Civil-Service-Pensions-Grosvenor-House-Telephone-01256-846366

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					Pension Scheme Administration Standards
Employer Actions New entrants
Send appointee pensions questionnaire for new entrants Advise JSS of new entrants, and casuals moving to a permanent appointment If Pension Choices forms are returned to employer forward to JSS. Before start of appointment At time of appointment Within 5 working days of receipt

Attendance
Advise JSS of any changes to members contracted hours Advise JSS of any reckonable service absences eg unpaid leave, strike days, career break Advise JSS of any sick leave that affects the members pay Within 5 working days of receipt of change Within 5 working days of absence Within 5 working days of change

Contribution pay over
Pay over to JSS employer and employee contributions, including Added Years By the 19th day of the month following the pay run with the exception of the March payroll contributions for which an estimate is paid over to JSS in March Within 3 working days of employee pay date

Pass AVC/ partnership/stakeholder contributions with payment schedule to providers

Added years
Payroll to initiate contributions on notification from Effective from notification date; action JSS that member wishes to pay added years in next available pay run Secondees Agree terms with member, borrowing employer and JSS and inform payroll if applicable Reservist Advise JSS of any member on reservist duties and inform payroll Partnership Advise JSS of change of employment status allowing the member to switch from partnership to premium Advise JSS and payroll of change of partnership contributions having received request from member

At least 1 month before secondment commences

At least 1 month before reservist duty commences

Within 2 working days of change of employment status Initiate from next available pay run

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Opting out HR/payroll to stop deducting pension contributions when the member has opted out of classic, classic plus or premium

From date advised by JSS. If the date is passed by the time payroll receive notification, they must unscramble contributions before the next available pay run. Notify JSS and payroll immediately. If member was in partnership, also notify pension provider immediately Within 1 working day of receipt

Deaths Death of member in service

Notify JSS of death of pensioner or deferred member (where notified) Leavers Provide details of leavers on age retirement to JSS

Provide details of leavers (resignations, etc) to JSS Annual Benefit Statements Provide JSS with information requested eg confirmation of part time hours, non-reckonable service and pensionable pay Redundancy and pre-retirement courses Inform JSS of any redundancy exercises that will require JSS to do a site visit Inform JSS of any scheduled pre-retirement courses that they wish JSS to attend Re-employment Enquiries about re-employment

Where possible at least 3 months before last day of service (LDS) Members who continue employment beyond scheme pension age should be advised that although they can retire at any time by giving 1 months notice, they should give 3 months notice to ensure they receive their benefits on time As soon as possible on receipt of notification.

Within 20 working days of request

More than 3 months before the date of visit Within 3 months of course being held

To JSS in writing setting out all details.

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JSS ACTIONS
Correspondence, including e-mails Send acknowledgement or comprehensive reply Within 5 working days of receipt

Send comprehensive reply

Within 10 working days of receipt

Telephone enquiries Give comprehensive answer to telephone enquiries

Within a maximum of 5 working days of receipt, normally within 24 hours

New entrants
JSS advise the member of the next available ‘switch’ date and inform HR and payroll following a request from member wishing to switch from partnership to premium, or from premium to partnership. JSS to provide member with details of the premium option where a change of employment status results in premium scheme eligibility. Within 5 days of receipt of member’s request

Within 5 days of receipt of notification from employer

Attendance
Update the membership database for changes to contracted hours and write to member, if necessary eg where they are purchasing added years Update the membership database for any non reckonable service and write to member if necessary eg on return after a long break Update the membership database for any sick leave that effects the members pay and write to member if necessary eg where they are purchasing added years Secondees JSS will invoice HR in respect of employer and employee contributions to the scheme Within 5 working days of notification

Within 5 working days of notification

Within 5 working days of notification

Twice yearly

Reservist JSS will invoice Payroll/HR in respect of employer and employee (if applicable) contributions to scheme JSS will invoice member in respect of employee contributions to scheme if applicable

Twice yearly

On return to work

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Transfers in Acknowledge written request or advise member that request is outside time limit and cannot be accepted Write to previous scheme Send reminder letter and letter to member advising progress if reply not received Provide member with details of RCPS service credit On acceptance of service credit write to previous scheme Contact scheme administrator if payment not received Confirm to member completion of transfer-in service credit Process payment

Within 10 working days of receipt of all information Within 10 working days of receipt of request Within 6 weeks of first letter, with further letters sent at monthly intervals Within 10 working days of receipt of transfer value quotation Within 10 working days of receipt of acceptance by member Within 20 working days of request for payment Within 10 working days of receipt of payment Within 5 working days of receipt

Transfers out Acknowledge written request for transfer value quote if GMP required, preserved award has not yet been calculated or the application for transfer is beyond time limit Provide transfer value quote Notify scheme that transfer value quote has lapsed if no instruction received Process payment Added years Provide estimate of cost and scope for added years purchase Notify payroll of application to purchase added years

Within 10 working days of receipt of all information

Within 10 working days of receipt of all information Within 6 months of providing the transfer value quotation Within 10 working days of receipt of necessary documents Within 10 working days of request for estimate In good time for deductions to commence from the member’s next birthday (or agreed date for premium or classic plus) Within 10 working days of approval

Advise member that their request to cancel or reduce contract has been actioned and advise member of added years purchased and arrangements for recommencing contributions Revise added years contributions when member changes conditioned hours

Within 10 working days of notification of change of hours

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Additional Voluntary Contributions (AVCs) Write to AVC provider

Within 5 working days of notification of last day of service Within 5 working days of receiving notification

