hr introduction to civil service pensions

1. HR Introduction to Civil Service pensions

2. This presentation is designed to provide an introduction to the Civil Service pension (CSP) arrangements and the roles and responsibilities you as the employer have in administering the pension schemes. The presentation also introduces you to sources of pensions guidance and support and is designed to complement the Employers� Pension Guide (EPG). In all cases you must refer to the guide. You will find the EPG and further guidance for employers and information on the Civil Service pensions (CSP) website at www.civilservice.gov.uk/pensionsThis presentation is designed to provide an introduction to the Civil Service pension (CSP) arrangements and the roles and responsibilities you as the employer have in administering the pension schemes. The presentation also introduces you to sources of pensions guidance and support and is designed to complement the Employers� Pension Guide (EPG). In all cases you must refer to the guide. You will find the EPG and further guidance for employers and information on the Civil Service pensions (CSP) website at www.civilservice.gov.uk/pensions

3. Objectives By the end of this presentation you will: Understand your roles and responsibilities in delivering the CSP arrangements to staff Know where to go for support and what guidance is available to you Have a better understanding of the Civil Service pension arrangements

4. A few facts and figures The Civil Service pension Scheme: - Has 1.5 million members, including Active Deferred, and Pensioners - Pays out �3bn a year in pensions - Pays pensioners who now live in 130 different countries� - Has over 1000 pensioners aged over 90, and 300 aged over 100! There are 3 categories of members in the CSP arrangements: Active � members who are currently working and paying contributions. Deferred � members who left the Civil Service under the scheme pension age and have pension benefits which they can claim when they reach scheme pension age or earlier in some circumstances (these benefits are also known as preserved benefits). This also includes those who were divorced and have been awarded a pension by a Court. Pensioners � members who are retired and are drawing their pension.There are 3 categories of members in the CSP arrangements: Active � members who are currently working and paying contributions. Deferred � members who left the Civil Service under the scheme pension age and have pension benefits which they can claim when they reach scheme pension age or earlier in some circumstances (these benefits are also known as preserved benefits). This also includes those who were divorced and have been awarded a pension by a Court. Pensioners � members who are retired and are drawing their pension.

5. Civil Service Pensions � who is involved? The Minister for the Civil Service is responsible for the Civil Service pension arrangements. Civil Service Pensions Division (CSPD) manages the arrangements. Responsibility for administering the arrangements is delegated to employers. Capita Hartshead pay the pensions (under contract to CSPD). As an employer you are responsible for delivering Civil Service pensions to your staff. You will have a contract with your payroll provider who will deduct the employee and employer contributions, pay these over to CSPD and pass payroll information to the APAC to update the members record. You will also have a contract with your APAC who will carry out a large part of your pensions administration. If you don�t know who your APAC is you can find out by visiting the CSP website. CSPD manages the St Ives contract, who are currently the printers and distributors of pension material, including the pension Starter Packs. The scheme medical advisor Capita Health Solutions (CHS) provide advice to employers and their APACs on eligibility for medical-related pension scheme benefits including compensation and injury benefit schemes. The Minister for the Civil Service is responsible for the Civil Service pension arrangements. Civil Service Pensions Division (CSPD) manages the arrangements. Responsibility for administering the arrangements is delegated to employers. Capita Hartshead pay the pensions (under contract to CSPD). As an employer you are responsible for delivering Civil Service pensions to your staff. You will have a contract with your payroll provider who will deduct the employee and employer contributions, pay these over to CSPD and pass payroll information to the APAC to update the members record. You will also have a contract with your APAC who will carry out a large part of your pensions administration. If you don�t know who your APAC is you can find out by visiting the CSP website. CSPD manages the St Ives contract, who are currently the printers and distributors of pension material, including the pension Starter Packs. The scheme medical advisor Capita Health Solutions (CHS) provide advice to employers and their APACs on eligibility for medical-related pension scheme benefits including compensation and injury benefit schemes.

6. Civil Service Pensions Division � what does it do? See Section 2 of the EPG for more information. CSPD is responsible for ensuring that the rules of the pension arrangements reflect current Government legislation CSPD provides support for employers and produces scheme information for members. PenServer is the computer software used by APACs to handle the administration and calculation of pensions. CSPD is responsible for managing the development and implementation of PenServer. The Civil Superannuation vote is the Civil Service pensions account. Members� contributions and ASLCs (Accruing Superannuation Liability Charges) which are the employers� contributions are paid into it and Civil Service pensions are paid from it. See Section 2 of the EPG for more information. CSPD is responsible for ensuring that the rules of the pension arrangements reflect current Government legislation CSPD provides support for employers and produces scheme information for members. PenServer is the computer software used by APACs to handle the administration and calculation of pensions. CSPD is responsible for managing the development and implementation of PenServer. The Civil Superannuation vote is the Civil Service pensions account. Members� contributions and ASLCs (Accruing Superannuation Liability Charges) which are the employers� contributions are paid into it and Civil Service pensions are paid from it.

7. Where do I fit? Please see Section 2 of the EPG for further information. As employer you are responsible for ensuring that every member is given the opportunity to join the Civil Service pension arrangements and entered into the correct pension scheme CSPD also supports you by providing you with guidance and advice. You must ensure that you implement any changes in policy or process as advised by CSPD. Your payroll passes member data required for pensions administration to the APAC. Payroll also calculates and pays over employer and employee contributions to the CS vote. Your APAC will support you in your responsibilities and will carry out the day to day pension administration. Please see Section 2 of the EPG for further information. As employer you are responsible for ensuring that every member is given the opportunity to join the Civil Service pension arrangements and entered into the correct pension scheme CSPD also supports you by providing you with guidance and advice. You must ensure that you implement any changes in policy or process as advised by CSPD. Your payroll passes member data required for pensions administration to the APAC. Payroll also calculates and pays over employer and employee contributions to the CS vote. Your APAC will support you in your responsibilities and will carry out the day to day pension administration.

