Free Excel Download of Retirement Pension Education Participants and Completion Management Register

Personal Information · Retirement Pension

When running retirement pension education, the first thing that is confusing is “who is the target audience?”

While sending mass training to all employees may seem convenient, in reality, you must distinguish between those covered by the severance pay system and those enrolled in the retirement pension plan. Conversely, if the lists of DB and DC plan participants are not properly verified, new hires, mid-term participants, employees on leave, returning employees, and those who have not completed the training may be omitted.

Retirement pension education is not simply the task of sending out education links. Confirmation of trainees → Classification into DB/DC types → Distribution of training materials → Verification of completion → Re-notification for non-completionists → Storage of certificates of completion and supporting documents It must be connected up to.

To enable HR and training managers to manage retirement pension training participants and completion status all at once Excel for Retirement Pension Education Participants and Completion Management I have prepared.

The Employee Retirement Benefit Guarantee Act stipulates that employers who have established a Defined Benefit (DB) or Defined Contribution (DC) retirement pension scheme must provide education to participants regarding the operation status of the relevant business's retirement pension scheme at least once a year. Therefore, the list of those subject to education must be verified based on the company's DB or DC retirement pension participant list, rather than a simple list of all employees.

Free Download of Retirement Pension Education Eligibility and Completion Management Register

Download the "Retirement Pension Education Participants and Completion Management Register Excel" from the attachment, modify it to suit your company's retirement pension system type and education operation methods, and use it.

Data organization	Things to check and manage
User Guide	Writing method, status value criteria, and precautions for using the data
Basic Workplace Information	Company Name, Training Year, Department in Charge, Person in Charge
Check retirement pension system	Severance pay system, DB type, DC type, or mixed operation
List of subjects	Name, Employee ID, Department, Employment Status, Subscriber Status
Classification of System Types	DB type, DC type, severance pay system, verification needed
Registration Information	Date of sign-up, new sign-up status, mid-term hiring status
Education Operation Information	Training date, training method, name of training material, training institution
Completion Status	Completed, Incomplete, Scheduled for supplementary training, Excluded
Management of non-completioners	Reason for non-completion, re-notification date, scheduled date for supplementary training
Management of supporting documents	Certificate of Completion, Certificate of Completion, Attendance List, File Location
Year-end review	Comparison results between the subscriber list and the completion list
Summary Status	Total number of participants, number of completers, number of non-completers, completion rate

This Excel file is not intended to serve as a substitute for assessing the adequacy of the retirement pension system itself, explaining investment products, or making legal or labor judgments. It is a practical management log designed for HR personnel to ensure that retirement pension training participants, completion status, and supporting documents are fully documented.

In principle, those eligible for retirement pension education Subscribers to the DB or DC retirement pension plan established by the company no see.

Just because a company has a retirement pension system does not mean that all employees are subject to the same training. This is because the workforce may consist of a mix of employees covered by the severance pay system, DB plan participants, DC plan participants, and those who have not yet joined.

division	Eligibility for Retirement Pension Education	HR Checklist
DB-type retirement pension subscribers	Target	Check DB-type subscriber list and training materials
DC-type retirement pension subscribers	Target	Check DC plan subscriber list and operation-related training
Mixed DB and DC Workplaces	Target	Classification of beneficiaries by system type
Persons eligible for the severance pay system	In principle, separate classification	Check DB/DC enrollment status
Employees who have joined but have not yet signed up	Needs verification	Verify actual sign-up date and company regulations
employees on leave of absence	Needs verification	Check whether subscriber eligibility is maintained
reinstated employees	Needs verification	Confirmation of non-completion status and necessity of supplementary education
Former employee	Needs verification	Check subscriber status as of the training date
Employees who only hold an individual IRP	Distinction from the target audience of company training	Check company DB/DC enrollment status separately

The mere fact that you personally hold an IRP account does not qualify you for the company's DB or DC plan participant education. You must verify whether you are actually enrolled in the retirement pension plan established by the company.

