Teachers Pensions Secure Transfer Utility (TPSTU) User Guide
Table of Contents Page Overview of TP STU 3 Section 1 - Login: a) Password/PIN Change 9 b) Changing Your Account Details 10 Section 2 - Downloading: a) TR6, TR8, Service Update and Error File 11 b) Annual Return - Data File 12 Section 3 - Uploading - Sending Files To Teachers Pensions 14 Section 4 - Web Form Authorisation: a) Opt Out 16 b) Monthly Contributions Return 17 c) Purchase Additional Pension 18 d) Certificate of Re-employment 19 Section 5 - Errors 20 Section 6 - FAQ/Contact Details 21 www.teacherspensions.co.uk 2
Overview of TPSTU The Secure Transfer Utility (STU) facility allows Teachers Pensions (TP) and employers to send and receive data using a secure electronic facility. Users will be able to access this facility through the employer area of the Teachers Pensions website http://www.teacherspensions.co.uk/. STU has been developed by Capita Hartshead as a means of securely exchanging data about pension scheme members between Capita Hartshead (the pension scheme administrator) and data holders (e.g. employers, payroll/hr providers). It also provides the facility for online applications from members to be administered. Before data can be sent the employer is required to register to use STU, following which TP issues confidential password and PIN details. Requests to register for STU should be emailed to tpstu@teacherspensions.co.uk. STU provides users with the ability to securely transfer certain files over an encrypted link to and from Teachers Pensions for processing. To achieve this, the user logs in with their individual authentication credentials and selects either to upload a file from their local machine or retrieve a file that is waiting for them on the system. Each user has their own secure area within the data store and is unable to access any other user s area. Passwords must not be shared with colleagues. When a staff member no longer requires access to STU, Teachers Pensions must be informed immediately. New login details should be requested for any replacement. In the case of large employers where multiple accesses are required, that employer may wish to create a global email address for web form notifications to be issued. This approach has the advantage of providing a central contact point which multiple users within the employer can be given permission to access, thereby removing the problem of work remaining untouched if the owner of a single name personal email address is absent from work. Should you wish to operate in this way please confirm the global email address to tpstu@teacherspensions.co.uk. Having subscribed to STU it is good practice to access your account each day to check for incoming information/applications from TP or teaching staff employed by you. www.teacherspensions.co.uk 3
Section 1 - How to login 1) Open web browser and go to https://www.hartlinkonline.co.uk/tp. 2) Click on Login and enter your login name, then click on Next. www.teacherspensions.co.uk 4
3) Enter the appropriate characters from your password as requested and also the appropriate numbers from your PIN as requested, then click on Login. 4) You will be presented with the following screen, click on Proceed. www.teacherspensions.co.uk 5
5) You will then be logged into STU. When you login for the first time you will be forced to change your password and PIN. Follow the on screen instructions. 6) The password has now changed. Click on continue. www.teacherspensions.co.uk 6
7) Change the PIN. Follow the on screen instructions. 8) Click continue. www.teacherspensions.co.uk 7
9) You are now successfully logged into STU. www.teacherspensions.co.uk 8
Section 1 Login a) Password/PIN Change 1) To change your password, click on Change Password/PIN from the menu on the left. Select either Password or PIN then follow the on screen instructions: 2) Once the password/pin has been changed. Click on continue. www.teacherspensions.co.uk 9
Section 1 Login b) Changing Your Account Details 1) By using the change account details function you can amend your email address and security question. 2) By clicking on change account details on the left hand side you can edit your security question and answer. Should you forget your login details these are required when using the Reset Password and Reset PIN. Once you click on Update, your details will then be saved. www.teacherspensions.co.uk 10
Section 2 - Downloading In order for transactions to be successfully completed in STU a two stage process needs to be completed. The first stage is to download the appropriate template to your PC into which you will enter the data, you can then upload the completed data into STU. These processes are explained in this section and Section 3. a) TR6, TR8, Service Update & Error File 1) To download a TR6, TR8, Service Update or Error File, click on STU Download on the left hand side. The following screen will appear: 2) Click on the appropriate document that you wish to download. Then click on Save when the message box appears, this will save the document to your computer - take note of where you specify to save the document (e.g. My Documents). Note: if you do not get the option to select save, right click the document file name on STU and select Save Target As this will then display a save dialogue box. Once this appears save the file to the desired location. www.teacherspensions.co.uk 11
