FLEXIBLE BENEFITS WELCOME TO THE FLEXIBLE BENEFITS INTERACTIVE GUIDE

Transcription

1 FLEXIBLE BENEFITS WELCOME TO THE FLEXIBLE BENEFITS INTERACTIVE GUIDE Browse the document using the handy buttons in the bottom right corner, as well as the hyperlinks throughout. 01

2 WELCOME Welcome to Flexible Benefits, your benefits scheme. This brochure details the range of benefits available and contains information on how the scheme operates. It also explains how to make, submit and change your benefit selections. To ensure you make the most from your choices, a section on tax and National Insurance (NI) implications will illustrate the potential savings you can make. The scheme is reviewed annually so please continue to give us your feedback. Your comments will help to keep the scheme attractive and relevant. Please read on for more information on the scheme. Welcome 02 The Benefits 03 What is the aim of Flexible Benefits? 04 How does Flexible Benefits work? 05 What are the benefits? 06 How do I make my selections? 16 Frequently asked questions 18 Further information 18 02

3 BENEFITS The benefits choices for this scheme year are: Low Emission Salary Sacrifice Cars *New Benefit* USS Pension Contribution Childcare Vouchers University Pre-School Centre Payroll Giving Health Cash Plan Dental Insurance Sports Centre Membership Cycle to Work Season Ticket Loan Stagecoach Bus Pass Car Parking Vocational Training Courses at Lancaster University Vocational Training Courses at other Institutions Professional Body Membership Fee Pure Flex Card Purple Card EAT Staff Card Combined Arts Offer 03

4 WHAT IS THE AIM OF FLEXIBLE BENEFITS? The aim of Flexible Benefits is to provide you with the opportunity to tailor your benefits package to make the most of the savings available. You are able to choose from a variety of benefits and (with the exception of professional fees) pay for them over twelve months directly from your salary. Each year you will have an enrolment period to make your selections. Mostly, benefits are fixed for a year. The scheme can be accessed through employee self-service which enables you to explore different benefit combinations and submit a final selection when you are happy with your choices. For security reasons, employee self-service can only be accessed from a campus PC or via VPN. For staff without access to the internet please contact the Helpdesk on or to make your benefit selections. Who is eligible for Flexible Benefits? Flexible Benefits is available to all staff who are paid directly by the University (those employed on an engagement or timesheet basis are excluded). The amount of money that you can spend on benefits is limited to 50% of your salary and you cannot reduce your salary below the Lower Earnings Limit or National Minimum Wage. Why should I use Flexible Benefits? The Flexible Benefits scheme offers numerous advantages. Aside from being able to choose the benefits that matter most to you, you can also: Benefit from the University s buying power to gain access to competitive rates Spread the cost of benefits over 12 months from your salary (with the exception of Professional Fees and Low Emission Cars) Take advantage of National Insurance (NI) and tax savings where available Why does the University offer Flexible Benefits? The University implemented the scheme for a number of reasons including: Supporting a positive work-life balance Supporting health and well-being Promoting sustainable travel and helping the University reduce its carbon footprint Aiding recruitment and retention Supporting and promoting diversity Supporting professional learning and development Supporting corporate social responsibility Providing cost savings to the University through relief from employer s NI (on some benefits) The aim of Flexible Benefits is to provide you with the opportunity to tailor your benefits package to make the most of the savings available. 04