8. Overview of main pension schemes nuvos premium (closed) classic (closed) classic plus (closed) partnership pension account NB: some exceptions to access to classic and premium Please see Section 3 of the EPG for more detailed information. nuvos is a defined benefit scheme. The pension builds up at a rate of 2.3% of pensionable earnings each year. It was introduced on 30 July 2007 and is available to new entrants. premium is a defined benefit pension scheme based on final salary. Introduced 1 October 2002 and is now closed to new entrants (but open to some rejoiners). classic is a defined benefit scheme based on final salary. It was open from 1972 � 2002. The name classic came into being on 1 October 2002 and is now closed to new entrants (but open to some rejoiners). classic plus is a defined benefit pension scheme based on final salary. It was available from 1 October 2002 for staff in post on 30 September 2002 and is now closed to new entrants. The partnership pension account is a defined contribution (money purchase) stakeholder pension. It hasn�t been available to new entrants from 1 October 2002.Please see Section 3 of the EPG for more detailed information. nuvos is a defined benefit scheme. The pension builds up at a rate of 2.3% of pensionable earnings each year. It was introduced on 30 July 2007 and is available to new entrants. premium is a defined benefit pension scheme based on final salary. Introduced 1 October 2002 and is now closed to new entrants (but open to some rejoiners). classic is a defined benefit scheme based on final salary. It was open from 1972 � 2002. The name classic came into being on 1 October 2002 and is now closed to new entrants (but open to some rejoiners). classic plus is a defined benefit pension scheme based on final salary. It was available from 1 October 2002 for staff in post on 30 September 2002 and is now closed to new entrants. The partnership pension account is a defined contribution (money purchase) stakeholder pension. It hasn�t been available to new entrants from 1 October 2002.

9. Other schemes Civil Service Compensation Scheme (CSCS) Civil Service Additional Voluntary Contributions Scheme (CSAVCS) The Civil Service Injury Benefit Scheme (CSIBS) The partnership pension account death benefit scheme (PPADBS) The partnership pension account ill health benefit scheme (PPAIHBS) Designated stakeholder scheme For further information please read Section 3.3 of the EPG The CSCS provides benefits for staff who retire early under compulsory or approved early retirement or are made redundant. The CSAVCS allows you to buy AVCs which are extra amounts that you can pay to increase your pension benefits. They are invested with a financial institution to build up until you are able to buy an annuity (pension). You can also take a cash lump sum. (Further detail on CSAVCs is provided on a later slide.) The CSIBS provides compensation to Civil Servants who have reduced earnings as a result of being injured while on duty. The PPADBS provides a lump sum death benefit to dependants of partnership members who die in service. The PPAIHBS provides a lump sum to partnership members who retire on ill health grounds. The designated stakeholder scheme is a money purchase arrangement to which members can contribute. For further information please read Section 3.3 of the EPG The CSCS provides benefits for staff who retire early under compulsory or approved early retirement or are made redundant. The CSAVCS allows you to buy AVCs which are extra amounts that you can pay to increase your pension benefits. They are invested with a financial institution to build up until you are able to buy an annuity (pension). You can also take a cash lump sum. (Further detail on CSAVCs is provided on a later slide.) The CSIBS provides compensation to Civil Servants who have reduced earnings as a result of being injured while on duty. The PPADBS provides a lump sum death benefit to dependants of partnership members who die in service. The PPAIHBS provides a lump sum to partnership members who retire on ill health grounds. The designated stakeholder scheme is a money purchase arrangement to which members can contribute.

10. What does your APAC do? What does your Authorised Pensions Administration Centre (APAC) do? Applies the rules of the pension scheme Maintains members� records on PenServer Deals with applications for boosting pensions Issues pension booklets and leaflets Processes leavers and retirements and notifies Capita to pay pensions Issues Annual Benefit Statements Operates a help line for member queries Your relationship with your APAC Please see Section 2 table 2 of the EPG for further detailed guidance Your APAC will deal with the day to day running of your pensions administration. Here are some of their functions: They will set up members� records on PenServer and maintain and amend them. Deal with applications for boosting pensions. Depending on the terms of your SLA or contract with them, they will hold all member pension records and forms, including death benefit nominations, partner declarations, gender recognition and civil partnership confirmations. Provide a helpdesk for you and members to contact. Keep stocks of pensions booklets. It is important that you have an excellent communication route with your APAC so that they promptly informed of any changes to members� circumstances. Please see Section 2 table 2 of the EPG for further detailed guidance Your APAC will deal with the day to day running of your pensions administration. Here are some of their functions: They will set up members� records on PenServer and maintain and amend them. Deal with applications for boosting pensions. Depending on the terms of your SLA or contract with them, they will hold all member pension records and forms, including death benefit nominations, partner declarations, gender recognition and civil partnership confirmations. Provide a helpdesk for you and members to contact. Keep stocks of pensions booklets. It is important that you have an excellent communication route with your APAC so that they promptly informed of any changes to members� circumstances.

