Rewards Extra
The benefits scheme for
University of York Staff
Welcome
Rewards Extra
Welcome to Rewards Extra
R ewards Extra is the benefits package that
is available to you as a University of York
employee.
It introduces choice into the rewards offered
to staff and allows you to take advantage
of tax and National Insurance (NI) savings
on a number of benefits through a process
known as salary exchange.
Rewards Extra brings together schemes
such as childcare vouchers, cycle to work
bike purchase and discounts offered by
local companies and enhances these with
many other benefits. The scheme was first
introduced in January 2009 with the full
involvement of all of the Campus Unions.
The University’s Rewards Contents
administration partner Rewards Extra Scheme Structure 3
The University works with Edenred How does Rewards Extra work? 4
(www.Edenred.co.uk), a company that Core Benefits 6
specialises in providing and administering Pensions & AVCs 6
employee benefit schemes and which Death in Service 7
uses its considerable purchasing power to Annual Leave 8
negotiate discounts on a wide range of Counselling and Employee Assistance Service 8
goods and services. Occupational Sick Pay Scheme 9
Salary Exchange Schemes 10
How do I select my benefits? Pensions Extra (USS) & (UoY) 11
You have access to detailed information Cycletowork Extra 12
on each element of the scheme through Childcare Extra 13
the web pages at: Nursery Extra 13
www.york.ac.uk/rewardsextra or from Voluntary Benefits 14
Edenred’s dedicated Help Desk (0800 Private Medical Insurance 14
019 6666). This service will help you to Private Dental Insurance 15
understand the benefits within Rewards Health Screening 16
Extra and explain how you go about Rail Season Ticket Loan 16
selecting them. UoY Offers 17
Edenred Employee Savings 18
You can find details Choosing Your Benefits 22
What Happens Next? 23
on how to select your FAQs 24
Glossary of Terms 26
benefits on pages 22 and Useful Names and Numbers 27
23 of this brochure.
Rewards Extra | 2
Rewards Extra Scheme Structure
Rewards Extra
Rewards Extra Scheme Structure The benefits that are offered currently include:
O ne of the aims of Rewards Extra is to
bring together in a “Total Reward”
package, all the benefits offered to you
Core Benefits These are benefits that the University offers all staff and
currently include an Occupational Pension Scheme, Annual
Leave, an Occupational Sick Pay Scheme and a Counselling
as an employee of the University of York: and Employee Assistance Service.
these include benefits provided to you by
the University as well as discounts that local Salary Exchange These schemes allow eligible staff to take advantage of tax
companies wish to offer University staff. Benefits and NI savings on the Universities’ Superannuation
Scheme (USS), Childcare Vouchers, a Cycle to Work scheme
A further major objective is to take and the Campus Nursery.
advantage of significant tax and/or
National Insurance (NI) savings (both for Voluntary Benefits These optional benefit schemes allow staff to take
the University and employees) available advantage of nationally negotiated rates on benefits such
through salary exchange schemes. Rewards as Private Health, Dental Insurance, Health Screening
Extra has been designed to offer a “mix” and an interest free Rail Season Ticket Loan. The cost of
of benefits with broad appeal to suit the the monthly premium is deducted from your salary.
many different needs and lifestyles of our
employees, as well as to enable you to make Employee Savings These include a range of special offers and discounts on an
savings either through salary exchange or (University Offers and extensive range of products and services, including clothing,
discounted rates. Edenred discounted home entertainment, holidays and travel. Some are offered
goods and services) by the University, some by local companies and others are
The scheme year runs from 1 October negotiated nationally by Edenred.
to 30 September – see Page 5 “When
can I make changes to my benefits?”
for more information. As a new starter, We hope to gradually introduce more benefits to Rewards Extra,
you can make your choices during your particularly those available through salary exchange, and these will be
new starter enrolment (election) period, communicated to you as and when they become available.
details of which can be found at: www.
york.ac.uk/rewardsextra/timescales.htm
3 | Rewards Extra
How Does Rewards Extra Work?
Rewards Extra
Rules
How do I know if I am eligible • The Rewards Extra website, administered How do I pay for the benefits?
and what is available to me? by Edenred, contains details of all the
• The benefits available through Rewards
Rewards Extra Benefits schemes.
• All employees of the University of York Extra are provided and paid for in
(on fixed-term or open contracts) are • Once you are logged onto the University one of two ways: either as a Salary
eligible to join Rewards Extra. of York’s network with your normal User Exchange scheme or paid from net
ID and password, you will be able to salary as a payroll deduction.
• There are some limitations on salary
access your own personalised Rewards
exchange benefits where annual actual • For Employee Savings, you contact
Extra benefits page through the following
salary is below the University’s Pay and pay the provider direct for
link: www.york.ac.uk/rewardsextra – see
Protection Limit or where salary exchange the goods/services required.
page 22 for more details.
reductions would drop an employee’s pay
to below the National Minimum Wage. • During your new starter enrolment (or
election) period you can select Salary
• Pension Scheme members (either in
Exchange Benefits, Voluntary Benefits
What if I don’t have
the UoY Pension Fund or in USS) will
or find out about the discounts available
access to a computer?
be automatically enrolled into the
through Employee Savings; thereafter the • There are separate arrangements
appropriate Pensions Extra Salary
election period will be the period leading for people without access to a
Exchange Scheme (subject to salary limits
up to the annual scheme renewal date computer – hardcopy forms are
mentioned above). You can opt out of
which is 1 October each year. available by contacting the Edenred
Pensions Extra by ticking the Opt Out
• Edenred operate a “Help Desk” to assist Help Desk on 0800 019 6666.
button on the Rewards Extra Benefit
Selection website or by using the form employees in their understanding of the When can I make changes
provided with this brochure. Rewards Extra benefits. to my benefits?
• If you are on a fixed-term contract of • The Rewards Extra scheme renewal date
less than two years, you will not be How do I know how
is 1 October each year – the enrolment
automatically enrolled into Pensions Extra. much I am saving?
(or election) period leading up to this is
You may choose to opt in but should • The changes to salary are shown the annual period when you can make
discuss your options with the Payroll and on the screen after provisional changes to your benefit choices.
Pensions Office before doing so. selection of benefits.
• Outside this annual renewal period,
• Employees agree to their benefit Salary Exchange and Voluntary Benefit
selections and salary adjustment/ choices can only be changed subject
deductions online.
Rewards Extra | 4
How Does Rewards Extra Work?
Rewards Extra
to defined Lifestyle Changes.
Lifestyle Changes include:
• Marriage or civil partnership
• Birth or at key stages in
adoption of a child
• Becoming pregnant/notification of
pregnancy or commencement of/
return from maternity leave
• Divorce/legal separation/
dissolution of civil partnership
• Death of a partner or dependant
• Long-term sick leave
• Return from long-term sick leave
• Redundancy of partner or
involuntary loss of job
• Commencement of or return
from secondment
• Commencement or return form
unpaid leave of greater than three
months (adoption, maternity support
(paternity), sabbatical, career break etc)
To see the full list of “Lifestyle Events”,
which includes those events specific to
particular schemes, see page 25.