Before creating the list of candidates for retirement pension education, you must first check the retirement benefit system operated by the company.

division	severance pay system	retirement pension system
Basic structure	The company pays severance pay upon retirement.	Accumulating retirement benefit funds in financial institutions, etc. during employment
Representative Type	severance pay	DB type, DC type
Target audience	Distinction from retirement pension subscriber education	Education needed for DB and DC plan subscribers
HR verification materials	Employment rules, salary and service records	Retirement pension regulations, subscriber list, provider data
Management points	Calculation and Payment of Severance Pay	Subscriber education, contributions, operational status, and documentation management

If employees operating solely on the severance pay system are included as subjects for retirement pension education, the list of eligible participants may become inaccurate. Conversely, if participants in DB or DC plans are omitted, problems may arise in managing completion and supporting documentation.

Therefore, when preparing the subject and completion management register, it is recommended to first indicate the system type for each employee.

Although both DB and DC types are retirement pension systems, the key points that need to be emphasized in education differ.

division	DB type	DC type
System name	Defined benefit retirement pension	Defined contribution retirement pension
Basic features	The method by which the level of salary to be received upon retirement is determined	The company's contribution is determined, and the employee manages the reserve fund.
Key Training Points	Accumulation status, benefit levels, protection of entitlement	Contributions, operation method, investment risk, fees
HR Management Points	DB-type subscriber list and operational status	List of DC plan subscribers and operational training status
Necessity of classifying data	Need to reflect current company operations	Content related to investment and operation needs to be reflected

The Enforcement Decree of the Employee Retirement Benefit Guarantee Act classifies educational requirements for retirement pension scheme participants into general system, DB type, and DC type. It stipulates that the educational content for the DB type must include the status of contributions, benefit levels, and reserves, while for the DC type, it requires the level and status of contributions, as well as the profit structure, risks, and fees associated with different reserve management methods.

Therefore, even if operated as a single educational course, the content for DB and DC plans must be distinguished within the materials. In particular, it is advisable to avoid approaches that provide DB plan subscribers with only explanations of DC plan investment products, or fail to adequately inform DC plan subscribers about investment risks and fees.

1. First, enter the type of retirement pension plan.

• Operating only the severance pay system
• DB-type retirement pension management
• Operation of DC-type retirement pensions
• Mixed DB and DC operation
• Only some employees are enrolled in the retirement pension
• It is necessary to check separate systems such as the SME Retirement Pension Fund System.

2. Compare the retirement pension provider's subscriber list with the personnel roster.

• Current Employee List
• Retirement pension regulations
• List of subscribers to retirement pension providers
• Distinction between DB and DC subscriptions
• List of new hires
• List of mid-term subscribers
• List of employees on leave of absence and returning to work
• List of employees scheduled to resign or resigning

3. Display DB and DC types by employee

4. We manage new hires and mid-term subscribers separately.

• Date of employment
• Retirement pension enrollment date
• Regular training date
• Whether to include existing training targets
• Whether supplementary education is necessary
• Supplementary Education Notice Date
• Completion of supplementary education

5. Record teaching methods and educational materials.

6. Compare those who have completed the course with those who have not.

• Employees who were on the target list but did not complete the course
• Employees who are on the educational institution's list but not on the company's target list
• Employees with incorrectly entered DB/DC type classification
• Employee who resigned during the training period
• Employees who need to complete training due to leave of absence or return to work
• Employees who require supplementary training due to mid-term enrollment
• Employee with missing certificate file

It is recommended to include the following items in the retirement pension education completion management ledger.

division	item
Employee Basic Information	Name, Employee ID, Department, Job Title, Employment Status
System Information	DB type, DC type, severance pay system, verification needed
Registration Information	Retirement pension enrollment date, status of mid-term enrollment, retirement pension provider
Target audience	Target, Exclusion, Checking
Education Operation	Course name, training period, training method, training institution
Completion Status	Completed, Incomplete, Scheduled for supplementary training, Excluded
Management of incomplete courses	Reason for non-completion, re-notification date, scheduled date for supplementary training
Supporting documents	Location of certificate of completion, training log, attendance list, and mailing records
Final confirmation	HR Confirmer, Confirmation Date, Remarks

In Excel, if you standardize status values ​​such as 'Target', 'Exclude', 'Checking', 'Completed', 'Not Completed', and 'Scheduled for Supplementary Training', it is easy to filter during year-end checks.

For those who have not completed the retirement pension education, do not stop at simply sending a reminder email; record the reason and follow-up actions as well.