5 HOW DOES FLEXIBLE BENEFITS WORK? How do I pay for the benefits? The benefits available through Flexible Benefits will be provided in different ways depending on Her Majesty s Revenue & Customs (HMRC) requirements. Some benefits are subject to tax and/or NI whilst others carry no tax or NI liability. Therefore Flexible Benefits provides four different types of savings: Salary sacrifice Tax and NI savings Salary sacrifice Tax savings but benefit incurs NI Salary sacrifice NI savings but benefit is taxable Voluntary benefits No tax or NI savings but discounts available All tax and NI that is liable will be handled through Payroll. When you agree to a salary sacrifice arrangement, you give up the right to receive part of the cash pay due under your contract of employment. The sacrifice is made in return for the University s agreement to provide you with the non-cash benefit you have selected through Flexible Benefits. The sacrifice is achieved by varying your terms and conditions of employment relating to salary. Where you agree to a salary sacrifice in return for a non-cash benefit, you give up your contractual right to future cash remuneration. How do I know how much I am saving? The benefit illustrations that follow show the approximate savings for a member of staff earning 25,000 paying 20% tax and 10.4% NI. Figures are based on current discounts, 2015/16 (tax and NI rates) and are calculated on our understanding of HMRC rules and practice. When can I make changes to my benefits? Once you have selected your benefits during the enrolment period, your choices are then fixed until the next enrolment in During the Flexible Benefits year some benefits can be amended depending on the rules of the provider and HMRC. The benefits fall into three categories: Benefit can only be chosen or changed if you experience a qualifying Life Event Benefit can be chosen or changed at any time of year e.g. Childcare Vouchers and Low Emission Cars Benefit cannot be chosen or changed and is fixed for the year e.g. Cycle to Work Life Events Certain involuntary, life changing events ( Life Events ) permit changes to certain benefits. If you experience a Life Event, please register it with the Flexible Benefits Helpdesk. In such instances, the benefits you can change are dependent on the type of Life Event you have experienced. Examples of Life Events are: Marriage/Civil partnership Divorce/Legal separation/loss of a partner/loss of a child Birth/Adoption of a child Child becomes ineligible for benefit Significant contractual change Life Events are determined by HMRC. Unfortunately changing your mind doesn t qualify as a Life Event. 05

6 Flexible Benefits offers a range of benefits for staff. Benefits are available with various options and differing levels, allowing you to choose the product option you require. In some cases there are options for you to select cover for your partner and/or your children. Benefit: Low Emission Salary Sacrifice Cars Provider: Tusker Background: Lancaster University s Low Emission Salary Sacrifice Car Scheme enables you to take the complications out of owning a car with a complete motoring experience. The package is simple: a brand new car, complete with insurance, breakdown cover and a host of other cost-saving benefits, in exchange for a salary sacrifice. It s cheaper than a standard car lease scheme and, with all the potentially confusing details of running your own car contained within one package, it can make your life simpler too. Benefits of the scheme include: Average savings of around 80 per month * All routine servicing and maintenance Fixed-cost, fully comprehensive motor insurance One call number for all of your vehicle needs Excellent fleet and public sector discounts Protection against some of life s unexpected events The Low Emission Car Scheme aims to promote electric and hybrid vehicles (or Ultra Low Emissions Vehicles) to all potential Salary Sacrifice Car drivers. You can also choose from a wide range of diesel or petrol vehicles as long as their CO2 emissions are below 120g/KM. When you log in to the main Tusker site, it is packed with information to help you decide if the scheme is right for you including cost and CO2 comparison tools, educational videos and lots of information about ULEVs, including common myths, FAQs and charging information. *The average savings example is based on a 40 year old, 20% tax payer, over a 36 months lease period and driving 10,000 miles per annum. Please note that the CO2 emission level of the car will also influence your level of saving. Lower CO2 levels will mean less tax will be due on the vehicle, thereby increasing the amount you can save. Important information: This is a salary sacrifice agreement for 36 months. If you are on a fixed-term contract, it must be for a longer period than the proposed salary sacrifice period of 36 months. Amendments to benefit: This benefit can be selected at any time throughout the year. Tax and NI implications: This benefit is save on your NI contributions and by tax efficiencies with this benefit.. How do I apply for this benefit? To apply, please follow this link to the Tusker website: Now click the red Create Account button in the top right hand corner. The Company Code is LANC and your unique employee identifier is your employee/personnel number - this can be found on your payslip. 06