5 | Rewards Extra
Core Benefits
Rewards Extra
Pensions / AVCs
Pensions
The University of York There is a higher tier option and a lower pension would be payable to your husband/
Pension Fund tier option which differ in employee wife/civil partner or, if you do not have one,
contribution and accrual rates. Staff joining to a person dependent on you or
T he University operates its own pension
scheme for staff in Grades 1-5. The
scheme aims to provide a worthwhile
the University of York Pension Fund will be
placed in the lower tier option, but will have
interdependent with you (eg a partner).
There would also be financial support for
the opportunity to upgrade to the higher eligible children.
pension on retirement and substantial
tier option every three years.
protection for your dependants in the event
Upon retirement, USS provides a regular
of your death.
A full explanatory booklet is available from income, plus a tax-free lump sum, based on
the Pensions Office at: http://www.york. your years in the scheme and linked to your
The University and the recognised trade
ac.uk/admin/finance/pensions/uoy.htm earnings, adjusted to allow for inflation.
unions are committed to the scheme as the
Also, a continuing inflation linked pension
most reliable way for the great majority
USS on your death after retirement for your
of support staff to provide for the future
surviving spouse or civil partner or, if you
security of themselves and their families. Staff in Grades 6 and above are eligible
have none, for a person dependent on you
to join the Universities’ Superannuation
or interdependent with you (eg a partner).
You may join the Fund if you Scheme (USS). On commencing
There would also be financial support for
are: employment, you will be treated
eligible children.
automatically as a member of USS unless
• on an open or fixed-term contract
you have stated that you do not want to
• aged at least 18 and under 60 More information can be obtained
be in that scheme or you have opted out
• not eligible to be a member of the from the Pensions website
of USS in the past.
Universities Superannuation Scheme. www.york.ac.uk/pensions
USS is the pension scheme provided
Entry into the scheme is not automatic Additional Voluntary
by more than 390 UK universities
and you will need to complete an Contributions
and higher education and research
application form.
institutions. It was established collectively Both the UoY Pension Fund and USS
by universities in 1975 and is one of the allow you to make Additional Voluntary
Part-time employees may join the scheme
largest pension schemes in the country. Contributions (AVCs) to buy added years,
on the same terms as full time staff,
subject to certain limits.
provided they receive payment throughout
USS provides a lump sum of three times
the year. Staff who work ‘term-time only’
your notional salary should you die in Alternatively you may make payments
are advised to obtain further details and
service at any time. Also, an inflation linked into an approved money purchase scheme
advice from the Pensions Office.
which, at retirement, may be taken as
a tax-free lump sum or used to increase
your pension benefits. Contributions to
the above options are granted tax relief
automatically. Total pension contributions
must not exceed 100% of salary.
If you would like further details about
either of these options please contact
the Pensions Office at
www.york.ac.uk/pensions or the USS
website at www.uss.co.uk
Rewards Extra | 6
Core Benefits
Rewards Extra
Death in Service
Death In Service–UoY
If you were to die in (ii) If you were married or in a civil financial support for eligible children: see
service before the Normal partnership at the date you retired, a factsheet 6 and 7 on the USS website*.
Retirement Date, the following pension to your spouse/civil partner
payments will be made: normally equal to half the pension you
(i) A lump sum equal to three times your would have received if you had not
annual rate of basic salary (notional basic exchanged any pension at retirement for a
salary) or wage at date of death. lump sum.
(ii) If you are married or are in a civil (iii) If a spouse’s/civil partner’s pension is
partnership, a pension to your spouse/civil payable a children’s allowance will also be
partner equal to half the pension you would paid of 37.5% of the spouse’s/civil partner’s
have received at Normal Retirement Date (ie pension for each child up to two children. If
counting your full prospective Pensionable no spouse’s/civil partner’s pension is payable
Employment) but based on your Final the children’s allowances are increased to
Pensionable Salary at death. 50% of what the spouse’s/civil partner’s
(iii) If there is a spouse’s/civil partner’s pension would have been.
pension payable the amount of benefit
payable to each child would be 37.5% If you die after leaving service
of the spouse’s/civil partner’s pension. If with a deferred pension:
there are two children the total children’s (i) If you die before Normal Retirement
pensions would therefore be 75% of the Date and were married or in a civil
spouse’s/civil partner’s pension. This would partnership at the date you left Pensionable
be subject to the Inland Revenue maximum. Employment, a spouse’s/civil partner’s
(iv) If there is NO spouse’s/civil partner’s pension normally equal to half the pension
pension payable the fraction of the that would have been received will be paid.
spouse’s/civil partner’s pension which would If your marriage/civil partnership took
be paid to each child increases to 50%. place after the date of leaving the Fund
the spouse’s/civil partner’s pension will be
Thus if two children’s pensions are payable reduced and will only be paid in respect of
and no spouse’s/civil partner’s pension, your Pensionable Employment completed
the amount paid would be equal to 100% after 1st April 1978.
of the spouse’s/civil partner’s pension. (ii) If you die on or after Normal
Retirement Date the benefits described
Death in service after age 65 under “If you die whilst receiving pension”
If you die in service after age 65 you will be paid.
will be granted benefits as if you had
retired on the day before your death.
Death in Service–USS
Death After Retirement
Immediate life cover
If you die whilst
USS provides a lump sum of three times
receiving pension:
your notional salary should you die in
(i) A lump sum, if you die before five years’ service at any time. Also, an inflation-
pension payments have been made, will proofed pension would be payable straight
be paid equal to the balance of five years’ away to your husband/wife/civil partner
payments at the rate of pension in payment or, if you do not have one, to a person
at your death. dependent on you or interdependent with
you (eg a partner). There would also be
*www.uss.co.uk/SchemeGuide/publicationspresentations/factsheets/Pages/default.aspx
7 | Rewards Extra
Core Benefits
Rewards Extra
Annual Leave / Counselling Service
Annual Leave Counselling and Employee Assistance
Y ou are entitled to 38 days annual leave
which includes:
We fund an independent, confidential
counselling and employee assistance
service which is available, free of charge, to
website. (Contact details at the back of this
brochure)
• 8 statutory public holidays Counselling - what to expect
• 3 days which are customarily taken at all University employees plus their partners
and immediate family members (household You can expect complete discretion – the
Christmas; and 27 days to be taken
members over age 16). University has no access to records and
by arrangement with your manager.
no-one will know you are using the service
This is pro-rated if you work part-time, The core service is available 24 hours a day,
unless you choose to tell them. If you and
or full-time for only part of the year. 7 days a week, 365 days a year to offer
the adviceline decide that face-to-face
See the annual leave pages for more information, support and counselling on a
counselling would be helpful, they will talk
information. www.york.ac.uk/admin/hr/ range of work and personal issues.
to you about where and when you would
employees/attendance_leave/leave.htm Who supplies the Service? like to go for sessions and perhaps
The service is supplied by CiC, which what type of counselling would best suit
has been providing Employee Assistance your needs. Counselling will usually take
Programmes since 1988 and has a place at the counsellor’s premises, close
longstanding reputation for clinical to your work or home, whichever is more
excellence. convenient for you.
