The Local Government Pension Scheme Regulations 2013 requires the Administration Authority to prepare and publish a written statement covering communications with scheme members and employing authorities.
The statement must set out the policy concerning:
· communications with members, members representatives, prospective members and scheme employers.
· format, frequency and method of distributing such information or publicity
· the promotion of the scheme to prospective members and their employers
This statement is reviewed periodically. A revised Communications Policy Statement was approved at the Pension Committee 24 November 2015 for the period 2016 – 2018. A review of the Communication Strategy achievements for 2015/2016 is shown below.
This Statement has also been published on the Authority’s pension website. Access this by selecting the link Havering pension Fund
Communication Policy Delivery
Communication Responsibilities / Paper / Electronic / Web / Face / Achieved /Action 1
Active members
Review employee communications methods to ensure that they are efficient as well as effective / / Continuing to review and update pension website for content and to make it easier to find information, created a factsheet to assist scheme members use the online calculators and modellers.
Promote use of the LBH pension website www.yourpension.org.uk/handr
and the Council’s Pension Fund pages, www.havering.gov.uk/pages/services/pension-fund.aspx / / / Continue to promote websites at all meetings and in all communications – (letters and phone calls). Also a QR code is printed on key documents produced by the pension administration team
All updated option forms are only available via the website unless no access to a computer. This was essential for Automatic re-enrolment.
Explore development of member online access to the pension administration system in line with self service / / Contracted for, as part of new pension system, on-going for 2015/16 implementation. Updated joiners option forms to capture the email addresses ready for setting members up for Member Self Service (MSS).Testing has now started on the usage, in consultation with internal audit.
Explore the development of member online benefit statements in line with self service / In the process of being developed and dependant on the above action
Support the Pension Team staff in developing communicating skills through training, support and on the job training to increase their overall skills and knowledge / / A rota of team members have supported senior staff at all communication meetings – new scheme presentations and road shows, pre-retirement courses and new employer introduction meetings. Also started to allocate employers to Senior Transactional Agents to manage support and communications.
Action 2 – for Employers in the fund
Maximise the use of the developed Pensions Team employer communication database / / Used for all electronic communications, in particular new scheme information and automatic enrolment information
Distribute material for employers to issue to employees / / / All new scheme information has been distributed (using the electronic database) – New Scheme Overview, Annual Allowance briefings, new scheme forms, Payroll and HR Scheme Guides, Contribution band letters etc.
Work with employers to ensure they communicate effectively and efficiently with their employees / / / / Apart from the electronic communications via the database, face-to-face meetings have been held with all employers to help them understand their employer responsibilities and data requirements of the new scheme. Meetings on Employer Discretions together with new employer meetings are also held, together with year end requirements.
Continually review and improve the material and service available to employers via the LBH pension website(www.yourpension.org.uk/handr, and the Council website, www.havering.gov.uk/pages/servoces/pension-fund.aspx / / A new employer tab has continued to be developed on the pension website and has been updated for the new CARE 2014 scheme
A Local Pension Board tab has also been created, holding links to agendas and minutes of all LPB meetings, board member contact details, and the role and responsibilities of the board members.
A new TUPE manual has been commissioned to support scheme employers to understand their responsibilities and implications when outsourcing, this will be available via the website when completed.
Collate Employer Discretion Documents / / / / Published policies and Employer discretions, where available, on the pension website. 29 out of 32 employers in the fund have their discretions in place and published.
Explore online access for scheduled and admitted bodies to automate interfaces and updates, reducing administrative overheads / / Worked with the London Borough of Havering on the development of the One Oracle interfaces, which have been tested and in the process of being implemented
Regular meetings with Scheme Employers / / As above
Allocated Specialist Senior Transactional (STA) Agent to each employer as employer liaison officers / / / All employers have a Senior Transactional agent and Team Lead for any data issues and the allocation of a benefits specialist is being rolled out
Action 3 – for Pensioners
Explore development of member online access to the pension administration system in line with self-service / See above re member self-service (MSS), in development.
Communication Material
Communication material / Paper / Electronic / Web / Face / frequency / Intended Audience, :Active = A, Deferred = D
Pensioner = P,
Prospective members = PM
Employers = E Or - ALL /
payslips / / / Monthly, electronic for Corporate staff / A
payslips / / April, May and October / P
Information packs for new staff / / / With the offer of the job, and when enrolled under Automatic enrolment duties / PM
newsletters / / / / When required / All but targeted as appropriate
Pension updates / / / / When required / All but targeted as appropriate
Annual Benefit Statement / / Annually,
July / August / A, D,
Notice of Pension Increase / / Annually / P
Letters / Enquiries / / / As required / ALL
Estimates / / As required / A, D
Forms / / / / ALL
Factsheets / / / For viewing as required / ALL
Scheme Guides / / ALL
Global emails / / As required / A - Corporate
Pop ups / / As required / A - Corporate
Core Briefs / / As required / A - Corporate
School Portal / / As required / A – school based
Year End requirements information / / / / Annually / E not on the corporate payroll
Induction Sessions / / As Required / PM, carried out by HR team but supported by Pensions Team,
Roadshows / / As required
Pre-retirement Seminars / / Twice yearly / P and prospective Pensioners
Communications Strategy / / Reviewed 3 yearly / ALL
Communications Policy Statement / / Reviewed annually / ALL
Annual Report & Accounts / / Annually / ALL
Whistleblowing Policy / / ALL
Funding Strategy Statement / / ALL
Statement of Investment Principles / / ALL
Specialised information leaflets – Annual Allowance / / As required / ALL
Assistance for new employers on their responsibilities / / / / As required / E
Assistance and Support at TUPE Roadshows / / As required / A, E
The pension website is promoted on the staff intranet at the Council and in posters placed on staff notice boards in all Council buildings to ensure information on the pension scheme is accessible and available to everyone, not just scheme members. It is also advertised on payslips produced by oneSource Payroll Services on a regular basis.
The website has been further enhanced to provide links to DirectGov, for information on the new Single Tier State Pension
The Council jobs page includes, within the General Conditions of Employment, relevant for all potential and actual applicants, information on the Local Government Pension Scheme,
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