7 Benefit: Salary Sacrifice Pension Contribution Provider: Universities Superannuation Scheme Background: The USS scheme allows members to convert their normal employee contributions to an increased employer contribution by agreeing to a reduced salary. The advantage provided by salary sacrifice means that members of the USS scheme can save NI as well as benefit from existing tax relief. This will increase the total saving for a basic rate tax payer to approximately 29.4% of their contribution, and 41% for a higher rate tax payer. To be eligible to salary sacrifice you must have been a member of the USS pension scheme for more than 3 months. Unfortunately, neither the Local Government Pension Scheme (LGPS) or the National Health Service Pension Scheme (NHSPS) currently allow salary sacrifice arrangements and this option will not be displayed in the online system for members of those schemes. The Flexible Benefits system will automatically include your existing choice (carried over from last year); you can then change your preference if you wish. Amendments to benefit: This benefit can only be selected at the start of each benefit year and cannot be amended. Tax and NI implications: You will save NI on your contribution to the pension if you select salary sacrifice. Savings: Based on the current employee contribution for the pension (7.5% of pensionable salary), an employee earning 25,000 per annum would save approximately 14 per month in NI by choosing salary sacrifice. Benefit: Childcare Vouchers Provider: Edenred Background: Childcare Vouchers allow you to salary sacrifice the cost of childcare from a range of approved providers up to a maximum monthly value of 243 for basic rate tax payers, 124 for higher rate tax payers and 110 per month for additional rate tax payers. Where both parents are working at Lancaster University, you can both claim the tax and NI free allowance making a potential total of 486 per month. Childcare Vouchers provide the same benefit as the Pre-School Centre but with the added flexibility of using any registered provider. If you select Childcare Vouchers for the first time, you will receive an information pack explaining how to use your electronic vouchers and your user log in information. If your child minder is not registered with Edenred you will have to complete a form which you should receive in your information pack. If they are registered, they will already have their own Edenred account and can use their existing account number. Your childcare provider must also be able to accept payment electronically to their own bank account. If you currently receive or are entitled to the Childcare Element of Working Tax Credits then you should investigate with the Department of Work & Pensions whether opting to take Childcare Vouchers will provide the best overall benefit. The Flexible Benefits system will automatically include your existing choice (carried over from last year); you can then change your preference if you wish. Flexible Benefit options: per month. Amendments to benefit: The amount you wish to receive can be changed on a monthly basis by initially contacting the Helpdesk. save tax and NI on this benefit. Savings: Based on spending 243 per month on Childcare Vouchers a member of staff on 25,000 would save approximately 71 per month. 07

8 Benefit: Salary Sacrifice Pre-School Fees Provider: Lancaster University Pre-School Centre Background: This benefit enables you to save tax and NI on the full cost of pre-school centre fees. Prospective users of the centre from 1 September 2015 will have selected this benefit by completing the Pre-School Centre booking form prior to the start of the 12 month booking period. The Flexible Benefits system will show the amount you are paying for the cost of childcare; please ensure this amount is correct. Amendments to benefit: Any changes must be in accordance with the Pre- School Centre terms and conditions of booking. Initial contact should be made with the Pre-School Centre. save tax and NI on this benefit. Savings: Based on spending 500 per month at the centre a member of staff on 25,000 would save approximately 147 per month. Benefit: Payroll Giving Provider: CAF (Charities Aid Foundation) Background: Payroll Giving is a simple way to support a charity or charities of your choice on a regular basis through payroll by making monthly donations in a tax efficient way. You select the amount you wish to donate each month and print off the form to detail the charity or charities you wish to donate to. You return this to CAF to ensure that your donations are made. If you already make a donation this will show on the Flexible Benefits system and continue to be donated based on your previous selection. Flexible Benefit options: Minimum 1 per month. Amendments to benefit: This benefit is available upon joining Lancaster University. You can only choose or amend your contribution amounts if you experience a qualifying Life Event. make tax savings on this benefit. Savings: Based on donating 50 per month to a charity, a member of staff on 25,000 would save approximately 10 per month. Benefit: Health Care Cash Plan Provider: Westfield Health Background: The Health Cash Plan provides employees with the opportunity to stay healthy by claiming reimbursement, up to set limits, for a range of essential health treatments including dental checkups and treatment, eye tests and prescription glasses or contact lenses, physiotherapy and more. The product offers: Up to 18 healthcare benefits Dependent children are covered on most benefits at no extra cost 100% reimbursement for a wide range of routine healthcare expenses, up to set limits Fixed cash payments following an in patient stay, day surgery or the birth or adoption of a child All pre-existing medical conditions are covered (except for Personal Accident cover and Westfield Surgery Choices) MRI, CT and PET Scans for the policyholder, when a scan is arranged by you telephoning our Scanning Facilities service on Best Doctors, an expert second medical opinion, available for you and your resident family Westfield Rewards, an online shopping portal providing you with access to offers on a wide range of goods and services Concessionary deals for you on health and fitness club annual membership Personal Accident cover for you, the policyholder Access for you and your resident family to our comprehensive online A-Z Health Website Worldwide cover on most benefits If you have previously selected the Cash Plan, your coverage will continue based on your previous selection. Flexible Benefit options: Monthly costs are as follows: Level 1 6 Level 2 12 Level 3 18 Level 4 24 Level 5 30 Amendments to benefit: You can only choose or make amendments to your cover if you experience a qualifying Life Event. save NI on this benefit. Savings: Based on selecting Level 5 for yourself and your partner a member of staff on 25,000 would save approximately 5 per month. 08