The adviceline will get back to you with
About the Service
contact details of a counsellor and leave it
The telephone advice service is staffed by with you to get in touch with them to make
highly qualified and experienced consultants an appointment. The number of sessions
who are trained to provide practical and offered is usually five and each will last
emotional assistance on a wide range of between 50 and 60 minutes.
issues. Counselling will offer you the chance to
You can call as often as you like and talk understand yourself and your relationships
for as long as you need. Whatever your more fully and receive support in reviewing
situation, the advice line will help you clarify your options. If the counsellor thinks a
the issues you are facing and, if appropriate, different kind of help would be more useful
put you in touch with expert help. to you, they may - after discussion with you
- refer you on.
Making the call
When you call the Freephone number, you Practical Advice and Information
will speak directly to a qualified counsellor Aside from emotional support, you can
who will help you determine the best access a variety of practical advice and
course of action for you. For some, simply information services via the advice line.
talking things over with someone outside
Management Support
of the situation is enough, but others may
wish to receive more specialist support. (available Monday to Friday. 8am to 8pm,
excluding Bank Holidays)
If you decide to take further action, the
adviceline will either put you through to A specialist service for anyone with
a specialist advisor or take your details managerial or supervisory responsibilities.
and get back to you. If you have hearing Designed to complement the service you
difficulties, you can access the service via receive from Human Resources, it does not
Text Relay. Alternatively, you can find a advise on specific workplace policies or
wide range of information and additional procedures, but can offer support in dealing
resources on the self-help and wellbeing with employee issues and difficult situations
and coping with pressure.
Rewards Extra | 8
Core Benefits
Rewards Extra
Counselling Service / Occupational Sick Pay Scheme
Debt Advice
(available 8am to 8pm, Monday to Friday
9am to 1pm Saturday).
Hands-on support to help you deal with
all your debt concerns, from drawing up
Debt Management Plans through to setting
up Individual Voluntary Arrangements.
The advice you receive is impartial, non-
judgemental and focused on finding a
solution that is right for you.
Legal, Financial and Tax Advice
(available 8am to 8pm, Monday to Friday
(excl. Bank Holidays) and 9am to midday
at weekends).
Access to experienced legal advisors for
efficient and practical advice on a range of
complex and sensitive legal and tax issues.
The advice you receive will be impartial,
reliable, easily accessible and free of legal
jargon.
Family Care
(available Monday to Thursday 8.30am to Occupational Sick Pay Scheme
8pm and Friday 8.30am to 6pm) Under the University’s Occupational Sick Pay benefit receivable.
Assistance with practical problems relating Scheme and subject to conditions, you are See www.york.ac.uk/admin/hr/resources/
to childcare, care of the elderly, disability entitled to receive an allowance for a period policy/sickness_pay_leave.htm#2
care and even pet care. From finding a of absence due to sickness in accordance for full details of the policy.
care home to locating an after school club with the following scale less any state
in your area, all suppliers are thoroughly
vetted prior to recommendation.
Everyday Matters Length of service Entitlement
(available Monday to Thursday 8.30am to
During the first three Up to two weeks on full pay and a further two weeks
8pm and Friday 8.30am to 6pm)
months of service on half pay;
A valuable time-saving tool which allows
you to request any information on services, During the first year Up to two months on full pay and a further two months on
activities and suppliers in your (after first three half pay;
area. Call the advice line, tell them what months)
you’re looking for and they will do the
During second and third Up to four months on full pay and a further two
research and send you the results.
year of service months on half pay;
During the fourth and Up to six months on full pay and a further four months
fifth year of service on half pay;
After completing five Up to eight months on full pay and a further four months on
years of service half pay
For more information visit: www.york.ac.uk/admin/hr/employee_assistance
9 | Rewards Extra
Salary Exchange Schemes
Rewards Extra
Salary Exchange Schemes
Salary Exchange Schemes
S electing benefits through a Salary
Exchange scheme means that you are
agreeing to a reduction to your salary and
The salary exchange is achieved by varying
your terms and conditions of employment
relating to salary. You will agree to reduce
For most employees, paying less NI will not
adversely affect their benefit entitlement.
However Salary Exchange must not reduce
will receive a non-cash benefit in return. your pay and you will receive childcare your cash pay below the National Minimum
The Pensions Extra, Childcare Extra and vouchers or a bicycle, for example, of an Wage.
Cycletowork Extra schemes all operate equivalent amount. You will not have to pay
through a Salary Exchange arrangement tax and/or NI on the salary you have given Please look out for the icons that refer
which provides you with tax and/or NI up and will therefore make tax and/or NI to each benefit on the top right hand corner
efficiencies. savings on the amount given up. of the following pages. A tick indicates that
you will pay tax and/or NI and a cross
A Salary Exchange arrangement allows Employees should consider carefully the indicates that you will not.
employees to give up the right to receive effect, or potential effect, that a reduction
part of their salary. In return the University in their pay may have on their entitlement For more information on the impact of
of York agrees to provide you with some to: Salary Exchange, please see the Frequently
form of non-cash benefit, eg childcare Asked Questions (FAQs) in this pack.
vouchers or cycle to work cycle vouchers. • Tax credit or child tax credit
• State Pension or other benefits
such as Statutory Maternity Pay
Rewards Extra | 10
Salary Exchange Schemes
Rewards Extra
Pension Extra (USS) & (UoY)
Tax and NI Information
Tax
NI
Pensions Extra–(USS) & (UoY)
P ensions Extra changes the way pension
contributions are made. Ordinarily,
you pay National Insurance Contributions
(NIC) on your gross salary and make the
appropriate percentage of contribution to
your UoY or USS pension scheme. Please
see www.york.ac.uk/pensions for the most
recent contribution percentage rates.
Under Pensions Extra (USS/
UoY) :
• you stop making your normal pension
contributions to the USS or the UoY,
excluding any Additional Voluntary
Contributions (“AVCs”).
• the University pays an amount equal
to your normal pension contribution
directly to the USS or the UoY on your
behalf.
• your contractual gross pay is reduced
by the percentage amount that you used
to pay into the scheme.
As a result, your take home pay
increases because you are paying less
National Insurance Contributions (NIC). you will need to click the box by the end
This is because the employee pension of your new starter enrolment (election) In addition, death in service benefits,
contributions that you previously paid period otherwise you will be included in the pension benefits and any other University
were subject to NIC whereas the employer arrangement. salary-related payments or benefits will be
contributions that are paid on your behalf
calculated on your Notional Salary and
going forward are not. The University also
If you do not have access to a computer, not your Post- Salary Exchange Pay. We
saves NIC.
you can complete and return the opt out will refer to your pay after the Pensions
form supplied with this brochure. If you are Extra adjustment as your Post Salary
The main reason the University introduced
on a fixed-term contract of less than two Exchange Pay.
this arrangement is to help you and the
years, you will not be automatically enrolled
University to make contributions into the
into Pensions Extra. You may choose to opt Pensions Extra has been designed so that
USS or UoY pension scheme in the most
in but should discuss your options with the you can benefit from NIC savings which will
cost-efficient way.
Pensions Office before doing so. lead to an increase in your take-home pay.
