applicable, please also populate columns AF (APCSEMPLOYEELUMPSUM), AL (APCSEMPLOYERLUMPSUM) and AN (PARTTIMEBUYBACKCONTS).
      12. If the most recent change of hours or weeks has not previously been notified to LPPA, please complete columns AR (HOURSCHANGESTARTDATE), AU (PREVCONTRACTEDHOURS), AV (PREVSTANDARDHOURS), BU (PREVTTFFTE) and BV (PREVTTFCON).
        Further details regarding these fields, including the format, maximum characters and any validations can be viewed in the specification document
      13. Once you have completed the steps above, delete the header row and save as a csv file for uploading to UPM. To do this, you must click on the dropdown (as circled below), and select “CSV (Comma delimited) (*.csv)” when saving the file.
         

         

    Important information

    If you need to edit the file after saving it as a csv file (.csv), you must first save it as an Excel file (.xlsx) and then re-save as a csv file. If you make any edits while it is in a csv format then the leading zeros on the employer code in column A will be lost, and your file will not be loaded successfully.

    Please note, the file will only be accepted if submitted via the end of year process and not via a general file upload. The UPM end of year submission process will be made available to employers from 3 May. Further details on how to upload the file to UPM will be shared at this time.

    Please ensure you have completed stage one and stage two above before following the instructions below on how to upload your return.

    Getting started

    1. Log in to the UPM employer portal and click on the Start a Process box.
       
    2. Expand the Employee Forms HUB section and click LPPA Returns – Employer Upload.
       
    3. In the search criteria field, enter the name or code of the employer. Click the search icon, select the employer from the list and press submit.
       

    Uploading your file

    1. If your spreadsheet is in the correct format, click OK.
       
    2. Click in the ACTION box that begins with please ensure that the header row has been removed. Once done, click OK. Then, click in the ACTION box that says Select pay frequency and Period Start Date.
       
    3. Click on the Pay Frequency dropdown menu and select Annual. Enter 01/04/2021 in the date box.
       
    4. Click the Enter end date of the payroll period…. box.
       
    5. When the box appears, enter 31/03/2022
       
    6. In the Actions section, click on the Click here to upload data file box and press Add File(s). Add your returns file from your computer and press Submit.
       
    7. Now click Run Validations. The size of the file may affect the time it takes to process the file (up to 10 minutes). Once validations are complete, you will receive a notification in your Workfeed, accessible from the homepage.
       
    8. Click on your Workfeed tile and then open the item (your data return file) to see whether the file has passed or failed the validation checks.
       
    9. If there is an error (Error-File Upload Failed), you will be taken through a series of checks to correct your file. You will not be able to proceed until you can press Yes for each one.
      • Check the file is in .csv format (Yes / No)

         

      • Check the header row has been removed (Yes / No)
      • Check the period end date is in the correct format (dd/mm/yyyy)
         
      • Check that no #NAME appears in the UPM file (Yes / No)
      • Once you’ve confirmed Yes for each of the above actions, click Rollback to proceed.
         
      • Click on Click here to roll back the data
         

      • Click on Back to stage 1
         

      • You can now start the process of uploading your file again

    Making sure your data is correct

    1. Any issues with the data will be displayed under Error Messages (below).

       

      • If you have a significant number of errors, continue from point 2. If you have a small number of errors, continue from point 3.
    2. Please note, you are unable to export a spreadsheet with all the errors, therefore please make a note of the errors. It’s useful to know you can rollback the data as many times as you want to fix all the errors. To do this:
      • Select Reject and Rollback Imported Data from the Actions section on the left-hand side of your screen.
         
      • First, click on Click here to roll back the data, then click Back to stage 1. This will take you back to the beginning of the process (Uploading your file: point 1). Remember, you must re-save your document in csv format before uploading it again.
         
    3. If you only have a small number of errors, amend them by clicking Edit Row on each line item. As you correct each error, scroll to the bottom and click Save & Validate.
       

      Top tip: If you have any errors, please refer to the specification document

       

    4. Repeat the above for all lines of data with errors. Once you have resolved all the errors, you’ll be able to submit the file. Press Close.
       
    5. Click Next in the Actions section.
       

    Submitting your data

    1. Ensure there are no errors and press press Close.
       
    2. Click Submit the Data in the Actions section.
       
    3. Click Next.
       

    Final validation (Remittance Advice)

    1. Click Save and Validate the Remittance Advice in the Actions section.
       
    2. Press Close.
       
    3. In the Actions section, press Next.

    Completing your submission

    1. Click View Remittance Advice.
       
    2. Click Submit to the Pension Fund. Your return will be submitted to LPPA. You’ll be taken back to your Workfeed.
       

    LPPA will now process your file. You will not receive an automated confirmation that the file has been submitted. LPPA will confirm receipt of the file via email.

    FAQs

    This is because the version of MS Excel that you are using is from 2016 (or earlier). To resolve this, you can either contact LPPA to request a pre-2016 version of the template is uploaded to the employer portal, or you can amend the code in the macro by following these 4 steps (just keep a copy of your original data if you do not feel confident so that no data will get lost) but this process should prevent this from happening.

    1. Right click on the Create UPM Template and select Assign Macro
    2. Click UPMCreation and then Edit
    3. Locate the following lines and replace the code with the following code:
    4. Save the file and press Create UPM Template button again

    The size of the file, and the number of submissions taking place at that time, may affect the time it takes to upload to our system. Please allow up to 10 minutes for this process to complete.

    Please check the date in this column. If there hasn’t been a change of hours within this period (01/04/2021 – 31/03/2022), then please remove the any dates that may have populated this field. If there has been a change in the period, please then also ensure that CURRENTTFCON (column BS), CURRENTTTFFTE (column BT), PREVTTFFTE (column BU) and PREVTTFCON (column BV) are populated.

    This is outlined in the guidance notes above (step 3 of stage 2 in the process) – you will need to click a button to create the UPM template and then complete the additional columns after the file is converted.

    There should only be a date in this column if the member has changed their contractual hours in the period 1 April 2021 – 31 March 2022. If you do add a date in this column, you will also need to complete columns AU, AV, BU and BV.

    If you have any joiners that you have not made LPPA aware of, make sure you enter a Y in column BH of the UPM template and complete all other relevant fields as per the instructions on our webpage – otherwise you will have to complete a joiner form for each individual joiner. If you have not had any new joiners, add an N to column BH.

    Yes. Before submitting your template you must remove the header row, remove any commas within the data and then save the template as a CSV (Comma delimited) file.

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