Section 2 - Downloading b) Annual Return - Data File 1) To download the annual return, click on STU Download from the left hand side. The following screen appears: 2) Click on the appropriate file (e.g. P0000000, TCHINF00000 or SCHEDPRINT0000000) then click on Save when the message box appears. Note: if you do not get the option to select open, right click the document on STU and select Save Target As this will then display a save dialogue box. Once this appears save the file to the desired location. www.teacherspensions.co.uk 12
3) Save the data file to your PC, using the following dialogue box, please take note of where you are saving the file to. Note: (DO NOT RENAME THE DOWNLOADED FILE): 4) If you are using PC Application please refer to the PC Application User Guide. Alternatively, if you are using Excel spreadsheet, open the saved file and input the data. Once the annual return has been processed and all the information is complete, you can then upload the completed file back onto the STU. Note: If you are using PC Application to complete your Annual Return, the file you need to upload will be a TSC file. www.teacherspensions.co.uk 13
Section 3 - Uploading - Sending Files To Teachers Pensions You must only use the templates currently held on STU to send information to us. If files are uploaded in an incorrect format, these cannot be processed automatically and will be returned to you to resubmit. 1) To upload a completed TR6, TR8, Service Update, Annual Return or Error File, click on STU Upload. The following screen will appear: 2) Input a description for the file to be uploaded then click on browse to search for the desired file. If you are uploading an annual return the file name should be e.g.tsc0000000, TCHINF00000 or SCHEDPRINT0000000. Note: if you are uploading a TR6, TR8 or Service Update the file name must start with TR6, TR8 or TR28 and not contain commas. www.teacherspensions.co.uk 14
3) Select the appropriate file and click on Open, this will then populate the Upload File field on the previous page. Now click on Upload this will then send the file to Teachers Pensions. 4) Once a file is uploaded you will receive a confirmation email. The email receipt will note if the file is successful or not. If the file you uploaded contains errors, STU produces an error file for you to download called either, APPTERRS, LVERRS or SERVERRS. 5) The errors can be accessed via STU downloads (see Section 2 Downloading). 6) Once the error file has been downloaded, open the spreadsheet. Noted within the end column is an explanation why the file has been rejected (see Section 5 Errors) for guidance. 7) When all corrections have been made to the error file, save the document as csv format and upload back to STU (see Section 3 Uploading). www.teacherspensions.co.uk 15
Section 4 - Web Form Authorisation a) Opt Out 1) Click on Web Form Authorisation from the left hand side then select Opt Out. You will see the list of Teachers Forms that are available to complete. Select the teachers form you would like to authorise then Part B of the Opt Out form will be shown. 2) Part B of the Opt Out Form is now available for you to complete online. Once the information has been entered click Proceed. www.teacherspensions.co.uk 16
Section 4 - Web Form Authorisation b) Monthly Contribution Return 1) Click on Web Form Authorisation from the left hand side then select Monthly Contribution Return. 2) The Monthly Contribution Return form is available for you to complete online. Once the information has been entered click Submit. www.teacherspensions.co.uk 17
Section 4 - Web Form Authorisation c) Purchase Additional Pension 1) Click on Web Form Authorisation from the left hand side then select Purchase Additional Pension. You will see the list of Teachers Forms that are available to complete. 2) The Additional Pension form is available for you to complete online. Once the information has been entered click Proceed. www.teacherspensions.co.uk 18
Section 4 - Web Form Authorisation d) Certificate of Re-employment 1) Click on Web Form Authorisation from the left hand side then select Certificate of Re-employment. You will see the list of Teachers Forms that are available to complete. 2) The Certificate of Re-employment form is available for you to complete online. www.teacherspensions.co.uk 19
Section 5 - Errors 1) If there is a problem with the information submitted via the TR6, TR8 or service update template, STU produces an error file for you to download called APPTERRS, LVERRS or SERVERRS. You will receive an email noting which file has produced the errors. 2) You will need to download the error file via STU and amend the incorrect data. The error files can be accessed via STU downloads (see Section 2 Downloading). 3) Once the file has been downloaded you will need to amend the data accordingly, below is a table containing possible errors and what action is required: Message on error file Unable to process automatically - corrective action being taken by Teachers' Pensions Part-time salary too high/part-time salary excessive Part-time salary, days excluded or P indicator not entered. Service spans an opting/part-time election date or 31/3 Establishment number not on our database No matching record on database Mismatch of personal data Explanation The information is already on file or corrective action is required by Teachers Pensions - no further action is required by you, the employer. When calculating the days worked in the period using the Annual Salary and Part-time Salary Paid the result is +days. The part-time salary figure