11. What does your payroll do? Sets up deductions of contributions Pays member contributions to CSPD Pays Accruing Superannuation Liability Charges (ASLCs) Pays partnership contributions to providers Sends member data via an interface to the APAC What is your relationship with your payroll? Communicating changes on policy and processes Ensuring correct pension contributions are paid Ensuring accuracy of member data Your payroll deducts contributions from your members� salary according to the pension scheme(s) they are in and pays this to CSPD and the partnership pension provider, as appropriate. They also pay any contributions for Added Years or added pension. We will look at Added Years and added pension in more detail later. From time to time CSPD will send out information, usually in the form of an Employer Pensions Notice (EPN) that will impact on the role of your payroll. A full list of EPNs issued can be found on the CSP website. As employer you are responsible for ensuring that this information reaches your payroll manager and is implemented accordingly. You must also have a system in place that tells your payroll promptly of any changes to a member�s personal details, pay or employment status. You must ensure that all member data passed to your payroll is accurate as this information is passed to PenServer, which is the software used by your APAC to calculate members benefits.Your payroll deducts contributions from your members� salary according to the pension scheme(s) they are in and pays this to CSPD and the partnership pension provider, as appropriate. They also pay any contributions for Added Years or added pension. We will look at Added Years and added pension in more detail later. From time to time CSPD will send out information, usually in the form of an Employer Pensions Notice (EPN) that will impact on the role of your payroll. A full list of EPNs issued can be found on the CSP website. As employer you are responsible for ensuring that this information reaches your payroll manager and is implemented accordingly. You must also have a system in place that tells your payroll promptly of any changes to a member�s personal details, pay or employment status. You must ensure that all member data passed to your payroll is accurate as this information is passed to PenServer, which is the software used by your APAC to calculate members benefits.

12. Who is the pensioner payroll provider? What do they do? Pay lump sums, pensions and death benefits Refund contributions to members who have less than 2 years� service Calculate and apply abatement for re-employed pensioners Deal with all correspondence and enquiries relating to pensioners and deferred pensioners Operate a call centre for pensioners Please see Section 2 Table 5 of the EPG for further information Capita Hartshead are responsible for paying pensions, lump sums, death benefits and other related pension benefits. They deal with all pension related enquires from pensioners.Please see Section 2 Table 5 of the EPG for further information Capita Hartshead are responsible for paying pensions, lump sums, death benefits and other related pension benefits. They deal with all pension related enquires from pensioners.

13. Who are St Ives? Printers for Starter Packs, leaflets and booklets Distributors for Starter Packs, leaflets and booklets Orders for Starter Packs should be made using Despatch Request Form 2 (DRF2) Further detailed guidance can be found in Section 4 of the EPG St Ives are the scheme printers and distributors of pension material. Employers order member Starter Packs from St Ives. It is the employers� responsibility to ensure that each new entrant receives their Starter Pack within 2 months of their start date. You must order your Starter Packs through St Ives using the DRF2 form or spreadsheet that you will find on the CSP website. You will need to download the form and e-mail it to St Ives at cspdorders@stivesdirect.com Fax or post it only if you can�t e-mail � your handouts have the address included You must make sure that you complete the form accurately so the new starter receives their Starter Pack. If the member does not receive their Pack it is your responsibility to contact St Ives. The member must not be referred to St Ives under any circumstances. Your APAC will order all the booklets you need, but you may order the �Thinking About Retirement� booklet and the Pension Choices overview leaflet, order form as above, directly from St Ives. You will find all the publications listed on the Civil Service pensions website.Further detailed guidance can be found in Section 4 of the EPG St Ives are the scheme printers and distributors of pension material. Employers order member Starter Packs from St Ives. It is the employers� responsibility to ensure that each new entrant receives their Starter Pack within 2 months of their start date. You must order your Starter Packs through St Ives using the DRF2 form or spreadsheet that you will find on the CSP website. You will need to download the form and e-mail it to St Ives at cspdorders@stivesdirect.com Fax or post it only if you can�t e-mail � your handouts have the address included You must make sure that you complete the form accurately so the new starter receives their Starter Pack. If the member does not receive their Pack it is your responsibility to contact St Ives. The member must not be referred to St Ives under any circumstances. Your APAC will order all the booklets you need, but you may order the �Thinking About Retirement� booklet and the Pension Choices overview leaflet, order form as above, directly from St Ives. You will find all the publications listed on the Civil Service pensions website.

14. Who pays for a member�s pension? Significant part of the total reward package Member makes a contribution Employers pay a significant amount towards members� pensions Based on a percentage of the members� salary Average 18.9% of pensionable pay More detailed information can be found in Section 3.5 of the EPG Pension provision forms a significant part of the employee�s total reward package. Employers make contributions to classic, classic plus, premium and nuvos. These contributions are known as Accruing Superannuation Liability Charges (ASLCS). Members make the following contributions to their pensions: partnership � whatever percentage, if any, they choose to make classic � 1.5% of pensionable pay toward the cost of a widows(er)�s/civil partner�s pension classic plus, premium, nuvos �all pay 3.5% of pensionable pay For partnership you pay an age-related contribution and if the member contributes you pay an additional matching contribution up to a further 3%. These contributions are paid to the provider chosen by the member. For partnership members employees also pay a mini ASLC of 0.8% of pensionable earnings for risk benefits, these are death-in-service or ill health retirement.More detailed information can be found in Section 3.5 of the EPG Pension provision forms a significant part of the employee�s total reward package. Employers make contributions to classic, classic plus, premium and nuvos. These contributions are known as Accruing Superannuation Liability Charges (ASLCS). Members make the following contributions to their pensions: partnership � whatever percentage, if any, they choose to make classic � 1.5% of pensionable pay toward the cost of a widows(er)�s/civil partner�s pension classic plus, premium, nuvos �all pay 3.5% of pensionable pay For partnership you pay an age-related contribution and if the member contributes you pay an additional matching contribution up to a further 3%. These contributions are paid to the provider chosen by the member. For partnership members employees also pay a mini ASLC of 0.8% of pensionable earnings for risk benefits, these are death-in-service or ill health retirement.

