Passing on pension details using the Uniform Pension Submission system (UPA)

Do you have a defined contribution scheme or a combined scheme?

If you do your own administration:
Do you have a company:
- in the Wholesale trade in Flowers and Plants? Then please refer to this step-by-step plan. (in Dutch only)
- in de Sea Fisheries or a combined pension scheme? Then please refer to this step-by-step plan. (in Dutch only)

Here you can see how to set up your administration. (in Dutch only)

If you outsource your administration:
Then please refer to this step-by-step plan. (in Dutch only)

Here you can see how your service or administration office should be given the authority to use mijnpgbdesk.nl and submit a UPA. (in Dutch only)

If you are an administration office:
Then please refer to this step-by-step plan. (in Dutch only)

Here you can see how to set up the administration. (in Dutch only)

Do you have an average salary scheme?

If you do your own administration:
Then please refer to this step-by-step plan. (in Dutch only)

Here you can see how to set up your administration. (in Dutch only)

If you outsource your administration:
Then please refer to this step-by-step plan. (in Dutch only)

Here you can see how your service or administration office should be given the authority to use mijnpgbdesk.nl and submit a UPA. (in Dutch only)

If you are an administration office:
Then please refer to this step-by-step plan. (in Dutch only)

Here you can see how to set up the administration. (in Dutch only)

Parental leave
Parental leave is a special situation that occurs frequently.

What do you report via UPA?
Via UPA, you report the number of pensionable hours and the full-time annual salary on the basis of the actual situation.

Example: your employee has a full-time annual salary of €2,500 per month and a contract for 40 hours per week (i.e. 173.33 hours per month). Your employee takes up parental leave for one day per week from 1 March. From 1 March, you report the full-time annual salary and the number of hours on the basis of 80%. You therefore report a full-time annual salary of €2,000 per month and 138.67 hours. Note that you do not need to adjust the contract hours and the standard hours in your salary package.

What else do you need to do?
In order to report, sign off or change parental leave, you complete a file. Once you have completed this, you can upload it at mijnpgbdesk.nl (click ‘Information’ (Informatie) and then select ‘File Exchange’ (Bestandsuitwisseling). Do this within a month of the change.
Please note: this does not, therefore, take place via UPA.

You must also make extra arrangements in the following cases:

• Employees who reach the retirement age for the state pension (AOW)
• Additional partner’s pension (APP)
• On-call employees
• Continued salary payment during periods of illness and incapacity for work
• Leave
• Managing directors and major shareholders (DGAs)
• Trainees
• Conscientious objectors
• Reduction in working hours/life phase policy
• (Temporarily) no employees
• Parental leave (OSV)
• Individual insurance under the General Surviving Dependants Act (ANW)
• Net partner’s pension

The guidelines explain what you should do in these cases.

Yes, it’s compulsory. When it becomes compulsory depends on your pension scheme. Transferring to the UPA has advantages for both you and us. When everyone submits their details in the same way, our pension administration will be faster and more efficient.

If you have a defined contribution scheme:
You have been obliged to send your details via the UPA system since 1 January 2018.

If you have an average salary scheme
You will be obliged to send your details via the UPA system as of 2019.

The ‘Instructions on changing UPA authorisation’ explain how to change your authorisation.

This depends on the pension scheme you have.

Transferring to the UPA system has advantages for both you and your employees:

Your pension administration will take less time
This is because you (or your administration office) can provide the details to us directly from the salary package. Informing us separately when employees enter or leave your employment will no longer be necessary; nor will you have to send us any annual wage details.

You will then be invoiced on the basis of up-to-date information
When preparing your invoices, we work on the basis of the details you (or your administration office) have sent us. This means the chance of any unpleasant surprises is significantly lower.

Your register of participants will be more up to date
This is due to the fact that we will receive and, therefore, process your details more quickly. On mijnpgbdesk.nl, there is an overview of all your employees who accrue pensions with us.

No, you will receive an invoice from us once a month. We will send it on the 28th of each month.

• If we receive the UPA before the 20th of the month, this UPA will be listed on the invoice.
•  If we receive a UPA after the 20th but before the 28th of the month, you may not see it until the next invoice.
• If you submit a UPA after the 28th of the month, the invoice will not follow until the next period.

No, you will receive an invoice from us once every 4 weeks. This is at a fixed time every 4 weeks.

• If we receive the UPA before the 20th of the month, this UPA will be listed on the invoice.
• If we receive a UPA after the 20th of the month but before the 28th day of the end of a wage period, you may not see it until the next invoice.
• If you submit a UPA after the 28th day of the end of a wage period, the invoice will not follow until the next period.

Check the schedule for exact dates

Yes, you will then receive an 'official invoice'. This is an invoice for which we make a calculation using the salary and employment data known to us. If you then send a correct UPA message for that wage period, you will receive a correction invoice for the correct data after the processing of the UPA message. We will offset the correction message against the official invoice. The correction invoice will show up on the next regular invoice. 

The invoice of 28 February 2025 contains the submitted and processed UPA messages from 19 December 2024 onwards. This applies to the UPA messages for December 2024 and January 2025.
If you submit the UPA every 4 weeks, you will receive the invoice for period 13 2024 and period 1 2025 on 23 February 2025.

You will receive an invoice from us once a month or once every 4 weeks. The invoice date is the end date of the previous wage period + 28 days.
Below, you can find on which day you can expect the invoice in 2025.

The first table gives the days for the monthly submission of the UPA. In the second table you will find the data for the submission of the four-weekly UPA.