ESS Launch reminder. Welcome. Local Government Pension Scheme. Inside this issue. We would like to wish our employers a very Happy New Year 2018!

Transcription

1 Inscribe Inside this issue ESS Launch reminder 1 Employer Contact 3 Information sheet Salary Sacrifice Shared 4 Cost AVCs 2018 Year End Guidance 5 General Data Protection 6 Regulation (GDPR) Employer Meeting date for your diary i-connect update 7 The newsletter for employers within the Royal County of Berkshire Pension Fund Winter 2017/2018 Welcome Welcome to Inscribe the quarterly newsletter for employers within the Royal County of Berkshire Pension Fund. Each edition of Inscribe contains the latest news and updates surrounding the Local Government Pension Scheme. We would like to wish our employers a very Happy New Year 2018! ESS Launch reminder As reported in our previous edition of Inscribe, Employer Self Service (ESS) officially launched on 19 October. As a reminder to employers we have included links to the step by step registration process and ESS user guides (turn to page 2). ESS is a free service which enables scheme employers to view and amend pension data remotely and securely, using internet based technology. Contractual enrolment 8 vs Auto enrolment Updated LGS15 pension 9 forms Berkshire Pension Fund 10 Annual Meeting 2017 Useful Links 11 Glossary of Pension 12 Terms Contact Us 12 Local Government Pension Scheme

2 What can I use ESS for? Register for ESS ESS enables employers to view and amend their member data held on our pension administration system Altair. ESS offers a wide range of features including: P Create new starter pension records for your members P Member search facility P View and update general information (change of address, update of marital status) P Update of part-time hours and weeks P Perform benefit projections P View member and non-member documentation P Generate and print reports How do I sign up to ESS? To coincide with the launch of ESS we issued a special edition Inscribe newsletter to employers providing a step by step registration process. A full ESS training guide can be found on our website via the link below: The guide is also broken down into 8 bitesize areas for ease of reference: 2

3 Employer Contact Information - reminder Please send us your completed forms As previously mentioned in our Autumn edition of Inscribe we are undertaking an exercise to ensure that our employer contact database is up to date. In order to assist us we would be grateful if all employers could arrange for the Employer Contact Information Sheet to be completed and returned as soon as possible. A word version of the Employer Contact Information sheet is available via our website at: sheet We would like confirmation of the following information in order to ensure our employer database is up to date: Pension Liaison Officer (PLO) HR Provider(s) Payroll Provider(s) Internal Dispute Resolution Procedure (IDRP) Officer Occupational Health Physician Once completed please return as soon as possible to Joanne Brazier either by or post. Royal County of Berkshire Pension Fund Minster Court York Road Maidenhead Berkshire SL6 1SF joanne.brazier@rbwm.gov.uk Please note that completion of the Employer Contact Information Sheet is necessary in order to register for Employer Self- Service. The form must be completed by your Pension Liaison Officer in order to authorise your use of the system. 3

4 Salary Sacrifice Shared Cost AVCs In our Winter 2016/2017 edition of Inscribe we reported that the Prudential were investigating whether they would be able to support a Salary Sacrifice Shared Cost AVC arrangement (SSSCAVC). At this time the Prudential did not facilitate such an arrangement under the LGPS regulations. However, we are pleased to announce that the Prudential are now able to accommodate these requests. Please find attached below a letter from Robert Stormonth, National Account Manager for Prudential, confirming their position on SSSCAVCs. IMPORTANT INFORMATION FOR LGPS EMPLOYERS Earlier this year I wrote to you regarding employers expressing an interest in setting up Shared Cost AVC arrangements so that they can offer their eligible staff the opportunity to make AVCs on a salary sacrifice basis. I stated that Prudential did not facilitate such salary sacrifice arrangements in respect of AVC contributions but that we were reviewing this position and would provide you with a further update once we had determined whether, and how, we could support such arrangements. Prudential are now in a position to support employers each month who wish to offer Salary Sacrifice Shared Cost AVC (SSSCAVC) arrangements to their staff. Employers wishing to implement a SSSCAVC arrangement must agree to comply with Prudential s terms of business, including the requirement that they must notify their Administering Authority of their intent to set up a SSSCAVC arrangement. This is to ensure that contributions are administered correctly and to ensure that the information we provide to members is correct and compliant. We do recommend that employers take specialist tax advice when setting up the arrangements in order that they meet all HMRC requirements. Any employer wishing to implement a SSSCAVC arrangement should corporate.pension.enquiries@prudential.co.uk in the first instance. We will contact interested employers to discuss the process and timescales to implement their SSSCAVC arrangements. Regards Robert Stormonth National Account Manager, LGPS National Account Manager, LGPS If you would like to find out more about setting up a SSSCAVC arrangement please contact corporate.pension.enquiries@prudential.co.uk or alternatively contact Sandra Fitzgerald, Client Manager, sandra.fitzgerald@prudential.co.uk 4