15. Communication with members Key responsibilities Pension Starter Packs Provide Pension Scheme Information Annual Benefit Statements Office Notices Please see Section 4 of the EPG for detailed guidance on your pension responsibilities when staff join your organisation. Under the Disclosure of Information Regulations 1996, all scheme members must be provided with pension scheme information (Letter of Appointment and Starter Packs) within 2 months of becoming eligible to join the CSP arrangements. Annual Benefit Statements must be sent out each year (these are produced by your APAC) to members so that they are aware of their pension benefits. You will sometimes receive information attached to EPNs that needs to be conveyed to members. The EPN will tell you what action you need to take and may involve issuing an Office Notice or a Newsletter. When someone starts in the Civil Service they will need to make a pensions choice even though you generally enrol new entrants into the nuvos scheme on joining. It is your responsibility to make sure that each new entrant receives the correct pension Starter Pack. Please see Section 4 of the EPG for detailed guidance on your pension responsibilities when staff join your organisation. Under the Disclosure of Information Regulations 1996, all scheme members must be provided with pension scheme information (Letter of Appointment and Starter Packs) within 2 months of becoming eligible to join the CSP arrangements. Annual Benefit Statements must be sent out each year (these are produced by your APAC) to members so that they are aware of their pension benefits. You will sometimes receive information attached to EPNs that needs to be conveyed to members. The EPN will tell you what action you need to take and may involve issuing an Office Notice or a Newsletter. When someone starts in the Civil Service they will need to make a pensions choice even though you generally enrol new entrants into the nuvos scheme on joining. It is your responsibility to make sure that each new entrant receives the correct pension Starter Pack.

16. Your roles and responsibilities Working patterns Change of circumstances Opting in and out Switching Member transfers Topping up a pension Complaints Injury at work Retirement Partial retirement Leaving before pension age Death in Service Re-employment The following slides cover some of the important elements of your pension responsibilities.The following slides cover some of the important elements of your pension responsibilities.

17. Changes to working patterns Working patterns Part-time, term-time and seasonal Flexible and shift working Partial retirement Different kinds of breaks Career breaks Special leave, maternity, paternity, adoption leave, parental leave and time off for dependants If you have any requests from members about changes to their working patterns you will need to understand how these changes impact on their pension so that you can tell them. You will find a series of factsheets on the CSP website that explain how to deal with changes to working patterns. We will look at partial retirement in more detail later. In all circumstances where there is a change to a members working pattern you must let your APAC know immediately. If you have any requests from members about changes to their working patterns you will need to understand how these changes impact on their pension so that you can tell them. You will find a series of factsheets on the CSP website that explain how to deal with changes to working patterns. We will look at partial retirement in more detail later. In all circumstances where there is a change to a members working pattern you must let your APAC know immediately.

18. Change to personal circumstances Marriage Divorce Civil partnership Gender Recognition Certificate When a member tells you of a change to their personal circumstances you must pass the information to your APAC and payroll provider without delay. If a current or former member of staff tells you they have a Gender Recognition Certificate you must notify your APAC on their behalf. You will need to provide written confirmation that you have seen the certificate and send it to your APACs gender recognition officer.When a member tells you of a change to their personal circumstances you must pass the information to your APAC and payroll provider without delay. If a current or former member of staff tells you they have a Gender Recognition Certificate you must notify your APAC on their behalf. You will need to provide written confirmation that you have seen the certificate and send it to your APACs gender recognition officer.

19. Opting in and out of the CSP arrangements For information on opting in and out: Direct member to the factsheet on the CSP website Direct member to the APAC Opting out Stop paying over member and employer contributions 3 month rule Opt in One option to rejoin Not treated as new entrants APAC will deal with requests Pay over contributions For further detailed guidance you must read EPN 219 which sets out the procedures for opting in and out of the CSP arrangements. Any individual who requests to opt out of the CSP arrangements should be directed to the factsheet on the CSP website. If they still wish to continue you will need to direct them to contact your APAC who will deal with their case. If a member makes a decision to opt out within their first 3 months, their pay will be backdated to the start date. If they opt out after 3 months, adjustments will take effect from the next convenient pay period. Your APAC will tell you when to instruct your payroll to stop payment of the member and employee contributions. If a member opts out of the CSP arrangements and does not join partnership they will automatically become a member of the State Second Pension scheme (S2P). Opt in If a member changes their mind and wishes to join the CSP arrangements, they have one option to do this, during the same period of continuous employment in the Civil Service. They should not be treated as new entrants and you should refer all enquiries to your APAC. Your APAC will then deal with their request and ask you to instruct payroll to start paying contributions. For further detailed guidance you must read EPN 219 which sets out the procedures for opting in and out of the CSP arrangements. Any individual who requests to opt out of the CSP arrangements should be directed to the factsheet on the CSP website. If they still wish to continue you will need to direct them to contact your APAC who will deal with their case. If a member makes a decision to opt out within their first 3 months, their pay will be backdated to the start date. If they opt out after 3 months, adjustments will take effect from the next convenient pay period. Your APAC will tell you when to instruct your payroll to stop payment of the member and employee contributions. If a member opts out of the CSP arrangements and does not join partnership they will automatically become a member of the State Second Pension scheme (S2P). Opt in If a member changes their mind and wishes to join the CSP arrangements, they have one option to do this, during the same period of continuous employment in the Civil Service. They should not be treated as new entrants and you should refer all enquiries to your APAC. Your APAC will then deal with their request and ask you to instruct payroll to start paying contributions.