9 Benefit: Dental Insurance Provider: Denplan Background: This benefit provides you with insurance which reimburses the costs of your dental treatment, up to specified limits. Through Flexible Benefits you receive preferential rates and save on NI. Denplan offer six levels of cover: Key, Elementary, Essential, Essential Plus, Extensive and Extensive Plus and a guaranteed dentist policy. If you have previously selected Dental Insurance, your coverage will continue based on your previous selection. Flexible Benefit options: Key - This product meets the demands and needs of those looking to cover the unexpected costs of dental treatment necessary as a result of a dental injury or emergency anywhere in the world and for treatment of mouth cancer. Elementary - This product meets the demands and needs of those looking for 100% reimbursement for routine and restorative dental treatment provided under the NHS. You can also obtain reimbursement up to NHS levels if you receive private treatment. In addition, the policy covers unexpected costs of dental treatment necessary as a result of a dental injury or emergency anywhere in the world and for treatment of mouth cancer. Essential, Essential Plus, Extensive and Extensive Plus - These products meet the demands and needs of those looking for reimbursement towards routine and restorative dental treatment anywhere in the world, as well as cover for the unexpected costs of dental treatment necessary as a result of a dental injury or emergency and for treatment of mouth cancer. Whilst these plans are comprehensive, the cover levels on Extensive and Extensive Plus are higher than those on Essential and Essential Plus for certain treatments. Amendments to benefit: You can only choose or make amendments to your cover if you experience a Life Event. save NI on this benefit. Savings: Based on selecting Extensive cover for yourself and your partner a member of staff on 25,000 would save approximately 3 per month. Cover Level Product Options Cost ( ) per month Key Elementary Essential Essential Plus Extensive Extensive Plus Employee Employee plus Partner Lone Parent Family Family

10 Benefit: Sports Centre Membership Provider: Lancaster University Background: This benefit is operated by salary sacrifice whereby staff agree to a reduction in salary over 12 months and in return will receive the benefit of Sports Centre membership. Available levels of cover are Bronze Membership, Silver Membership, Gold Membership and Platinum Membership. If you are already a member of the Sports Centre, your membership will continue based on your previous selection. Level of Membership How do I get this benefit? To activate your membership, take your library card to the sports centre reception. For existing members who renew, membership will be updated remotely. Amendments to benefit: This benefit can only be selected at annual enrolment. save tax and NI on this benefit. Savings: A member of staff on 25,000 would save approximately 8 per month on the cost of Gold Membership. Covers Monthly Cost ( ) (Before saving applied) Bronze Swimming, cardio and weights off-peak Silver Swimming, cardio and weights any time Gold All activities at anytime excluding classes Platinum All activities at any time Benefit: Cycle to Work Provider: Cyclescheme Limited Background: This benefit provides you with the opportunity to select a bicycle and accessories where the primary use will be to cycle to work. The benefit is part of the University s Travel Plan aimed at encouraging more staff to use environmentally friendly methods of transport to and from work. As part of the initiative you do not have to pay tax or NI on the cost of the equipment. You could save up to 41% compared with purchasing the same equipment directly. Through Flexible Benefits you choose to loan a brand new bicycle of your choice from the University for a period of 36 months. To participate in this scheme your pay will be reduced by an amount equivalent to the value of the bicycle voucher selected. The reduction to your salary will be spread equally over the first 12 months of the loan period. Under the cycle to work scheme you will save both tax and National Insurance. If you selected this benefit in either of the previous two scheme years, you will not be able to re-select the benefit this year. Once the 36 month hire agreement period has lapsed on your existing bicycle, you will be able to participate again at the next annual enrolment opportunity. Staff can instead choose to sign up for the Cyclescheme in February To request a February enrolment, please contact the Flexible Benefits Helpdesk between 1-20 February Flexible Benefit options: You select a denomination up to a maximum of 1, (in multiples of , minimum ) for a bicycle and accessories. Amendments to benefit: This benefit can be selected at annual enrolment or it can instead be requested in February It cannot be changed over the course of the year. save tax and NI on this benefit. Savings: Based on selecting a certificate for 1,000 ( per month) a member of staff on 25,000 would save approximately 24 per month. How do I get this benefit?: You will be sent a hire agreement in either October 2015 or February 2016 (depending on the enrolment window you selected) to complete. Once this is returned to Cyclescheme, you will receive a certificate which you exchange for your bicycle/ accessories at your chosen Cyclescheme retailer. 10