shown should be revised. It is possibly the annual part-time salary and not the actual earnings in the period you have input. When entering service details for part-time teachers there should always be a P in the F/P indicator. Either part-time salary actually paid or days excluded should be entered, NOT BOTH. Service being input spans the date of an event or the financial year end. The service line should therefore be split at the date of the opting/parttime elections and at 31 March every year. The school number recorded on the line of service is not recognised by our database. If this is correct please contact us on 0845 6066166 so that we can update our records. We are unable to identify this teacher on our records with the information provided. Therefore check the TP reference, NI Number, Name, DOB. One or more of the personal details do not match the data currently held by TP. If the information you have supplied is correct, please leave on the error file. Can you also notify Teachers Pensions via TP Online or the Perdet Change form of the incorrect information we hold, so we can update our records accordingly. 4) When all errors have been corrected within the Excel document you will then need to save and re-submit the file by uploading the amended error file to the STU (see Section 3 Uploading). www.teacherspensions.co.uk 20
Section 6 - FAQ/Contact Details Why have I not received my PIN? - To receive your PIN you must first confirm receipt of the email sent to you containing your Login and Password. Only when this has been acknowledged can TP issue the PIN. Why can I not access TP STU? This can be for a number of reasons: - You are trying to log into the wrong website, the address should be (www.hartlinkonline.co.uk/tp). - You did not click Log Off in your previous session and just closed the Internet Explorer, therefore you will have to wait 10 min before logging in again. - Your login details are incorrect. You can reset these using the reset password/reset PIN. How do I change my Password/PIN? - Once you are logged into STU you can change your Password and PIN using the Change Password/PIN on the left hand side (See Section 1a Password/Pin Change). You can only use this option when you are logged into STU. How do I change my security question? - Once you are logged into STU you can change your security question using the Change account details on the left (See Section 1b Changing Your Account Details). You can only use this option when you are logged into STU. Why has my account been terminated? - Your account may have been terminated because you did not log out correctly, therefore wait 10 mins before trying to log in again. - You have entered your details incorrectly more than three times therefore you account has been locked, you will need to contact TP to reset your account. Why has my account been locked? - You have entered your details incorrectly more than three times, you will need to contact TP to reset your account. What does DOT mean on the TR6 template? - The DOT (Description of Teacher) column on the TR6 template is the Salary Scale. All salary scale codes for Teachers Pensions can be found at: www.teacherspensions.co.uk/employers/employers_appendix3.htm. www.teacherspensions.co.uk 21
Can I enter more than one teacher on the STU TR6, TR8 and Service Update templates? - Yes, you can upload multiple teachers on one template however please ensure that the Teacher Reference, NI number, Surname, Initial and D.O.B. are completed on each row. How do I note concurrent service on the TR8 and Service Update templates? - You need to note the service as Part Time using the concurrent calculator available on the Teachers Pensions website within the Employer s Section - Appendix 8. Please click the following links for Instructions and Concurrent Service Calculator. Do I have to password protect the files I upload to STU? - No, as the STU is already secure you do not need to password protect or encrypt the uploaded files. Is there a limit to the size of the uploaded file? - Yes, any file you upload to the STU must be no larger than 10mb. I have uploaded a TR6/TR8/Service Update, however it has not been processed automatically, why? This can be for a number of reasons: - You have uploaded your own spreadsheet and not used the templates provided. - The uploaded file must be generated from the downloaded templates by using the click here to save as CSV function. - The file must be in.csv format. -.xls format will not be processed automatically, therefore you must use the templates provided. I have received an email confirming there are forms to authorise but cannot find them on the STU? - All electronic forms submitted by an employee can be found under Web Form Authorisation on the left hand side. Once they have been authorised the form will be removed from the list and forwarded to TP automatically. Where is the Monthly contribution paying in form? - The paying in form can be found under Web Form Authorisation on the left hand side, within Monthly Contribution Return. www.teacherspensions.co.uk 22
What Web browser can I use to access TP STU? To access TP STU you can use for example the following: - Netscape v7 or higher, Mozilla Firefox, Galeon - Opera v7 or higher - Google Chrome - Safari - Konqueror - Microsoft Internet Explorer v6 or higher If you have any queries do not hesitate to contact us on the following: Telephone: 0845 6066166 Email: TPSTU@teacherspensions.co.uk www.teacherspensions.co.uk 23