20. Members wishing to switch between schemes Can only switch between partnership and premium and partnership and nuvos Once each way 1 April or 1 October Pension switch form 3 months notice Members who joined partnership, premium or nuvos can switch once each way in either direction. They cannot switch from premium to nuvos. The switch can only take place in April or October each year. You must ensure the member completes a Pension Switch form which you will find on the CSP website. The member must give the APAC 3 month�s notice of their intention to switch. Members who were already in service at 1 October 2002 and opted to join premium cannot switch. Members who joined partnership, premium or nuvos can switch once each way in either direction. They cannot switch from premium to nuvos. The switch can only take place in April or October each year. You must ensure the member completes a Pension Switch form which you will find on the CSP website. The member must give the APAC 3 month�s notice of their intention to switch. Members who were already in service at 1 October 2002 and opted to join premium cannot switch.

21. Member transfers Members who transfer between employers covered by CSP arrangements can remain in the same scheme providing: no break in service (28 days or less) Employers must complete: CSP TRANS1 � to APAC Form E18(08) � to new employer Please see Section 6.1 of the EPG and EPN 218 for further detailed guidance on handling staff transfers. If a member transfers between employers covered by the CSP arrangements, without a break in service (less than 28 days) then there will be no change to their pension service. You must complete form CSP TRANS1 (which you will find on the CSP website and in Annex 6A of the EPG) and send it to your APAC. They will transfer Penserver records and any other relevant electronic or paper records to the new employer�s APAC. You must also complete an E18(08) form (found on the CSP website and in Annex 6B of the EPG) You will need to send the member�s HR file to the new employer. For members of partnership you will need to complete both forms. You also need to complete the change of circumstances form, which you must send to the partnership provider. You will find this on the CSP website. Please see Section 6.1 of the EPG and EPN 218 for further detailed guidance on handling staff transfers. If a member transfers between employers covered by the CSP arrangements, without a break in service (less than 28 days) then there will be no change to their pension service. You must complete form CSP TRANS1 (which you will find on the CSP website and in Annex 6A of the EPG) and send it to your APAC. They will transfer Penserver records and any other relevant electronic or paper records to the new employer�s APAC. You must also complete an E18(08) form (found on the CSP website and in Annex 6B of the EPG) You will need to send the member�s HR file to the new employer. For members of partnership you will need to complete both forms. You also need to complete the change of circumstances form, which you must send to the partnership provider. You will find this on the CSP website.

22. Topping up a pension Added pension Added years Civil Service Additional Voluntary Contributions Scheme (CSAVCS) Stakeholder pensions Active members can boost their benefits by buying added pension, either as a lump sum or by monthly contributions. When a member asks about buying added pension you should direct them to the CSP website or their APAC where they can get a copy of the leaflet �Added pension for classic, classic plus, premium and nuvos�. You should also advise them to use the added pension calculator on the CSP website. Added years were replaced by added pension on 1 March 2008. Members in classic can still carry on with their existing contracts. The current providers for Additional Voluntary Contributions are: Scottish Widows and Standard Life We do have members still with CSAVC investments in Equitable Life but this particular scheme is closed to new investors. If any member wishes to buy AVCs you should direct them to the website and to the leaflet �The Civil Service Additional Voluntary Contribution Scheme� If a member wishes to take out a stakeholder pension you should again direct them to the website and the leaflet �Stakeholder pensions�. The stakeholder pension provider is �Standard Life�. Contact details can be found on the CSP website. Active members can boost their benefits by buying added pension, either as a lump sum or by monthly contributions. When a member asks about buying added pension you should direct them to the CSP website or their APAC where they can get a copy of the leaflet �Added pension for classic, classic plus, premium and nuvos�. You should also advise them to use the added pension calculator on the CSP website. Added years were replaced by added pension on 1 March 2008. Members in classic can still carry on with their existing contracts. The current providers for Additional Voluntary Contributions are: Scottish Widows and Standard Life We do have members still with CSAVC investments in Equitable Life but this particular scheme is closed to new investors. If any member wishes to buy AVCs you should direct them to the website and to the leaflet �The Civil Service Additional Voluntary Contribution Scheme� If a member wishes to take out a stakeholder pension you should again direct them to the website and the leaflet �Stakeholder pensions�. The stakeholder pension provider is �Standard Life�. Contact details can be found on the CSP website.

23. What happens when a member complains? Internal Dispute Resolution (IDR) The Pensions Advisory Service (TPAS) Complaints Leafleton CSP website Pensions Ombudsman Further information can be found in Section 9 of the EPG The Internal Dispute Resolution is a formal complaints procedure where a member can ask for their dispute or complaint to be investigated. There are 2 stages to this process. For the first stage the case is handled by your APAC; they may seek some comments from you. If the member is not happy with the APACs decision they can appeal to CSPD for a review, this is called the 2nd stage. The member can also go to The Pensions Advisory Service (TPAS) . TPAS is an organisation that provides information and guidance on state, occupational and personal pensions. The scheme member can contact them at any time. If the member is still not happy after the 2nd stage they may take their complaint to the Pensions Ombudsman. Further information can be found in Section 9 of the EPG The Internal Dispute Resolution is a formal complaints procedure where a member can ask for their dispute or complaint to be investigated. There are 2 stages to this process. For the first stage the case is handled by your APAC; they may seek some comments from you. If the member is not happy with the APACs decision they can appeal to CSPD for a review, this is called the 2nd stage. The member can also go to The Pensions Advisory Service (TPAS) . TPAS is an organisation that provides information and guidance on state, occupational and personal pensions. The scheme member can contact them at any time. If the member is still not happy after the 2nd stage they may take their complaint to the Pensions Ombudsman.