To see how much you could save, visit our
As almost every employee benefits
We will use the term “Notional Salary” Pensions Extra savings modellers:
financially from Pensions Extra, you will be
to refer to your annual basic salary before at www.york.ac.uk/rewardsextra/benefits/
included automatically but, in the event that
taking account of the UoY or USS pension salary_exchange.htm#savings
you do not wish to participate in Pensions
scheme reduction, and/or any other salary
Extra, you can opt out by clicking the
exchange arrangements which you enter Alternatively, contact the Pensions Office
opt out box found on the Rewards Extra
into. Your Notional Salary will remain (details at the back of this brochure).
benefit selection website. Please note that
on your payslip for reference purposes.
11 | Rewards Extra
Salary Exchange Schemes
Rewards Extra
Cycletowork Extra
Do I Save
Tax
NI
Cycletowork Extra
T his is a Government backed initiative
designed to encourage the use of cycles
in getting to work, thereby tackling traffic
We have chosen to use Cyclescheme Ltd. as
our voucher provider. Through Cyclescheme
Ltd. you can select any make/model of
Extra benefit choices. When the election
has ended and your forms have been
received, Cyclescheme Ltd. will issue a
congestion, poor air quality, and increasing bike(s) and/or cycling safety equipment from voucher to the University. You will need to
access to a more sustainable means of a large network of independent bike shops. sign a Hire and Salary Exchange Agreement
commuter transport. Tax and National Insurance (NIC) savings are and provide proof of insurance in order to
made on the items you choose. In return redeem the voucher. Once in receipt of the
The basis of the scheme is to pay for a for the use of cycling and safety equipment, voucher, you should then go back to the
voucher, through salary exchange, which you agree to sacrifice a part of your gross shop and redeem this for the bicycle (and
enables you to purchase a cycle from a local salary (spread over 12 monthly payments). safety equipment). The salary exchange will
participating shop (there are several in York The minimum value is £100, whilst the take place from the beginning of the month
and the surrounding area). By paying for the maximum is £1,000. To apply for this in which you receive the bike and will
voucher by twelve monthly salary exchange benefit you should visit a participating local continue for a 12 month period.
payments you will reduce your income on bike shop to obtain a quote for a bicycle Please note that the voucher cannot be
which tax and NI are paid by the value of and/or cycling safety equipment. exchanged for cash, and change cannot be
the voucher which you take, making the Once you have the quote, enter the given should the value of the equipment be
effective cost of the cycle much cheaper. amount when you are making your Rewards less than the amount stated on the voucher.
You are unable to ‘top-up’ the amount you
elect, so please ensure that your election
is adequate to fund the bike and safety
equipment you require. The bike and/or
safety equipment should be used mainly to
travel between home and work and needs
to be used at least half of the time for your
commute to work to be eligible for Tax and
NI savings. To comply with this requirement
we will require you to reduce any parking
permit which you have to a part-week
permit.
Employees who choose this benefit will
be agreeing to a 12 month hire agreement.
In support of our Sustainable Transport
initiative, you can join the Cycletowork
Extra scheme at any point during the year.
If this is outside your new starter enrolment
(election) period or the annual election
period leading up to 1 October, you can
register your request to join by completing
and submitting a Lifestyle Change
Notification Form through HR Services (see
contact details on page 27).
For full details of this benefit, please log
onto the Rewards Extra website at
www.york.ac.uk/rewardsextra.
Rewards Extra | 12
Salary Exchange Schemes
Rewards Extra
Childcare Extra
Do I Save
Tax
NI
Childcare Extra
C hildcare Extra is the University’s
salary exchange scheme name for the
provision of childcare vouchers, a form of
If you were already in the scheme before 6
April 2011, you will be able to receive £243
a month tax and NI exempt regardless of
These days electronic vouchers are the
most popular way in which to receive
vouchers. You access them through a
‘employer supported childcare.’ The way the when you joined the scheme, until you no personal childcare vouchers account
scheme works is that your employer gives longer have eligible childcare, leave the that works in a similar way to online or
you the option to take part of your salary in university or leave the scheme for longer telephone banking. You can access your
childcare vouchers and the value of than 12 months. electronic childcare vouchers account to
vouchers you choose to take is tax and NI request a payment to your carer(s) either
free (through a salary exchange scheme). Where can I use vouchers? via the internet or telephone, 24 hours a
Childcare vouchers are not just for babies day, 7 days a week. You can even set up a
How much can I save? and can be used to pay for the care standing order to request repeat monthly
The government has set a limit on the of children up to the age of 15 (until 1 payments to your childcarer, making the
amount of salary you can exchange for September following their 15th birthday) process as simple as possible.
childcare vouchers (but this limit applies or 16 if your child is disabled (until 1
to each working parent or legal guardian). September following their 16th birthday). Please refer to the Edenred and Rewards
Because the vouchers are tax and NI free, So if you have teenagers, you can use Extra websites for more information:
you end up with more money in your pay childcare vouchers to pay for holiday clubs www.childcarevouchers.co.uk/Parents/
packet than you would have had if you had or play schemes during school holidays. Pages/default.aspx
paid for your childcare with cash from your All childcare must be “registered” or
normal net pay. “approved”
Nursery Extra
The amount that you can receive tax and Please contact your carer as soon as
NI exempt depends on the level of tax that possible to find out if they are affiliated Nursery Extra is our salary exchange scheme
you pay. For 2011/12, a basic rate (20%) with Edenred. If they are, simply ask them for employees using the Campus Nursery.
taxpayer can get up to £243 a month tax for their Account Number which you will Depending upon personal circumstances
and NI exempt which means savings of need in order to transfer electronic vouchers it is possible to effectively reduce typical
up to £933 a year. A higher rate (40%) to them online (this account number begins childcare costs by between 29% and 41%.
taxpayer can get up to £124 a month tax with a P and is issued to carers when they
and NI exempt which means savings of up affiliate with Edenred). If your carer is not The University is committed to promoting
to £623 a year. An additional rate (50%) already affiliated with Edenred, they can flexible working arrangements and
taxpayer can get up to £97 a month tax and complete a carer application form online affordable childcare for employees. Using
NI exempt which means savings of up to by visiting www.childcarevouchers.co.uk salary exchange, staff are able to take
£605 a year. To establish which rate of tax and clicking on ACCEPT VOUCHERS in advantage of tax and national insurance
you pay, the University will perform a basic the Childcare Providers’ area. You can savings on the cost of fees at the Campus
earnings assessment which will take into download a printable application form Nursery.
account your basic pay and any guaranteed for them by clicking on ‘Start accepting
additional payments or overtime. vouchers’ in the Childcare Provider section For more information on how the scheme
if they do not have internet access. works and the points you need to consider
The amount that you can receive free of tax if you are thinking of joining the scheme,
and NIC is set at the start of the tax year in please read our Nursery Extra booklet
April or when you join the scheme and will at http://www.york.ac.uk/univ/nrsry/
not change throughout the year, regardless downloads/nursery_extra_information_
of any changes in salary or hours. At the leaflet.pdf
start of each tax year, all employees who
joined the scheme on or after the 6th April
will be reassessed and any changes in salary
that occurred within the year will be taken
into account.
13 | Rewards Extra
Voluntary Benefits
Rewards Extra
Private Medical Insurance
Private Medical Insurance
T he University has arranged for you to
be able to take advantage of Private
Healthcare Insurance at competitive rates.