Reason for non-completion	Management method
Education Guide Unconfirmed	Record of re-notification date and guidance method
Leave of absence during the training period	Check whether supplementary training is necessary after returning to work
Mid-term hiring or mid-term enrollment	Check eligibility for supplementary training based on enrollment date
Planning to resign	Check subscriber status as of the training date
System error	Record of verification by educational institution or administrator
Misclassification of subjects	Re-verify with the list of retirement pension providers
etc	Memo and follow-up schedule record for the person in charge

The key to managing non-completionists is not “finding those who are missing,” but rather documenting why they failed to complete the course and the subsequent measures.

After conducting retirement pension education, we organize the materials that verify completion of the training.

The following are materials worth keeping.

Even if training was conducted through external agencies or retirement pension providers, HR must verify that the list of participants matches the list of those who completed the training. Simply saving the results received from the training institution as is may result in missing mid-term hires or misclassifying participants.

• Registered the entire employee list as training subjects.
• No distinction is made between those covered by the severance pay system and DB/DC participants.
• Displaying DB and DC types as a single system
• Omission of new hires after regular training and mid-term sign-ups
• Exclude employees on leave without verification
• Deleted former employees without verifying training criteria date
• Mistaking individual IRP holders for company retirement pension subscribers
• Only records the sending of training links and do not verify actual completion.
• The certificate of completion was kept, but the list of participants was not kept.
• No records are kept for re-notification of non-completioners and supplementary education.
• Not comparing retirement pension provider data with company personnel rosters
• Unnecessarily recording individual accumulated funds or operational details in the education management ledger

In managing retirement pension education completion, it is also important to avoid excessively collecting employees' personal financial information. Education management should focus on recording subscriber status, program type, completion status, and the location of supporting documents; care must be taken not to share individual contributions, investment products, or account information beyond what is necessary, nor to record such details in the management ledger.

HR often conducts personal information protection training and retirement pension training together during the same period. However, since the two trainings differ in their target audiences and objectives, they should not be combined into a single course.

division	Personal Information Protection Training	Retirement Pension Education
Main purpose	Safe handling of personal information and prevention of leakage	Guide to Understanding the Retirement Pension System and Subscriber Rights
Main targets	Personal information handlers, etc.	DB and DC type retirement pension subscribers
Key evidence	Educational materials, list of participants, certificate of completion, training log	Subscriber list, educational materials by program, completion status
caution	Prohibition of excessive collection of personal information	Caution regarding exposure of personal financial information
Possibility of operating together	Schedule integration possible	Schedule integration possible
Recording method	Separation of training name and completion record	Separation of training name and completion record

While the schedule can be managed together, it is safer to separate the participant list, educational materials, completion records, and supporting documents by training session.

Able to manage DB/DC plan subscriber lists, new and mid-term hires, employees on leave and returning, those who have not completed courses, and proof of completion documents all at once. XLSX Management Log for HR & Training Managers no see.

In the related article, you can check the distinction between target audiences for personal information protection training and retirement pension training, precautions when conducting them together, and standards for managing training documentation.

Q1. Are all employees required to receive retirement pension training?

Q2. Is it okay to educate DB and DC plan subscribers at the same time?

Q3. How do you manage employees who joined after regular training?

Q4. Should employees on leave of absence also be included in the list of training participants?

Q5. If the retirement pension provider conducts the training, is it unnecessary for HR to manage it separately?

Q6. Is it permissible to record individual accumulated funds or investment products in the Completion Management Register?

If you are managing retirement pension education participants by categorizing them into DB and DC types, and manually organizing certificates of completion and non-compliance after sending out training links, it is advisable to reorganize your management of mandatory legal education.

The Nudge EAP Mandatory Training page provides guidance on the operation of mandatory training, including retirement pension education for retirement pension subscribers. It operates in a way that allows for all tasks to be managed in one place, from uploading employee rosters and setting training periods to checking attendance status, managing non-completioners, and downloading certificates.

This content and the attached Excel file are practical resources intended to provide general information and assist in managing the status of retirement pension education participants and completion. The actual education targets, scope of participants, handling of employees on leave or hired mid-year, education methods, and standards for supporting documents may vary depending on the company's retirement pension bylaws, data from the retirement pension provider, labor relations, and relevant laws. Specific legal and labor judgments may require review by relevant authorities or experts.