5 2018 Year End Guidance In preparation for the 2018 year-end process we have provided revised Year end 2018 Scheme Employer Guidance Notes. The guidance notes can be accessed through the link below: A copy of the accompanying year end Excel spreadsheet is also attached: The guidance notes have been designed to assist you as a scheme employer to meet your obligations under the Local Government Pension Scheme (LGPS) Regulations 2013 (as amended) when preparing to provide your year end data to the Royal County of Berkshire Pension Fund for the scheme year ending 31 March The deadline for submission of your 2017/2018 year end file will be 30 April Year-end Timetable March 2018 End of the Scheme Year By 30 April 2018 During 1 April 2018 to 15 June 2018 During 1 April 2018 to 15 July 2018 During 1 April 2018 to 15 July 2018 During 1 August 2018 to 15 August 2018 During 16 August 2018 to 31 August 2018 All year end files to have reached the Pension Fund The Pension Fund to process year end files Scheme employers to respond to year end queries within two weeks The Pension Fund to process responses from scheme employers The Pension Fund to extract LGPS member data to send to printers Annual Benefit Statements issued to LGPS members in line with statutory obligation Each employer will be contacted in due course outlining the 2018 year end process in full. In the meantime if you have any questions regarding year end please contact Philip Boyton on or philip.boyton@rbwm.gov.uk 5

6 General Data Protection Regulation (GDPR) As some of you may be aware on 25 May 2018 the European Union s General Data Protection Regulation (GDPR) comes into force. GDPR contains new standards for the protection of individual s personal data in the European Economic area. The new regulations supersede the Data Protection Act 1998 (DPA). As a result of the new regulations administering authorities are responsible for the personal data held by their LGPS funds. Subsequently, the Royal Borough of Windsor & Maidenhead (RBWM), as administering authority to the Royal County of Berkshire Pension Fund, must demonstrate compliance with the GDPR. The Pension Fund are currently working with RBWM to show in a meaningful way that both the overall governance structure for data protection compliance and the individual policies and procedures relating to data processing are compliant. The Pension Fund is also working to introduce a dedicated areas of our website in time for 25 May 2018 when the new regulations come into effect. Annual Employer Meeting date for your diary Our 2018 Annual Employer Meeting will be held on Thursday 15 March 2018 in the Council Chamber, Town Hall, Maidenhead. The meeting is open to all employers within the Royal County of Berkshire Pension Fund. A full agenda will be made available nearer the time but will include; 2018 Year end Processing Update from the Actuary ESS An invitation to this event will be issued under separate cover to all employers shortly. Thursday 15 March

7 i-connect update i-connect is a secure data transfer service, provided by pension software providers Heywood. This service is in the form of a secure website that allows employers to upload data either by a csv file or by typing the details in. Once received i-connect will validate the data and, quickly and securely, transfers this data straight into our pension fund administration system, Altair, which is also provided by Heywood saw a number of employers start using i-connect. Detailed below are some statistics regarding the i-connect data we have received so far: Starters Leavers Hour Changes Address updates Member Details Total Completed Notifications 4,596 3,196 10,162 18,935 17,803 54,692 Estimated Administration Saved in hours For the Employers 1,331 For the Pension Fund 3,348 Total 4,679 Number of Employers using i-connect 34 Number of Pension Records i-connect updates 12,655 Percentage of Pension Fund Membership 48.77% Some of the benefits of using i-connect include: Large reduction for need to complete pension forms No year-end return to complete Reduction in errors, therefore a reduced number of queries from the Pension Team. Reduced transfer time Greater security of data Better quality data real time Could result in a reduction in your employer contribution rate Reduced risk of fines for non-compliance of statutory duties Better member experience If you are interested in finding out more information, please contact Steve Lyon, Technical Analyst, on or steve.lyon@rbwm.gov.uk 7