• Prompt access to quality assured private
healthcare
• Cover options to suit all budgets
• Peace of mind that you and your family
will get access to quality healthcare
• Quick, easy telephone claims
authorisation (for the majority of cases)
BUPA Select offers you private medical • 24 hours a day, 7 days a week access For more information visit the Rewards
insurance which covers the costs of your to the BUPA HealthLine, a confidential Extra benefit selection website or ring the
eligible treatment in the UK, up to the limits Edenred Help Desk on 0800 019 6666.
telephone health information service
of your chosen cover, by BUPA recognised
supported by qualified nurses
consultants, therapists and practitioners.
• Dedicated treatment networks for breast
There is no overall maximum amount paid
and bowel cancer
out in any year, although there are set limits
for certain particular benefits. • MRI and CT networks that speed up the
diagnosis process. Results within four
Designed to help with the cost of treatment days of specialist request
of unforeseen acute illness or injury, the • Peace of mind that you will be treated
BUPA scheme helps you feel better in a by the leading private medical insurance
number of ways, knowing that you have provider in private hospitals
access to:
Rewards Extra | 14
Voluntary Benefits
Rewards Extra
Health Screening
Health Screening
W hen choosing a health assessment it
is right to expect the reassurance that
comes from a comprehensive range of tests
intake as well as established health
concerns. The experienced team of doctors
and physiologists will guide you through
Please note that you will spread the cost of
the Health and Wellbeing Assessment over
a 12 month period. The total amount due,
conducted by experienced practitioners. It your assessment and provide practical will be divided into equal monthly payments
is right to want a highly personal approach, guidance and information to motivate and deducted from your net salary.
with time to discuss individual concerns lifestyle change. A new approach and a
in an unhurried way with experienced new experience; one that provides not
professionals. only peace of mind but also a significant
contribution to your future health and
Proactive, from Nuffield, provides all of wellbeing. The options you can choose
this. We have identified the very latest from are in the box below.
assessment technology that enables us to
deliver the most advanced and relevant The Health and Wellbeing Assessments
health assessments available. We address provided by Nuffield Proactive are also
the challenges of contemporary lifestyle available for spouses or partners of
such as stress, posture and nutritional University of York employees and at the
same costs.
Types of Health & Wellbeing Assessments
Female Health The health assessment designed for women. As well as a
Assessment tailored range of tests, you spend an hour with a Doctor.
(formerly Vi3)
Lifestyle Health A modern approach to health and wellbeing including the
Assessment latest technology; Antioxidant levels, computerised spinal
(formerly Vi4) assessment and a focus on today’s lifestyle. A key emphasis
is on motivating behavioural change.
360 Health Assessment A comprehensive health assessment lasting two hours.
(formerly Vi5) The assessment includes access to a full range of the
latest technology, as well as an hour with a Doctor. This
assessment looks at different aspects of contemporary
lifestyles such as stress, postural problems and diet as well
as established health concerns.
Costs of these options can be found on the
360+ Health This is our top of the range assessment and lasts Rewards Extra Benefit Selection Website
Assessment approximately 2 ¾ hours. This assessment also includes a or by contacting the Edenred Helpdesk on
(formerly Vi6) dynamic test measuring ECG and Blood Pressure during 0800 019 6666.
activity, plus a consultation with the physiologist on lifestyle
management.
15 | Rewards Extra
Voluntary Benefits
Rewards Extra
Dental Insurance
Private Dental Insurance Interest Free Season Ticket
Loan on Annual Rail Passes
D enplan is the UK’s leading dental plan
specialist, successfully providing dental
cover to over 1600 company schemes.
what’s a great way to protect yourself and
try to avoid this happening? By visiting the
dentist regularly.
The annual rail season ticket scheme is
designed to assist employees who travel to
work by train.
Denplan gives you the perfect opportunity Prevention is better than cure The University of York will fund the
to get the care and protection your teeth It’s always better to stop problems purchase of an annual season ticket (limited
deserve. You can relax about the costs before they start – and regular dental to £5,000) by way of an interest free
of both routine and unexpected dental attendance can help reduce the need for loan. Repayments are made by monthly
treatment - and also be assured that we’re treatment like fillings in the future. And deductions from your net salary and there
here to help if you suffer from any dental the earlier you start looking after your are no tax or NI implications.
injuries or emergencies. teeth the better. As we age, our teeth and
gums naturally deteriorate, so starting Your season ticket is valid for travel
Why Denplan? to look after them now is the best way between your two chosen stations and
to keep them healthy for the future. can be used anytime, including weekends,
Preventive care needn’t although it is intended for travel between
cost the earth… Dental Plans home and work.
Denplan has six different levels of cover
Paying for your dental cover with Denplan available, with reimbursement levels of You can use your annual season ticket on
helps you spread the cost of your regular up to £2,300 for routine and restorative any train operator’s service providing you
trips to the dentist, and can really help you treatment (except for Denplan Elementary are travelling between your two chosen
maintain excellent oral health. Oral Health which is 100% reimbursement for NHS stations.
isn’t just about your mouth. Good oral treatment). All the plans include worldwide
health isn’t just about avoiding fillings and dental injury and emergency cover up to For more information, visit the Rewards
toothache – it is integral to general health £10,800, a 24 - hour emergency helpline, Extra benefit selection website https://
and essential for well-being. and up to £12,000 mouth cancer cover. www.york.ac.uk/univ/mis/cfm/rewardsextra/
You’ll be pleased to know, that you can also or contact the Travel Plan Co-ordinator
Poor oral health can have knock-on affects include your partner or family on this great fiona.macey@york.ac.uk
in all areas of your life – being linked to an benefit however they must have the same
increased risk of heart disease and strokes plan as you. All plans are underwritten by
from bacteria in the mouth getting into the AXA PPP healthcare.
bloodstream through cavities and gums. So
Got great teeth now? Great news – let
Denplan help you keep them that way.
As with all insurance policies, general
exclusions and limitations apply.
For full details of this benefit and
exclusions of this plan, please log
onto the Rewards Extra website at
www.york.ac.uk/rewardsextra or contact
the Edenred Helpdesk on 0800 019 6666
Rewards Extra | 16
UoY Offers
Rewards Extra
UoY Offers
University of York Offers
M any local companies provide special
offers on a range of goods and
services to University of York employees.
Benenden Healthcare
From just £1.50 per person per week.
Legal and Business advice
Free membership, consultations
Benenden Healthcare is a mutual society and discounted fees.
These offers will change over run for its members. Membership is only Join our Law Club – Free membership,
time and currently include: open to public sector workers, which is 12.5% discount on fees across our legal
why for just £1.50 per person per week, services for both private and business
• Benenden’s Healthcare Cash Plan Benenden can provide you with the medical clients. Free initial consultation.
care you need, when you need it most.