11 Benefit: Season Ticket Loan for Travel to Work Provider: Lancaster University/ Transport Providers Background: You can apply for an annual season ticket loan from Lancaster University to pay towards your public transport travel costs to and from work. You will be able to borrow up to 5, which must be used for public transport to and from the University. The University will pay the transport company directly and you will then repay the loan in 12 monthly instalments with no interest charged on the amount borrowed. You can only apply for one loan of this type per year. You will need to re-select this benefit during the annual enrolment window. Flexible Benefit options: 1-5,000 Amendments to benefit: This benefit can only be selected at annual enrolment. Tax and NI implications: The repayment of the loan is taken from net pay so there are no savings on tax and NI. The loan is not taxable providing it is repaid within twelve months of being advanced. Benefit: Stagecoach Bus Pass Provider: Stagecoach/Lancaster University Background: The University is continuing to maintain attractive incentives to encourage staff to travel to work via public transport. A free bus pass can be obtained for staff on grades 1 and 2 and a subsidised bus pass can be purchased for 75 for the year for staff on grade 3 and above. This benefit represents a major saving and incentive for staff to use the bus as the full annual cost of a bus pass is 359. Where the subsidised ( 75) payment is required, this will be spread over 12 monthly deductions. The annual bus pass will be based on either the Lancaster Unirider Central or Unirider South travel areas. The bus pass is only valid for commuter journeys. You will need to re-select this benefit during the annual enrolment window. You will not be able to select this benefit if you have chosen to take the Car Parking benefit. Flexible Benefit options: The annual bus pass is free for staff on grades 1 and 2 and only costs 75 for staff in other grades. Amendments to benefit: This benefit can only be selected at annual enrolment. taken from net pay so there are no savings on tax and NI. How do I get this benefit? Passes will be available after the close of enrolment. You will be notified when your pass is ready for collection from the LUSU Reception in Bowland College. You will be required to show your library card to obtain your pass. Benefit:Car Parking Provider: Lancaster University Background: The University is continuing to operate standard and car share staff parking zones. The annual salary sacrifice required to receive a permit is set out below and deductions will be taken from your salary over 12 months. The car parking policy can be found here. If you want to continue with the parking permit through Flexible Benefits, you will need to re-select the benefit during the annual enrolment window. You will not be able to select this benefit if you have chosen to take the Stagecoach Bus Pass option. Flexible Benefit options: There are five options available but only one may be selected. The options are as follows: Car Parking Option 1 Standard Option for single car commuters ( ). Where staff work part-time, the annual salary sacrifice will be calculated by reference to the contractual FTE on 1 October FTE = FTE = FTE = FTE = FTE = Amendments to benefit: This benefit can be selected at annual enrolment or if you experience a qualifying Life Event e.g. return from maternity leave. save tax and NI on this benefit. Savings: A full-time member of staff on 25,000 choosing Option 1 would save approximately 48 over the year. Car Parking Option 2 Car Share ( 67.08) This option is only available to staff who have held a car parking permit in previous years. One member of staff will act as the Primary car share partner and will have the cost of the permit deducted from his/her salary over twelve months. All other partners will be Secondary. All Primary and Secondary Car Share Partners must register through the Flexible Benefits system. Scratch cards will be allocated to car partners based on their contractual FTE on 1 October Car Parking Option 3 Special Needs ( 0.00) Car Parking Option 4 Cycle and walking commuters ( 0.00) Car Parking Option 5 Non salary sacrifice option for single car commuters ( ) Options 3, 4 &5 are selected through the Flexible Benefits system but you will then need to visit the car parking office in person after 22 September. How do I get this benefit? With the exceptions of options 3 & 5, car parking permits and scratch cards will be sent to your home address towards the end of September. Please advise the helpdesk if you intend to change your current address. 11