Send letter enclosing Retirement Illustration Request on members retirement

Death in Service Write to next of kin for copies of the death certificate etc Calculate and notify dependants of death benefits Process payment

Advise AVC provider by telephone, if applicable Early leavers Provide early leavers with less than two years’ service with quotation of CETV and refund of contributions Provide early leavers with two or more years’ service with details of preserved benefits

Within 2 working days of receipt of notification Within 5 working days of receipt of complete information Within 2 working days of receipt of death certificate and valid beneficiary nomination Immediately on notification of the death

Within 10 working days of receipt of leaving date notification

Within 2 months of receipt of leaving date notification

Injury Benefits Obtain all information, decide whether it is a qualifying injury or submit to medical adviser and inform member Where case has been referred to medical adviser, make decision about qualifying injury based on advice received from Scheme Medical Adviser and available evidence Notify member and employer of decision Calculate injury benefit award and notify beneficiary of injury benefit payable If beneficiary is awarded a damages settlement, recalculate award Estimates Provide estimate or reply to enquiry on age, AER, ARR, ill health and preserved awards Provide estimate or reply to enquiry on CER, FER, CES and FES

Within 10 working days of receipt of full information Within 5 working days of receipt of medical adviser’s advice

Within 5 working days of decision Within 17 working days of decision Within 10 working days of receipt of figure from scheme actuary following notification of settlement Within 10 working days of receipt of all information Within 10 working days of receipt of all information. Except at times of major redundancy exercises when JSS will give Management prior notification of the need for up to 20 working days

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Divorce information Provide CETV and statement of benefits for divorce proceedings Post-retirement actions Revisions to awards to be made and processed All awards except revised and death cases Process lump sum payment when all necessary documentation has been received Process lump sum payment where all necessary documentation has been received less than 6 working days before LDS Process lump sum payment where all necessary documentation has been received no more than 15 working days after LDS Issue first installment of pension when all necessary documentation has been received Re-employment Enquiries about re-employment

Within 10 working days of request

Within 25 working days of receipt of details from employer or payroll At least 3 working days before due date (Due date is the first working day after LDS) Within 5 working days of receipt

Within one month of LDS

Within one month of LDS or date of receipt if received later than 15 working days after LDS To reply in writing within 10 working days of receipt of all necessary details

Abatement Advise re-employed member of level of abatement, where applicable Death in retirement Process death benefit lump sum, if applicable Write to widow(er) or eligible partner Process dependants’ benefits Advise AVC provider by telephone, if applicable Preserved awards Process lump sum payment where all necessary documentation has been received less than 6 working days before due date Process lump sum payment where all necessary documentation has been received no more than 15 working days after due date Issue first installment of pension where all necessary documentation has been received

Within 5 working days of receipt of all re-employment details Within 2 working days of notification Within 2 working days of notification Within 5 working days of receipt of all necessary information Immediately on notification of the death

Within 5 working days of receipt

Within one month of due date

Send lifetime allowance notification

Within one month of due date, or one month of having received all the documentation if this is more than 15 working days after due date No later than three months after the benefit comes into payment

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Change of bank details Inform pensioner if payment cannot be redirected in time Opting out JSS instruct payroll to stop paying contributions when the member has opted out of classic, classic plus or premium

Within 5 working days of written notification or immediately if notification received by phone JSS to advise Payroll within 5 working days of receipt of notification from member. Payroll to stop contributions from date advised by JSS. If the date is passed by the time JSS receive notification, payroll must unscramble contributions before the next available pay run. 10 days of contracted change

Partnership Advise HR/payroll of change of age related contributions Advise member of change of age related contributions Group estimates Process group estimates when there is a single last day of service and receipt of all necessary data Employee pension notices On receipt of Civil Service Employer Pension Notices JSS will decide if action is required within the RCPS and where necessary issue the revised draft notices to each of the Councils’ 2 nominees. The Councils’ to request a change or confirm wording of the draft notices. JSS will then revise or confirm the original wording and ask the research councils to go ahead and issue. Annual benefit statements JSS will issue Annual Benefit Statements to all members. Redundancy and pre – retirement courses JSS will attend sites undergoing large scale redundancy exercises JSS will attend pre-retirement courses provided they are asked within a reasonable time.

10 days of contracted change

Within 10 working days of request

Within 5 working days of receipt of the EPN from CSP

Within 5 working days of receipt of the notices Within 5 working days of receipt of the request or confirmation

Within 20 days of receipt of all necessary information

At least 2-3 months of receiving the request Notice required at least 3 months prior to the course being held

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General JSS will provide data to the National Fraud Initiative (NFI) every 2 years for inclusion in the NFI exercise. JSS will provide a summary of the Chancellor’s Budget Statement in the form of a Annual State Benefits Information Sheet JSS will revise its website to reflect changes.

By the agreed date

Annually within 10 working days of budget Update site at least every two months

The RCPS annual accounts will be available through a link on the JSS website The Head of JSS will provide pension policy advice to the Research Councils for likely future legislation and or pension scheme rule changes. JSS to reconcile the RCPS accounts

Within 10 days of availability on the BBSRC website At each RCPS Management Board meeting and as required Within 20 working days of the end of the financial year On request

JSS will provide all necessary information to the external auditors to enable a full and accurate audit of the RCPS accounts JSS to review the Risk Analysis and refer any need for change to the RCPS Management Board JSS to provide the GAD with FRS17 liability data for inclusion in the annual accounts

Annually

Annually by end of January

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Description: Civil-Service-Pensions-Grosvenor-House-Telephone-01256-846366