• Blackwell’s Book Shop Call 0800 2802238 quoting
Call Benenden free on 0800 195 2222 to ‘University of York’ or email;
• Bus Tickets become a member or to find out more and
join online at www.benenden.org.uk. lawclub@crombiewilkinson.co.uk
• Legal & Business Advice
• Packet and Parcel Service Blackwell’s Book Shop at The Packet and Parcel Service
Market Square This service will give staff and students the
• UoY Sports Centre Membership opportunity to post their personal items
10% discount to all university staff. (up to 30kg) to anywhere in the UK and
• Unibikes Blackwell are pleased to offer 10% discount overseas at very good discounted prices,
to our University colleagues on purchases via the University Mailroom. For more
Full details of these offers can be found from Blackwell’s shop on campus. information contact the Mailroom on
www.york.ac.uk/rewardsextra. 322049 or email mail-room@york.ac.uk
To claim your 10% discount, please identify
yourself to a staff member at the cash desk
when making your purchase - some proof UoY Sports Centre Membership
of University identity may Use the gym or sports centre at a discount
be requested. with a Membership. Buy your membership
in three ways; online at https://store.york.
ac.uk/ or at the Sports Centre reception
Bus Tickets (payable with cash, cheque or credit/debit
card) or pay via payroll.
Save up to 20% on Bus Travel.
As part of the University’s sustainable
Transport Policy, and in partnership with Unibikes
local bus providers, we are able to offer People who cycle to work are healthier,
staff the opportunity to purchase reduced fitter, more motivated, less stressed and
price Bus Tickets. more productive. The Unibike cycle to
work scheme allows you to own a bike
To find out more visit: www.york.ac.uk/ at around a 40% discount. For more
admin/estates/transport/ information call 01904 636812 or email
unibikesyork@getcycling.org.uk
17 | Rewards Extra
Edenred Employee Savings
Rewards Extra
Offers and Discounts
Edenred Employee Savings
Employee Savings offer you a great range • Days out & holidays – enjoy special Easy to Access
of benefits, discounts and fantastic savings offers for days out and last minute The website of offers is available to you
that will help make your money go further. holiday deals for home and abroad 24 hours a day and can be easily accessed
Easy to access online or over the phone, • Over the phone offers – there are online at www.york.ac.uk/rewardsextra or
Employee Savings can help you make big savings on everything from driving by going directly to www.edenred.uk.com
savings on a whole host of goods and lessons to ipods
services from over 1600 suppliers. Browse Help
the site for items for yourself or presents for Whether you are looking for savings on
your friends and family, and take advantage your weekly shopping, money off your If you require any assistance accessing the
of some fantastic offers including: summer holidays, discounts on clothes offers and discounts, please contact the
• Gift cards – save up to 15% at over from leading fashion names and even Helpdesk by emailing customerservices@
12 leading supermarket and high street for competitive rates on your household edenred.uk.com or by calling 0800 019
stores including Sainsbury’s, Asda, insurance - Employee Savings offer 6666.
Marks & Spencer and Debenhams something for everyone!
• Shopping vouchers – save up to 15% Keep Up-to-Date on Offers
at over 35 leading supermarket and
high street stores including Morrisons, For the latest offers and special deals,
Topshop, Comet and Mothercare simply subscribe to our regular e-updates by
clicking on ‘subscribe’ under the ‘my details’
tab.
Rewards Extra | 18
Edenred Employee Savings
Rewards Extra
Offers and Discounts
Here is a taste of some of the offers you can enjoy. the website to pick up a great bargain. If you do not
There are over 1600 suppliers on the website, with new have access to a computer, call the Edenred Help Desk
offers being added every day, so be sure to check out on 0800 019 6666 for information on all the offers.
Discounted shopping vouchers Discounted reloadable cards Over the phone offers
SAVE SAVE SAVE UP
8% 5% TO 17%
SAVE SAVE SAVE UP
6% 15% TO 44%
SAVE SAVE SAVE UP
10% 6% TO 35%
SAVE SAVE SAVE UP
11% 5% TO 20%
www.york.ac.uk/rewardsextra
Please note: all offers, prices and codes are correct at the time of going to press and are subject
to change at any time. Please refer to the website for terms and conditions.
19 | Rewards Extra
Edenred Employee Savings
Rewards Extra
Offers and Discounts
Shopping Vouchers
Save up to 15% on purchases at several popular supermarkets and high street stores when using shopping vouchers or gift cards bought
through Employee Savings. You can order the shopping vouchers or gift cards through the website at a discounted rate to save money.
Ordering shopping vouchers and gift cards is simple:
1. Firstly login to the website to choose your shopping vouchers or gift cards.
2. Pay for them at a discounted rate (for example at Comet receive 10% off).
3. When they are delivered to you go to your chosen supermarket or high street store to spend them and make great savings.
SAVE SAVE SAVE
10% 6% 8%
SAVE SAVE SAVE
8% 5% 10%
Reloadable Gift Cards
Some of the gift cards are reloadable so you can simply top them up with credit when you run out - ideal for regular savings at the
supermarket. When you top up, you get a discount ranging from 5% to 15% depending on the retailer. You will benefit from the discounts
made on purchasing them for less through Employee Savings.
Topping up a reloadable card is easy:
1.Re-visit the website to place your order through our gift card ordering page
2.Type in the amount you want to top up and select the card you wish to reload (your previous card orders will appear here)
3.Complete the payment and your gift card will be reloaded in 3 full working days*
* Please see the back of your card for details on how to check that the reload has been completed before trying to use your card and check
the T&Cs available on the website
SAVE SAVE SAVE
5% 10% 5%
SAVE SAVE SAVE
8% 15% 10%
Rewards Extra | 20
Edenred Employee Savings
Rewards Extra
Offers and Discounts
Cashback
You can save money while you shop at Employee Savings as we have over 1600 retailers who want to pay you Cashback on purchases. This
is a great way to save money whenever you shop online as the Cashback is a discount which is applied after you’ve made a purchase.
So if you buy something for £100 online with Cashback of 10%, you pay the retailer £100 and you will be credited £10 to your Cashback
account. Cashback is also awarded for taking part in surveys, entering competitions and even for using price comparison engines!
Here’s how to start saving with Cashback:
1. Create a free Cashback account using the link on the Employee Savings site
2. Login to your account and find the retailer you need
3. Click the link to visit the retailer’s website and shop as you normally would
4. The retailer informs us of your Cashback, which we credit to your Cashback account
5. We pay your Cashback monthly either by BACS or in Amazon gift vouchers with a 5% bonus (whichever you choose)
Here’s a quick example to show you how much you could save, simply by doing a quick ‘personal finances review’:
}
Renew (or switch) your car insurance: £65 cashback Total
Renew (or switch) your home insurance: £60 cashback
Switch your energy supplier: £100 cashback Cashback
Open a new current account: £100 cashback
Start a new ISA: £85 cashback £410
21 | Rewards Extra
Choosing Your Benefits
Rewards Extra
Finalising Your Benefit Choices
Choosing your benefits
M aking your benefits choices for the
year couldn’t be easier. All you have
to do is follow these simple instructions
and you are on your way to choosing a
benefits package that suits your individual
requirements. You could even make
significant tax and National Insurance
savings.
How to Log in
You will need your University network user
name and password before being able to
access the Rewards Extra Benefit Selection
website. Once you have this, you make
your benefits choices through a link on the
University of York Intranet site at
www.york.ac.uk/rewardsextra.
From Home
Logging in from home is just as straight
forward. Go to www.york.ac.uk/
rewardsextra and you will be prompted to
enter your university network username
and password. For any problems logging
in, please email customerservices@edenred.
uk.com
How to make your choices
1. Click on the ‘Benefits’ tab’.
2. To view your options click on ‘click here
to continue to your selection choices’.