12 Benefit: Vocational Training Courses at Lancaster University Provider: Lancaster University Background: You can elect to receive the benefit of undertaking a vocational course at Lancaster University as a salary sacrifice option, making savings on tax and NI. In order to receive this benefit you will be required to agree to a reduction in your salary equivalent to the price of the course. This means that you will make significant savings compared with paying for the course out of your net pay. This benefit can only be selected at annual enrolment and must be selected prior to a fee being paid. You will not be able to elect for this benefit on a backdated basis. Vocational courses are those relating to your current or future role at the University. Before selecting this benefit please confirm with the Organisation and Educational Development Team ext that the course can be categorised as vocational. Flexible Benefit options: You can enter an amount that you wish to sacrifice towards vocational courses up to 10,000. Amendments to benefit: This benefit can only be selected at annual enrolment. save tax and NI on this benefit. Savings: Based on selecting course fees of 2,000 a member of staff on 25,000 would save approximately 49 per month on the cost of the course. Benefit: Vocational Training Courses at Other Institutions Provider: Other Educational Institutions Background: You can elect to receive the benefit of undertaking a vocational course at other Institutions as a salary sacrifice option, making savings on tax and NI. This benefit works in the same way as Vocational Training Courses at Lancaster University. Before selecting this benefit please confirm with the Organisation and Educational Development Team ext that the course can be categorised as vocational. Amendments to benefit: This benefit can only be selected at annual enrolment. save tax and NI on this benefit. Savings: Based on selecting course fees of 2,000 a member of staff on 25,000 would save approximately 49 per month on the cost of the course. 12

13 Benefit: Professional Body Membership Fee Provider: Professional Bodies Background: If you are a member of a professional body which is related to the work you carry out at Lancaster University then you can opt for the University to pay for your professional fees under the Flexible Benefits Scheme. As your membership of the body is relevant to your work at Lancaster University you can agree to take a salary sacrifice and save the tax and NI on the full cost of the fee. You can enter your professional fees at any time of the year to coincide with the expiry of your current membership - you do not need to select this option during the annual enrolment window unless your fees are due at that time. This option must be selected prior to the fee being paid. You will not be able to elect for this benefit on a backdated basis. You are required to send your renewal invoice to Sarah Harding in Finance. Flexible Benefit options: You can enter the amount due for one membership on the Flexible Benefits system. Amendments to benefit: You can select this benefit at any time during the Flexible Benefits year. The value of the fee (minus tax and NI) will be taken from your salary in one monthly reduction. save tax and NI on this benefit. Savings: Based on selecting a professional membership fee of 200 a member of staff on 25,000 would save approximately 58 on the cost of the membership. Benefit: Pure Flex Card Provider: Grass Roots Background: The Pure Flex Card through Flexible Benefits gives you access to discounts from a range of retailers, both instore and online. If you regularly shop at the participating retailers this is a great way to save money. You choose the monthly amount to be loaded onto a pre-paid Visa debit card. By using this card at participating retailers you can enjoy discounts of between 3% and 10%. Discounts are rebated back to your card at the end of the month. There is a minimum monthly top-up value of 100. The Flexible Benefits system will automatically include your existing choice (carried over from last year); you can change your preference if you wish. Flexible Benefit Options: You can enter the amount that you wish to load onto your card in 10 increments (minimum value 100). Retailer Rebate Retailer Rebate Argos 5% Homebase 5% ASDA 3% John Lewis 5% BHS 7% M&S 5% B&Q 4% Mothercare 7% Boots 6% Pizza Express 10% Caffe Nero 5% River Island 7% Currys and PC World 6% Top Shop 7% Debenhams 7% Virgin Experience Days 7% Ernest Jones 10% Waterstones 7% Halfords 7% WH Smith 7% Amendments to Benefit: You can only make amendments to your monthly order if you experience a Life Event. taken from net pay so there are no savings on tax or NI. Savings: The level of saving is determined by how much you load onto your card each month and the retailers where you use your card. Some examples of the discounts available are shown above. 13

14 Benefit: Purple Card Provider: Lancaster University Students Union (LUSU) Background: Purchasing the Purple Card through Flexible Benefits entitles you to excellent discounts around Lancaster and further afield. Once you re signed up, LUSU will you with the regularly changing offers, helping you to get the most out of your new card. To see the full range of savings available, please visit: The Flexible Benefits system will automatically include your existing choice (carried over from last year); you can change your preference if you wish. Flexible Benefit options: The Purple Card costs per year is deducted monthly from your salary. Amendments to benefit: This benefit can only be selected at annual enrolment. taken from net pay so there are no savings on tax or NI. You will benefit from discounts at participating retailers. How do I get this benefit? LUSU will contact you after the close of enrolment. Benefit: EAT Staff Card Provider: Lancaster University Background: The EAT staff card allows you to purchase food and non-alcoholic drinks at University catering outlets. These include The Lounge, The Venue, Café 21, The Hub, Refuel and the bars on campus. Furthermore, it entitles you to a 10% discount on your purchases. The Flexible Benefits system will automatically include your existing choice (carried over from last year); you can change your preference if you wish. Flexible Benefit Options: You can choose to load your card with either 100, 200 or 300 for the year. This is then divided equally over the year and deducted monthly from your salary. Amendments to Benefit: This benefit can only be selected at annual enrolment. taken from net pay so there are no savings on tax or NI. The card entitles you to a 10% discount on your food and non-alcoholic drink purchases from University catering outlets. How do I get this benefit? Existing card holders will have their cards remotely topped up by Commercial Services after the close of enrolment. New subscribers to the benefit will have their cards posted out to them. 14

