Third-party administration

Our HartLink pensions administration platform supports the provision of all administration, pensions payroll and finance services.

It is a multi-scheme multi-employer system with a full range of DB and DC capabilities. It is a fully automated, highly parameterised system which caters for the administration of complex benefit structures.

HartLink is currently used to administer the pension records of over 4 million occupational pension scheme members, making it one of the largest pensions administration databases in the UK.

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All modules of HartLink use the same underlying universal database and incorporate automatic real-time posting from related modules (e.g. administration and pensions payroll).

HartLink consists of the following fully integrated suite of modules:

  • Administration
  • Workflow management and electronic document management (EDM)
  • Automated document production
  • Treasury and accounting
  • Pensions payroll
  • Member self-service web portal

68% of trustees and pension managers highlighted reliability as the main thing they would look for in a pension software

Administration has received board level attention for 51% of pension schemes and a further 14% of schemes believe this is imminent.

HartLink incorporates comprehensive report-writing capabilities.

When generating reports, administrators can choose from a wide range of pre-determined report types, specifying the reporting period and reporting set (e.g. category, employer, member status, etc.), and can produce outputs in MS Excel format.

Administrators' tasks are controlled and monitored through our workflow management system, which forms an integral part of HartLink. It monitors and reports against the Service Level Agreement (SLA), applicable to each contract.

All incoming correspondences, including those received via the telephone and electronically, are stored, coded and scanned onto the integrated Electronic Document Management (EDM) system. Once scanned, all images are held by case type within each member record.

HartLink automatically produces and populates letters and documents at relevant stages of each process.

It automatically maps all relevant data fields into the standard documentation to be used, and gives administrators the opportunity to amend these documents via MS Word. Hard copies of the correspondence, including all necessary forms and notes, are then printed and dispatched.

An electronic copy of the documentation is automatically stored within the EDM system attached to the member's record. HartLink can also generate email and SMS communications, if required.

Pensioner payroll, pensions increase activity and payslip production can all be managed through HartLink.

Pensioner payment methods supported by the system include BACS, Travelex overseas transfer and cheque. Payroll frequencies can be daily, four-weekly, monthly, quarterly, six-monthly or annual.

Full integration means that there is no requirement to transfer information between systems. This not only adds to the efficiency of our administration service, but also greatly increases its reliability and accuracy. Security of data and separation of duties are maintained by controlling access at USERID level.


HartLink supports the increasingly demanding financial requirements of the modern pension scheme.

It assists in reporting facilities (including quarterly, half-yearly and year-end accounts), daily treasury monitoring, monitoring the receipt and investment of contributions, and the preparation of self-assessment tax returns.

HartLink provides automatic posting facilities from the administration and payroll sections of the system.

Client testimonial

Capita provided a market-leading technology solution, allowing us to overcome major, complex employer duties legislation. They enhanced the software with middleware technology to interact with our HR systems and different payroll systems to assess workers, making it a smooth and painless journey.

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