3. The ‘Your current package’ tab will
display your current benefits which 5. Once you have clicked on the
will include any previously chosen ‘Additional benefits’ tab and either
through the Rewards Extra scheme and selected the level of cover you wish
also your core benefits. Click on the to opt for, or for Childcare Extra or
‘Change’ or ‘View Benefit info’ button Cycletowork Extra entered the annual
for more information and costs. amount you wish to opt for, your
4. The ‘Additional benefits’ tab will display chosen benefits will then display in the
the additional benefits you can choose ‘Your current package’ tab.
through the Rewards Extra scheme.
Click on the ‘Change’ or ‘View Benefit
info’ button for more information and
costs.
Rewards Extra | 22
What Happens Next?
Rewards Extra
Finalising Your Benefit Choices
Finalising Benefits Choices
T o confirm your Rewards Extra choices:
1. Once you are happy with your benefits
choices, click on the ‘Proceed with this
package’ button
2. Check you have read and agreed to the
Rewards Extra terms by simply ticking
the box to confirm. Please also check
any policies or terms relevant to each
of the benefits you select. Your benefit
selection process is now complete
and your choices submitted and you
will then be asked if you would like
to receive an email to confirm your
choices.
It is important to close your browser once
you have made your benefit selections. If
you do not have access to a computer to
make your benefits choices, you can use the
Offline Benefit Selection form supplied with
this brochure.
What happens next? Step 1 – read this brochure so you understand the benefits available, how to make your
selections, and how to make the most of possible tax and National Insurance savings
To help you make the most of your benefits, Step 2 – make your choices during your new starter enrolment (election) period,
here’s a quick step-by step guide to the details of which can be found at: www.york.ac.uk/rewardsextra/timescales.htm
Rewards Extra scheme:
Step 3 – make sure you have confirmed your selections by the closing date of your
election period
Step 4 – if you have made any selections, you will be contacted either by the University
and/or by the relevant benefits’ providers who will send any joining packs to your home
address during the three to four weeks following the end of your election period. You
will receive all the details of the benefit provision and other relevant documents, like
claim forms.
Step 5 – your benefits will become effective on 1st of the month closest to the end
of your election period and will last until the next annual renewal period (except for
bicycles taken on a 12 month agreement under the Cycletowork Extra scheme).
23 | Rewards Extra
FAQs
Rewards Extra
Frequently Asked Questions
FAQs
Am I eligible to participate in Rewards Does the University offer any other You will be able to participate in all the
Extra? benefits? salary exchange benefits as long as this
does not bring your Post Salary Exchange
As an employee of the University of York, Yes. Through using Edenred as its specialist
pay to below the National Minimum
you are eligible to participate in all Rewards benefits provider, the University has been
Wage or the University’s Pay Protection
Extra schemes. There are, however, some able to negotiate preferential rates for staff
Limit (£6,000 per annum currently). If this
additional conditions attached to the on a number of other benefits including
does become an issue, the order in which
Salary Exchange schemes with regard to Private Medical & Dental Insurance and
you will be able to take Salary Exchange
an employee’s actual rate of pay and the Health Screening as well as on a wide range
benefits will be Pensions Extra, Childcare
need not to reduce it below the National of goods and services.
Extra, Nursery Extra then Cycletowork
Minimum Wage.
Extra. The order in which you will be able to
Is Salary Exchange different from
take Salary Exchange Benefits may change
In addition, entitlement to certain state Salary Sacrifice?
as further Salary Exchange Benefits are
benefits could also be affected if your
No. Salary Exchange is the term that the introduced.
earnings fell below the NIC Lower Earnings
University prefers to use in its Rewards Extra
Threshold. For this reason, the University
scheme but the concept is exactly the same Do I have to do anything to participate,
has introduced a Pay Protection Limit
as Salary Sacrifice. eg sign any forms?
(currently £6,000 per annum) which means
that any employee whose actual annual Upon joining a pension scheme, new
How will Salary Exchange benefits
earnings are below this amount, may not starters, with a salary above the Pay
affect my salary?
take part in a Salary Exchange scheme. Protection Limit, will be automatically
Your pension and other similar benefits will enrolled into Pensions Extra from the first
The reason for this Pay Protection limit is continue to be based on your pay before day of employment, unless they have
to do just that – to protect the employee’s taking account of any Pensions Extra (USS)/ already chosen to opt out. Subject to this
salary from falling below the Earnings (UoY) or other Salary Exchange adjustments same Pay Protection Limit, new starters
Threshold and to ensure that entitlement to (known as Notional Salary). will also be able to join any other Salary
state benefits is not reduced. Exchange or Voluntary Benefits scheme.
Why do I need to agree to a reduction
The University will identify any staff whose in pay? New starters on fixed-term contracts of
actual annual earnings are below either the two years or less will not be automatically
In order for the Salary Exchange schemes
National Minimum Wage or the University’s enrolled into Pensions Extra. This is to
to be effective, the University will need
Pay Protection Limit and will write to these protect eligibility for a refund of pension
to make amendments to your Terms
individuals about their options for joining contributions. If you are on a fixed-term
and Conditions in accordance with the
Rewards Extra. contract of two years or less you may
provisions of Section 4 of the Employment
Rights Act 1996. It is important that you choose to opt into Pensions Extra, but
Which benefits will be offered through should discuss your options with the Payroll
understand and agree these changes.
Salary Exchange? and Pensions Office before doing so.
Salary exchange is offered for the two What happens if there are several
Salary Exchange benefits? If you wish to take advantage of any of the
pension schemes (USS & UoY), childcare
other Rewards Extra schemes, you will need
vouchers, the campus nursery and a
At present, the University offers pension to visit the website and select the benefits
Cycletowork scheme. We may introduce
contributions, childcare vouchers, the you would like. If you do not have access to
more Salary Exchange schemes in future.
campus nursery and a Cycletowork scheme a computer, you can complete the Offline
Details of these will be communicated to
through Salary Exchange. The University Benefit Selection Form included with this
staff as and when they become available.
may introduce further salary exchange brochure to take part in any of the schemes.
benefits under Rewards Extra to offer
employees a more flexible reward package.
Rewards Extra | 24
FAQs
Rewards Extra
Frequently Asked Questions
FAQs
What if I change my mind or my • Commencement of or return What is the role of Edenred?
circumstances change? from a secondment
Edenred are one of the UK’s leading
If you decide to participate in any Salary • University initiated changes to employee benefit scheme administrators
Exchange or Voluntary Benefits scheme, contractual terms and conditions with a wealth of experience and
you will not be able to opt-out until the expertise in the employee benefits
annual scheme renewal date of 1 October • Pensions Extra (USS & UoY) – Leaving arena. They help us source our range of
each year, unless you experience one of the the USS or UoY Pension Scheme employee benefits and provide all the
following “Lifestyle Events”: administration for our scheme. What this
• Pensions Extra (USS & UoY) - means is that we provide Edenred with
• Marriage or civil partnership Reaching State Retirement Age employee data so that they can set up
and administer Rewards Extra for us.