15 Benefit: Combined Arts Offer Provider: Lancaster University, Lancaster Arts (formerly and the Dukes Theatre Background: With the Combined Arts Offer you become a supporter of both the Lancaster Arts Supporters Scheme and The Dukes Friends Scheme for the promotional price of one. The supporter schemes offer discounts and special offers on performances at the Dukes and Lancaster Arts, helping you to save money whilst supporting the arts and the University s partnership with the Dukes. The Flexible Benefits system will automatically include your existing choice (carried over from last year); you can change your preference if you wish. Flexible Benefit options: The Combined Arts Offer costs for the year is deducted monthly from your salary. Amendments to benefit: This benefit can only be selected at annual enrolment. taken from net pay so there are no savings on tax or NI. You will benefit from discounts on performances. How do I get this benefit? After annual enrolment has closed, we will contact you with instructions on how to collect your membership cards. 15

16 HOW DO I MAKE MY SELECTIONS To make your selections, log in to employee self-service using your university username and password. Please note that you can only access employee self-service via a campus computer or by VPN. If you require any help accessing or navigating the site please contact the Helpdesk on or flexiblebenefits@lancaster.ac.uk Employee Self Service From your Employee Dashboard, click on the Flexible Benefits icon, then the blue View or Edit Selections button. Choosing your Flexible Benefits You can scroll though the full list of benefits available. To select a benefit, click the slider button on the right so that it turns green. Where necessary, complete the additional information when prompted. Please note that the Total Fund is the maximum amount of Pensionable Pay that you are allowed to spend on benefits. This is set as 50% of your pensionable salary. Submitting your Flexible Benefits When you have chosen the benefits you wish to receive, click the green Submit button to make your choices. If you change your mind before the end of the enrolment period, you can change your submission by clicking the green Unsubmit button. After the enrolment period has ended you will not be able to change your choices until the next enrolment period unless you experience a qualifying Life Event. If you cannot get access to the Internet please contact the Helpdesk for assistance. How do I amend my selections after enrolment has ended? If you experience one of the listed Life Events and you wish to make changes to your Flexible Benefits please contact the Helpdesk on or as soon as you experience the event. Once confirmed, the Flexible Benefits system will be open for you to amend your benefit selections. The changes you make will go live on the 1st of the month thereafter. 16