24. When staff are injured at work Civil Service Injury Benefit Scheme (CSIBS) All employeesare covered APAC decides who qualifies You will find further detailed guidance in Section 5 of the EPG If an employee, (regardless of whether they are in the pension scheme, or not) is injured at work and they are unable to carry out reasonable tasks they may receive compensation for loss of earnings under CSIBS. All injury benefit cases must be referred to your APAC for handling. Your APAC will decide if the injury meets the CSIBS qualifying conditions, in consultation with the scheme medical adviser.You will find further detailed guidance in Section 5 of the EPG If an employee, (regardless of whether they are in the pension scheme, or not) is injured at work and they are unable to carry out reasonable tasks they may receive compensation for loss of earnings under CSIBS. All injury benefit cases must be referred to your APAC for handling. Your APAC will decide if the injury meets the CSIBS qualifying conditions, in consultation with the scheme medical adviser.

25. Staff approaching retirement Scheme pension age 45 years� service Pre-retirement course Give APAC plenty of notice The scheme pension age is the earliest age at which members can take their pension without any actuarial reduction (actuarial reduction is when pension is reduced because it is being paid early). Members with a partnership pension account may take their benefits at any time between age 50 (age 55 from 2010) and 75. There are tax implications on members� pensions if they continue to work past their 75th birthday. You will need to contact your APAC. The earliest age that a member can claim an unreduced pension depends on which scheme they are in. For classic, classic plus, and premium members this is age 60. For nuvos age 65. Members can work beyond pension age, building up their pension to a maximum of 45 years� service. You should invite members approaching retirement to attend a pre-retirement course. You will find models of pre-retirement letters with suggested text that you could use, in EPN 151 updated. You will need to invite members to a pre-retirement seminar to give them as much information as possible about retirement. You can download a booklet called �Thinking about retirement� from the CSP website or order hard copies from St Ives. The �Pre-retirement� presentation and handouts which can be presented either by yourself or your APAC is on the CSP website. Once you know the date the member wishes to retire you must give your APAC plenty of notice. You must give at least 3 months. The scheme pension age is the earliest age at which members can take their pension without any actuarial reduction (actuarial reduction is when pension is reduced because it is being paid early). Members with a partnership pension account may take their benefits at any time between age 50 (age 55 from 2010) and 75. There are tax implications on members� pensions if they continue to work past their 75th birthday. You will need to contact your APAC. The earliest age that a member can claim an unreduced pension depends on which scheme they are in. For classic, classic plus, and premium members this is age 60. For nuvos age 65. Members can work beyond pension age, building up their pension to a maximum of 45 years� service. You should invite members approaching retirement to attend a pre-retirement course. You will find models of pre-retirement letters with suggested text that you could use, in EPN 151 updated. You will need to invite members to a pre-retirement seminar to give them as much information as possible about retirement. You can download a booklet called �Thinking about retirement� from the CSP website or order hard copies from St Ives. The �Pre-retirement� presentation and handouts which can be presented either by yourself or your APAC is on the CSP website. Once you know the date the member wishes to retire you must give your APAC plenty of notice. You must give at least 3 months.

26. What is Partial Retirement? Gradual transition from work to retirement Members can draw some or all of their pension (and lump sum) Must reshape job Earnings reduced by at least 20% Impact on final pension and income To be agreed by employer Further detailed guidance on Partial Retirement can be found in EPN 199 and 204 Partial Retirement allows members who wish to make a gradual transition from work to retirement to do so. They must reduce their pensionable earnings by at least 20% and can take some or all of their pension (and some or all of their lump sum). If a member is thinking about taking partial retirement the employer must discuss with them how they can reshape their present post or if there is another post they could move to. It is the employers decision whether the member can work part-time or down-grade, and the employer must agree to this before the member can apply. The member must understand that they have to reduce their earnings by at least 20%. This will have an impact on their present income and final pension once they retire.Further detailed guidance on Partial Retirement can be found in EPN 199 and 204 Partial Retirement allows members who wish to make a gradual transition from work to retirement to do so. They must reduce their pensionable earnings by at least 20% and can take some or all of their pension (and some or all of their lump sum). If a member is thinking about taking partial retirement the employer must discuss with them how they can reshape their present post or if there is another post they could move to. It is the employers decision whether the member can work part-time or down-grade, and the employer must agree to this before the member can apply. The member must understand that they have to reduce their earnings by at least 20%. This will have an impact on their present income and final pension once they retire.

27. Partial Retirement checklist Direct member to use the calculator on the website, read �Partial retirement� booklet and complete CSP15 form Earnings to reduce by at least 20% Set timescales with employee Employer must sign CSP15 and CSP16 form Employers do not need to complete CSP 13 form EPNs 204 and 221 provide detailed guidance on handling partial retirement applications. Members must discuss their wish for job reshaping with their line manager and/or HR department. If the job reshaping is agreed, the member will need to complete the application form CSP15 from the booklet �Partial retirement � A guide for scheme members� this can be found on the Civil Service website. The employee must understand that they must reduce their pensionable earnings by at least 20% to qualify. You will need to direct them to use the calculator on the website for an indication of their benefits and how much they may earn without abatement of pension. You may want to set timescales for the application and reshaping date so that the member can receive their pension quote before they reshape their job You must authorise the form (CSP 15) to confirm that reshaping will be taking place or has already done so and confirm the details of the employee�s new salary and the date of job reshaping before sending it to your APAC. You should not complete a CSP 13 form, regarding abatement. There is a later slide about abatement. Your APAC will send the individual an estimate of their pension and ask them to indicate how much, if any, they would like to take. Your APAC will send you a CSP16 form for you to sign and confirm that the members details have not changed and that partial retirement action can go ahead. Capita Hartshead will send out the pension award and will assess details of the new salary, to see if abatement applies. You will continue to pay ASLCs relating to the individual�s salary after job reshaping in the normal way. Employees can apply before the date of their job reshaping and no later than three months afterwards.EPNs 204 and 221 provide detailed guidance on handling partial retirement applications. Members must discuss their wish for job reshaping with their line manager and/or HR department. If the job reshaping is agreed, the member will need to complete the application form CSP15 from the booklet �Partial retirement � A guide for scheme members� this can be found on the Civil Service website. The employee must understand that they must reduce their pensionable earnings by at least 20% to qualify. You will need to direct them to use the calculator on the website for an indication of their benefits and how much they may earn without abatement of pension. You may want to set timescales for the application and reshaping date so that the member can receive their pension quote before they reshape their job You must authorise the form (CSP 15) to confirm that reshaping will be taking place or has already done so and confirm the details of the employee�s new salary and the date of job reshaping before sending it to your APAC. You should not complete a CSP 13 form, regarding abatement. There is a later slide about abatement. Your APAC will send the individual an estimate of their pension and ask them to indicate how much, if any, they would like to take. Your APAC will send you a CSP16 form for you to sign and confirm that the members details have not changed and that partial retirement action can go ahead. Capita Hartshead will send out the pension award and will assess details of the new salary, to see if abatement applies. You will continue to pay ASLCs relating to the individual�s salary after job reshaping in the normal way. Employees can apply before the date of their job reshaping and no later than three months afterwards.