• Birth or at key stages in • Pensions Extra (USS & UoY) – Change
adoption of a child of Grade leading to change of This includes the administration of
Pension Scheme membership employee benefit choices, provision
• Becoming pregnant/notification of a Help Desk facility so you can ask
of pregnancy or commencement • Car Parking Extra & Bus Ticket questions about the different schemes,
of/ return from maternity leave Extra - Loss of driving licence and processing all the data to ensure that
appropriate salary deductions can be made.
• Divorce/legal separation/ • Childcare Extra or Nursery
dissolution of civil partnership Extra - A significant change Edenred hold the employee data in a
in childcare circumstances or secure data storage environment, and
• Death of a partner or dependant eligibility for childcare grant for this information is only available to the
children over three years old individual employee using a secure log-on
• Long-term sick leave and password access to the web site.
• Cycletowork Extra – Moving home
• Return from long-term sick leave (ie closer to the University), theft of Who can I ask if I have any
bicycle, travel to work lifestyle change additional questions?
• Redundancy of partner or
involuntary loss of job If you decide to opt out of any Salary If you have any additional questions,
Exchange or Voluntary Benefit scheme, please contact the Edenred Help Desk on
• Commencement of or return from you will have the opportunity to review 0800 0196666 or HR Services by sending
unpaid leave of greater than three your decision and elect to participate an e-mail to: rewards-extra@york.ac.uk
months (adoption, maternity support, again with effect from 1 October each
sabbatical, career break, etc.) year. You will also be able to elect to
participate again if you experience one
• A significant change in hours of the lifestyle events listed above.
• Decrease in Notional Salary
of 20% or more
25 | Rewards Extra
Glossary of Terms
Rewards Extra
Glossary Of Terms
Item Definition
This is the date when employees can opt in or out of Rewards Extra benefits on an annual basis. There is a benefit selection window
Annual Renewal Date
leading up to 1 October each year.
These are the benefits to which all eligible employees are automatically entitled and for which the university pays some or all of the
Core benefits
cost.
Eligible Employee An employee of the University of York on an open or fixed-term contract –“UoY employee”
Employee Savings A different name for Discounted Goods and Services, ie a range of goods and services offered to employees at discounted rates
The time when you will be able to make your Rewards Extra choices:
Enrolment • As a new starter this will be the election period communicated to you when you join the University
• Thereafter it will be the period leading up to 1 October each year.
Lifestyle event This is a change in your personal circumstances that allows you to alter your Rewards Extra options
National Minimum Wage (NMW) £6.08 per hour from 01 October (for workers aged 21 years and over)
Net salary This is the adjusted salary after stoppages for National Insurance, Income Tax and Pension Contributions
NIC National Insurance Contributions
Notional base salary • This is the basic salary before any adjustments are made for any of the Salary Exchange options
• It is the Annual Basic Salary for the Salary Point and Grade for an employee’s role or their annual protected salary if this is different
• This salary is used in determining pay increases and will be the salary shown when applying for a loan or mortgage. Any fixed
payments (ie shift and unsocial hours) will be added to Notional Basic Salary for salary confirmation purposes.
• It is also the salary figure used for calculating salary-related payments and benefits such as Pensionable salary, Death in Service and
Overtime
Pay Protection Limit The annual earnings amount below which an individual may not contribute to a Salary Exchange scheme at the University of York –
currently set at £6,000 for 2011/12
Pensionable Salary Annual notional salary excluding bonuses and overtime and any other fluctuating payments but including shift pay, enhanced
payments forming part of a regular shift pattern and any other payments which are a planned and a regular part of salary
Post-Salary exchange pay The employee’s notional salary less any reductions for Rewards Extra Salary Exchange elements
Pre-Salary exchange pay See Notional Salary
Salary Exchange • Also known as salary sacrifice. This is the means by which staff and the University can take advantage of tax and NIC savings.
• Within a Salary Exchange or Salary Sacrifice scheme, an employee “gives up” the right to part of their salary, and the equivalent
amount for the non-cash benefit is provided by the employer (eg pension contributions, childcare vouchers, etc.)
Rewards Extra | 26
Useful Names and Numbers
Rewards Extra
Useful Names and Numbers
Benefit Type Benefit Provider Details Telephone Website / Email
www.york.ac.uk/admin/hr/employees/attendance_leave/
Annual Leave HR Services Ext. 4835 leave.htm
hr-enquiries@york.ac.uk
0800 085 1376
Counselling and Employee
CiC Text Relay number www.york.ac.uk/admin/hr/employee_assistance
Assistance Service
18001 0800 085 1376
Core
Benefit
www.york.ac.uk/pensions
Occupational Pension
Pensions Office Ext. 2455 uss-pensions@york.ac.uk
Scheme
uoy-pensions@york.ac.uk
www.york.ac.uk/admin/hr/resources/policy/sickness_pay_
Occupational Sick Pay
HR Services Ext. 4835 leave.htm#2
Scheme
hr-enquiries@york.ac.uk
Customer & Childcare Provider
Childcare Extra (Childcare Edenred Scheme ID is
helpdesk 0800 247 1233 www.childcarevouchers.co.uk/parents/pages/default/aspx
Vouchers) UNIV0497
Cycletowork Extra (Cycle Cyclescheme and Ext. 4835 www.cyclescheme.co.uk
Salary Scheme) HR Services 01225 448933 info@cyclescheme.co.uk
Exchange
Benefits
York Campus Nursery or 01904 32 3737 or Ext. 4835 http://www.york.ac.uk/univ/nrsry/contact.html
Nursery Extra
HR Services nursery@york.ac.uk
www.york.ac.uk/pensions
Pensions Extra (USS) and
Pensions Office Ext. 2455 uss-pensions@york.ac.uk
Pensions Extra (UoY)
uoy-pensions@york.ac.uk
Dental Insurance Denplan 0800 169 3279 www.denplan.co.uk
Health Assessments Nuffield 08452 30 20 40 www.nuffieldproactivehealth.com
Voluntary
Private Medical Insurance Bupa 0800 600 500 www.bupa.co.uk
Benefits
Rail Annual Season Ticket UoY Travel and Transport http://www.york.ac.uk/admin/estates/transport/index.
01904 32 2046
Loan Office html
UoY Offers (Discounts
www.york.ac.uk/rewardsextra/benefits/goods_services.
negotiated locally by the Edenred Help Desk 0800 019 6666
htm# or mailbox@edenred.uk.com
Employee University)
Savings Edenred Offers (National www.york.ac.uk/admin/hr/employees/reward/extra/
Discounts negotiated by Edenred Help Desk 0800 019 6666 benefits/goods_services.htm
Edenred) or mailbox@edenred.co.uk
Rewards Extra
Lifestyle Changes and Ext. 4835 www.york.ac.uk/rewardsextra
– UoY c/o HR General Policy Issues
HR Services
01904 43 4835 rewards-extra@york.ac.uk
Services
Edenred Benefit information and
Edenred 0800 019 6666 mailbox@edenred.uk.com
Helpdesk how to find out more
27 | Rewards Extra
Disclaimer
No information in this brochure should be taken as
a personal recommendation or advice on the part
of the University of York 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.
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
benefit advisors, providers and administrators. Please
see Appendix 4 - General Terms and Conditions of
the Rewards Extra Benefits Scheme for full details of
all terms and conditions.
www.york.ac.uk/rewardsextra September 2011