17 FREQUENTLY ASKED QUESTIONS What is salary sacrifice? Salary sacrifice is an agreement whereby your salary is reduced by a given amount in return for the employer providing a non cash benefit. The reduction in salary may mean you pay less tax and/or NI and therefore you may save money. When benefits are taken as a reduction of the salary, does this affect other rights based on salary? Most of the benefits operated in the scheme are through salary sacrifice which reduces your actual salary. Even though your take home salary is reduced, you retain your Reference Base Salary (i.e. your salary before the salary sacrifice) which is used in salary based calculations i.e. overtime, future pay rises etc. Some state benefits may be slightly impacted if your earnings are close to the Earnings Threshold of 5,824 per year. Will my pension be affected by the new scheme? The figure that your final salary pension will be based upon will be unaffected for USS. This is not the case for the NHS Pension Scheme. Members of the LGPS are unaffected with the exception of low emission cars and professional body fees. Will my benefit choices carry over from last year? Yes, with the exception of Car Parking/ Stagecoach Bus Pass, Cycle to Work, Vocational Training Courses at Lancaster University, Vocational Training Courses at Other Institutions, Professional Bodies Membership Fees and Other Season Ticket Loans. How do I access the system? Access to the system is through employee self-service You will receive an to your work address. If however you have any questions regarding accessing the site then please call the Flexible Benefits team on or or us at flexiblebenefits@lancaster.ac.uk What happens if I do nothing? If you have not previously participated in the scheme and do nothing during this enrolment, no selections will be made for you. If you are in receipt of benefits and do nothing during this enrolment, your previous benefits that are configured to carry over will carry over (see above). If you do not want this to happen, please go into the system and deselect your previous benefits before pressing the submit button. Why can t I salary sacrifice my pension contributions in the Local Government or NHS Pension Scheme? Currently the schemes do not allow salary sacrifice of employee pension contributions. If the situation alters in the future, we would aim to introduce salary sacrifice to this benefit. If I don t opt in, when do I have the next opportunity to join? If you don t opt in during the enrolment window you will have to wait until the next enrolment to select the majority of your benefits. The only exceptions to this are low emission cars, the professional membership fee and childcare vouchers (which can be submitted at any point in the year) and the cyclescheme (which has an alternative sign up window in February 2016). What happens if I leave Lancaster University? If you leave the University, benefit entitlement and cover will normally cease on the date of your termination. However, some benefits are annual and therefore the whole amount outstanding for this will be deducted from your final net pay. This applies to: Cycle to Work, Lancaster Courses, Non Lancaster Courses, Professional Fees, Season Ticket Loan, Stagecoach Bus Pass, Sports Centre Membership, Purple Card, EAT Staff Card, Combined Arts Offer and Car Share. For the Low Emission Salary Sacrifice Cars, an early termination charge may apply. If you do not have enough salary to cover the final balance this will be considered a debt and recovered using the normal Lancaster University debt recovery process. Further Information If you have any questions regarding the Flexible Benefits scheme please call the Flexible Benefits team on or or us at: flexiblebenefits@ lancaster.ac.uk Information can also be found on the HR website at: depts/hr/totalreward/benefits.html We are keen to hear any of your feedback and views - if you have any comments or suggested improvements you would like us to consider, then please contact the Flexible Benefits team or David Owen in HR (a.d.owen@lancaster.ac.uk). 17

18 Disclaimer No information in this brochure should be taken as a personal recommendation or advice on the part of Lancaster University or any of its suppliers or partners. Whilst every effort is made to maintain the accuracy of this brochure, it is only intended to act as a guide to the scheme. In the event that there is inconsistency between the brochure and the provider s terms and conditions, the provider s terms and conditions will prevail. Once accepted into the Lancaster University Flexible Benefits scheme you will be subject to the rules of the scheme and the provider s conditions and requirements for provision of each benefit. You are advised to seek independent financial advice if you need further guidance about the suitability of these products and services in relation to your personal circumstances. Lancaster University reserves the right to substitute, change, remove or add to the products or services listed within this Flexible Benefits scheme or to change the provider of any benefit. Lancaster University may withdraw a benefit and provide a suitable alternative or cash substitute (this may happen where a provider is unable to provide a benefit, or the cost of provision is no longer viable). Lancaster University may exclude an individual from a particular product or service due to reasonable employment, legal or health and safety reasons. An individual may be excluded from a benefit if the provider refuses to provide the product or services. If an individual risk profile is assessed by a provider as being exceptionally high, any additional cost of the benefit may be passed on to the individual. While Lancaster University has secured agreement of the companies listed within this benefit brochure to provide a range of goods and/or services for the benefit of Lancaster University, Lancaster University does not accept any liability for any goods and/or services received. Lancaster University is committed to using providers of a high quality. Should you have any problems with any of the providers please contact the Flexible Benefits administration team on or us at: flexiblebenefits@lancaster.ac.uk. Data Protection Act 1998 To set up and administer your benefit selections, information about you and your partner, spouse and family members may be provided to the University s benefits advisors, providers and administrators. Details of the third parties the University uses for the supply of benefits from time to time are available through the University s website and the Flexible Benefits system in the section relating to each benefit. This information will contain personal data relating to you and your family and will be held and used for the purposes of benefits administration. Our third party advisors and administrators will provide this information to benefit providers according to the benefit selections that you make. Our third party advisors, administrators and benefit providers may also provide information to the University in connection with pensions and benefits administration. By confirming that you wish to join the Flexible Benefits scheme, you consent to the use of your personal data as explained above. Thank you and credit to our photographers Michael Bromley (page 10), Pauline Roberts (page 2 and 18), Hannah Fyfe (page 3), Ros Malcolm (page 5), Thomas Banaszek and Jane Hulland (page 18). 18