28. Staff who leave before pension age Staff who leave before pension age: Resignation or dismissal Early retirement and severance including ill-health retirement Resignation More than 2 years service Less than 2 years service Dismissal Further information can be found in Section 6 of the EPG. Staff who leave the CSP arrangements before pension age do so for one of the following reasons: Resignation or dismissal Early retirement or early severance, including ill-health retirement For further information on resignation or dismissal please see Section 6.2 of the EPG. There will be a cost to the employer for staff who leave on early retirement or severance, and possibly on dismissal, please see Annex 6C of the EPG for further details. Your APAC will deal with cases where a member resigns with 2 or more years� qualifying service and wishes to transfer their pension benefits to another pension scheme. If the member wishes their benefits to stay in the CSP arrangements, these are known as �preserved benefits� and can be claimed when the member reaches pension age. Members with less than 2 years� service must either take a refund of their contributions or transfer their notional benefits to another pension scheme. If they choose a refund you must ask your APAC to put them back into the State Second Pension (S2P). Capita Hartshead will reimburse the member for any contributions they have paid, less tax and a S2P contribution . For pension purposes, employees who are dismissed are usually treated as though they resigned. In all cases you must tell your APAC promptly when a member is leaving.Further information can be found in Section 6 of the EPG. Staff who leave the CSP arrangements before pension age do so for one of the following reasons: Resignation or dismissal Early retirement or early severance, including ill-health retirement For further information on resignation or dismissal please see Section 6.2 of the EPG. There will be a cost to the employer for staff who leave on early retirement or severance, and possibly on dismissal, please see Annex 6C of the EPG for further details. Your APAC will deal with cases where a member resigns with 2 or more years� qualifying service and wishes to transfer their pension benefits to another pension scheme. If the member wishes their benefits to stay in the CSP arrangements, these are known as �preserved benefits� and can be claimed when the member reaches pension age. Members with less than 2 years� service must either take a refund of their contributions or transfer their notional benefits to another pension scheme. If they choose a refund you must ask your APAC to put them back into the State Second Pension (S2P). Capita Hartshead will reimburse the member for any contributions they have paid, less tax and a S2P contribution . For pension purposes, employees who are dismissed are usually treated as though they resigned. In all cases you must tell your APAC promptly when a member is leaving.

29. Staff who leave before pension age Early retirement and early severance Approved early retirement (AER) Flexible early retirement (FER) Flexible early severance (FES) Compulsory early retirement (CER) Compulsory early severance (CES) Ill-health retirement Members who leave under early retirement or early severance may receive compensation under the terms of the Civil Service Compensation Scheme (CSCS). In all cases you must tell your APAC at the earliest opportunity. The cost of the compensation is met by the employer. There are different categories of early retirement and severance, these are listed in the slide. Each has it�s own criteria which sets out minimum age limits and qualifying service. Section 6.3 of the EPG sets this out in further detail. There are a number of booklets on the publications section of the Civil Service website under the heading �Leaving before age retirement�. Where a member has a long standing or significant period of ill-health and this is likely to be permanent, they may be eligible for medical retirement. It is your responsibility to refer them to the scheme medical adviser. You must read the Medical Guidance notes which you will find on the CSP website under employer guidance. Members who leave under early retirement or early severance may receive compensation under the terms of the Civil Service Compensation Scheme (CSCS). In all cases you must tell your APAC at the earliest opportunity. The cost of the compensation is met by the employer. There are different categories of early retirement and severance, these are listed in the slide. Each has it�s own criteria which sets out minimum age limits and qualifying service. Section 6.3 of the EPG sets this out in further detail. There are a number of booklets on the publications section of the Civil Service website under the heading �Leaving before age retirement�. Where a member has a long standing or significant period of ill-health and this is likely to be permanent, they may be eligible for medical retirement. It is your responsibility to refer them to the scheme medical adviser. You must read the Medical Guidance notes which you will find on the CSP website under employer guidance.

30. Death in Service Contact APAC and payroll immediately Next of kin details or personal representative APAC will advise information required Capita will pay death benefits Family and dependent benefits may also be paid You must contact your payroll and APAC as soon as you aware of a death in service. Your APAC will ask you for any information they require. This will include the death certificate. The APAC will instruct Capita Hartshead to pay the death benefit as soon as possible. Section 6.4 of the EPG explains this in more detail.You must contact your payroll and APAC as soon as you aware of a death in service. Your APAC will ask you for any information they require. This will include the death certificate. The APAC will instruct Capita Hartshead to pay the death benefit as soon as possible. Section 6.4 of the EPG explains this in more detail.