8 Contractual-enrolment versus auto-enrolment Over the last few months we have received enquiries regarding the difference between contractual enrolment into the LGPS versus auto enrolment and the criteria surrounding both areas. Contractual enrolment into the LGPS The LGPS is available to all employees who are aged under 75 (70 for Coroners) and who work in Local Government (other than Teachers, Police Officers and Firefighters, all of whom have their own schemes) or for an employer who has chosen to be part of the scheme by way of an admission agreement. There is no lower age restriction on joining the scheme There is no restriction on the number of hours or weeks needed to work There is no restriction to the amount an employee must earn All contracts of employment issued to new employees should include reference to the fact that admission to the LGPS is automatic and contributions will be deducted with effect from the first day of employment. A copy of the brief scheme summary (LGS1B) should be issued to all new employees with their contract of employment. This document can be found in the Employer forms section of our website and all employers are welcome to download and print copies for their own use. Auto-enrolment into the LGPS Auto-enrolment was introduced from 1 October From this date (subject to the employer s own staging date), all workers were auto-enrolled into a qualifying pension scheme without any active decision on their part to join. At your future staging date you will be required to assess staff that have previously opted out against the auto-enrolment criteria. Under current criteria, at the time of your reassessment employees must satisfy all of the following statements: Earnings over 833 per month Age 22 or over and Under State Pension Age For further information on the process of auto-enrolment and the criteria that needs to be met during your reassessment of staff please visit the Pensions Regulator website. If an employee opts out of the LGPS from your next auto-enrolment staging date they are entitled to opt back in to the scheme at any time. Further information Information on auto enrolment and re-enrolment Auto-Enrolment Reference Numbers: Pension Scheme Registry Number (PSRN) Employer Pension Scheme Reference Number (EPSR) - This is your unique 5 digit employer number within the Berkshire Pension Fund. Please click on the link below to find your unique EPSR number. number_list Scheme Contracted Out Reference Number (SCON) - SC00137M Employer Contracted Out Reference Number (ECON) - E R Pension Scheme Tax Reference Number (PSTR) RV 8

9 Updated LGS15 pension forms In light of the increase in TUPE transfers within the Berkshire Pension Fund we have updated our LGS15A starter and LGS15C leaver notifications in order to make reference to the TUPE arrangement. LGS15A Admission to the Scheme If you are completing a starter notification in respect of a member who has TUPE transferred over from another organisation please confirm where the member has TUPE d from. LGS15C Withdrawal from the Scheme If you are completing a withdrawal notification in respect of a member who is TUPE d out, please confirm where the member has TUPE d to. You can download the updated LGS15 forms from our website via the links below: LGS15A Admission to the Scheme form: LGS15C Withdrawal from the Scheme form: scheme A note about TUPE transfers and outsourcing: If you are intending to outsource a service to an external company in the future, we request that you advise the Berkshire Pension Fund as soon as possible. This will enable us to ensure that the scheme members affected will have their pension arrangements in place without a delay. If you are intending to outsource a service please contact Kevin Taylor at the earliest opportunity on or kevin.taylor@rbwm.gov.uk 9

10 Berkshire Pension Fund Annual Meeting As previously advertised the Royal County of Berkshire Pension fund held their Annual Meeting on Thursday 9 November in Maidenhead Town Hall. The presentation slides to accompany this meeting can be downloaded via the link below: presentation_slides 10

11 Useful Links Please find detailed below some further links to external websites containing information relating to the LGPS. Berkshire Pension Fund website (Employers Section) Employer Self Service facility Employer Self Service User Guide National LGPS website LGS Regs website HR Guide Payroll Guide The Pensions Regulator (Employers Section) State Pension Age calculator employer_self_service training_guide State Pension information my pension ONLINE 11

12 Glossary of Pension Terms 49 th Pension build up rate under MAIN Section of the LGPS 50/50 Section of the LGPS under which a member can reduce their monthly pension contribution by half 98 th Pension build up rate under 50/50 Section of the LGPS APCs CARE ESS LGA LGPS MAIN MSS NPA SPA SSSCAVC Additional Pension Contributions Career Average Revalued Earnings Employer Self Service Local Government Association Local Government Pension Scheme Section of the LGPS under which a member pays their full monthly pension contribution Member Self Service Normal Pension Age State Pension Age Salary Sacrifice Shared Cost Additional Voluntary Contributions Contact Us If you would like to discuss any items contained in this newsletter please do not hesitate to contact us on the numbers below: Kevin Taylor Deputy Pension Fund Manager kevin.taylor@rbwm.gov.uk Philip Boyton Pension Administration Manager philip.boyton@rbwm.gov.uk Sandra Rice Deputy Pension Manager sandra.rice@rbwm.gov.uk Joanne Brazier Assistant Pension Manager joanne.brazier@rbwm.gov.uk Steve Lyon Technical Analyst steve.lyon@rbwm.gov.uk Royal County of Berkshire Pension Fund Minster Court, York Road, Maidenhead, Berkshire, SL6 1SF Helpdesk: (lines are open Monday to Thursday 8:30am to 5:00pm and Friday 8:30am to 4:30pm) info@berkshirepensions.org.uk 12