31. Pensioners and abatement Re-employed pensioner Pension Questionnaire and Rejoiner Calculator Abatement CSP 13 (Estimate) CSP 13 Further detailed guidance can be found in Section 4.3 of the EPG. It is essential that you send out a Pensions Questionnaire to all new entrants and rejoiners to the CSP arrangements. You will find the Pensions Questionnaire and Calculator on the CSP website. This will help you identify the pension choices for returning pensioners. Once the questionnaire is returned to you, you must input the information into the calculator to identify the correct choice of pension, the Letter text to use and which Starter Pack to order for them. If the member has received a compensation payment and has returned to employment within 28 days then the compensation must be repaid. The calculator will tell you what to do. When a pensioner is re-employed, if their new salary plus their pension is more than their salary at the time they retired, their pension will be reduced during their period of re-employment. This is known as abatement. You must make sure that a re-employed pensioner knows that their pension may be subject to abatement. You can download a leaflet from the website or ask your APAC to send out the abatement leaflet. You will need to download and complete forms CSP13 (Estimate) and CSP 13. You must send CSP13 (Estimate) to Capita Hartshead to see if there is any need for abatement. You must send CSP 13 to your APAC. You will need to ensure these forms are completed as quickly as possible as there could be potential for large overpayments of pension.Further detailed guidance can be found in Section 4.3 of the EPG. It is essential that you send out a Pensions Questionnaire to all new entrants and rejoiners to the CSP arrangements. You will find the Pensions Questionnaire and Calculator on the CSP website. This will help you identify the pension choices for returning pensioners. Once the questionnaire is returned to you, you must input the information into the calculator to identify the correct choice of pension, the Letter text to use and which Starter Pack to order for them. If the member has received a compensation payment and has returned to employment within 28 days then the compensation must be repaid. The calculator will tell you what to do. When a pensioner is re-employed, if their new salary plus their pension is more than their salary at the time they retired, their pension will be reduced during their period of re-employment. This is known as abatement. You must make sure that a re-employed pensioner knows that their pension may be subject to abatement. You can download a leaflet from the website or ask your APAC to send out the abatement leaflet. You will need to download and complete forms CSP13 (Estimate) and CSP 13. You must send CSP13 (Estimate) to Capita Hartshead to see if there is any need for abatement. You must send CSP 13 to your APAC. You will need to ensure these forms are completed as quickly as possible as there could be potential for large overpayments of pension.

32. What support is there for me? Your APAC CSP website Employer helpdesk The Civil Service Pension arrangements cover a wide range of benefits across a number of schemes.� These can often seem complicated, however there is plenty of support available to you and your organisation. If you have a query about a member�s pension you should contact your APAC in the first instance. The Civil Service pensions website at www.civilservice.gov.uk/pensions has dedicated employer pages. You will find the Employers� Pension Guide (EPG) on this site and all the forms that you need. All the booklets and leaflets are available on the website under publications. You can get hard copies of all booklets and leaflets from your APAC. CSPD operate a dedicated Employer Helpdesk to help HR staff with any novel problems which you have been unable to find guidance in either the EPG or EPN or your APAC cannot help you with. You can contact the helpdesk via e-mail at employerhelpdesk@cabinet-office.x.gsi.gov.uk or phone on 01256 846414. Please remember this helpdesk is not for members, they must be directed to your APAC.The Civil Service Pension arrangements cover a wide range of benefits across a number of schemes.� These can often seem complicated, however there is plenty of support available to you and your organisation. If you have a query about a member�s pension you should contact your APAC in the first instance. The Civil Service pensions website at www.civilservice.gov.uk/pensions has dedicated employer pages. You will find the Employers� Pension Guide (EPG) on this site and all the forms that you need. All the booklets and leaflets are available on the website under publications. You can get hard copies of all booklets and leaflets from your APAC. CSPD operate a dedicated Employer Helpdesk to help HR staff with any novel problems which you have been unable to find guidance in either the EPG or EPN or your APAC cannot help you with. You can contact the helpdesk via e-mail at employerhelpdesk@cabinet-office.x.gsi.gov.uk or phone on 01256 846414. Please remember this helpdesk is not for members, they must be directed to your APAC.

33. Further support Employers� Pension Guide (EPG) Employer Pensions Notice (EPN) and Pension News Employer Support Groups Training There are several sources of guidance available to you to help you administer the CSP arrangements. You can find the Employers� Pension Guide (EPG) on the CSP website. If you need guidance you should go to the EPG first. Employer Pensions Notices and Pensions News tell you about any changes to policy or procedures and update the EPG where necessary. EPNs can be found on the CSP website under employer guidance. If you are not on the distribution list and feel that you should be, please contact the helpdesk. CSPD run networking groups for employers: The Employer Support Groups are designed to support you in understanding your pension roles and responsibilities. They are also an opportunity to find out about current news, discuss best practice and act as a networking opportunity with other employers. If you are interested in joining this group please contact the employer helpdesk. There is a training section on the website which lists external training providers. There are several sources of guidance available to you to help you administer the CSP arrangements. You can find the Employers� Pension Guide (EPG) on the CSP website. If you need guidance you should go to the EPG first. Employer Pensions Notices and Pensions News tell you about any changes to policy or procedures and update the EPG where necessary. EPNs can be found on the CSP website under employer guidance. If you are not on the distribution list and feel that you should be, please contact the helpdesk. CSPD run networking groups for employers: The Employer Support Groups are designed to support you in understanding your pension roles and responsibilities. They are also an opportunity to find out about current news, discuss best practice and act as a networking opportunity with other employers. If you are interested in joining this group please contact the employer helpdesk. There is a training section on the website which lists external training providers.