Employer timeframes
Wiltshire Pension Fund has developed a set of service standards that meets the statutory requirements and vision set out in the business plan, to allow for the efficient and effective administration of the Fund.
All employers are required to meet the timeframes, to enable us to administer the Scheme effectively and provide a good service to members. Failure to do so could ultimately result in escalations to the Pensions Regulator or poor performance surcharges.
More information, and referral of the timeframes, are set out in the Pension Administration Strategy. We have outlined the timeframes per service area below.
Description | Employer responsibility and target (working days) | Fund target (working days) | Total Target (working days) | Disclosure Legal Requirement |
|---|---|---|---|---|
To set up a new joiner on the pension administration system and provide a statutory notification and scheme information to the member. | Starter forms to be sent to the Fund and received within 20 days of the member joining the scheme. (Note: N/A for i-Connect users as the starter information will be automatically generated based on the information in section B above) | To set up a new record within 20 days of correct form/data file being received from the scheme employer and to send the statutory notification to the member. | 40 days from the date the member started. | 2 months from date of joining. OPPS Regs 2013 6(6). |
Description | Employer responsibility and target (working days) | Fund target (working days) | Total Target (working days) | Disclosure Legal Requirement | |
|---|---|---|---|---|---|
2.1 | Deferred benefit entitlement. | Leaver forms issued to the Fund within 20 days of the member exiting the scheme. (Note: N/A for i-Connect users as the starter information will be automatically generated based on the information in section B above). | Member notified of deferred benefit entitlement within 20 days of the leaver notification (excluding any time where WPF wait for a query response from the employer). | 40 days | 2 months from date of leaving. OPPS Regs 2013 16 (3). |
2.2 | Refund/transfer out option. | N/A | Options and claim forms provided to member within 20 days of the leaver notification (excluding any time where WPF wait for a query response from the employer). | 20 days | 2 months from date of leaving. OPPS Regs 2013 16(3). |
2.3 | Refund payments. | Where the member opts out within 3 months, to process the refund payment on the next available payroll date. | Forms processed for payment within 10 days of receipt of all necessary information from member/ employer, with the actual payment being made within a further 5 days. | 15 days | |
Description | Employer responsibility and target (working days) | Fund target (working days) | Total Target (working days) | Disclosure Legal Requirement | |
|---|---|---|---|---|---|
3.1 | Retirement quote and options issued. | Individual retirement forms to be sent to Fund within 2 days of the retirement date (ideally this would be sent in advance of the retirement). | Member issued with quote and claim forms within 5 days of receipt of the retirement notification (and AVC fund value if applicable). | 7 days | 1 month following date of retirement. |
3.2 | Retirement benefits paid. | N/A | Benefits processed for payment within 10 days of receipt of correctly completed member forms. (and receipt of AVC Fund, if applicable). Lump sum paid on next council pay run (usually a further 5 working days after the Fund has processed the benefits)) or within 10 days following retirement date if this is later. First monthly pension to be paid on next available pensions payroll run. | 15 days | N/A |
Description | Employer responsibility and target (working days) | Fund target (working days) | Total Target (working days) | Disclosure Legal Requirement | |
|---|---|---|---|---|---|
4.1 | Member notified of entitlement and of which Tier they have been awarded. If Tier 3, notice should include terms under which Tier 3 is paid, reviewed or cancelled. | Within 10 days of decision being made. | N/A | 10 days | N/A |
4.2 | Submission of information to the Fund. | Ill health retirement form and relevant ill health certificate issued to the Fund within 2 days of the member leaving the scheme (ideally beforehand). | Member issued with quote and claim forms within 5 days of receipt of the retirement notification (and AVC fund value if applicable). | 7 days | N/A |
4.3 | Retirement benefits paid. | N/A | Benefits processed for payment within 10 days of receipt of correctly completed member forms (and receipt of AVC Fund, if applicable). Lump sum paid on next council pay run (usually a further 5 working days after the Fund has processed the benefits)) or within 10 days following retirement date if this is later. First monthly pension to be paid on next available pensions payroll run. | 10 days | N/A |
Description | Employer responsibility and target (working days) | Fund target (working days) | Total Target (working days) | Disclosure Legal Requirement | |
|---|---|---|---|---|---|
5.1 | To review Tier 3 ill-health pensions in payment after 18 months of commencement and, if required after 3 years. | In line with regulations and advice of IRMP. | Reminder letter issued to employer 25 days prior to 18-month review. | 18 month review date. | N/A |
5.2 | To notify member in writing when Tier 3 pension ceases. | As soon as is reasonably practical after IRMP advice. | To stop Tier 3 pension and notify member within 10 days of notification and all required documents from employer. | 10 days | N/A |
5.3 | To notify member of uplift to Tier 2 benefits. | Provide Fund with relevant ill health certificate signed by IRMP within 10 days. | To award and notify member of the Tier 2 uplift within 10 days of notification and all required documents from employer. | 20 days | N/A |
Description | Employer responsibility and target (working days) | Fund target (working days) | Total Target (working days) | Disclosure Legal Requirement | |
|---|---|---|---|---|---|
6.1 | Scheme employer led estimate requests (redundancy/flexible retirement). | N/A | Employer issued with the strain costs & summarised member quote within 10 days of receipt of all the required information. If the employer requests that the Fund issues the member with a detailed quote direct to the member, this will be issued within 5 days. | 10 days | N/A |
6.2 | Member led estimate requests (active members) *. | Employer to complete pay details section of the form within 5 days of receipt of form from the member. | Member issued with quotation within 10 days of the Fund receiving the completed form from the employer's payroll provider. | 15 days | 2 months from date of request. |
6.3 | Member led estimate requests (deferred members) *. | N/A | Member issued with quotation within 10 days of completion of estimate request form. | 10 days | 2 months from date of request. |
Description | Employer responsibility and target (working days) | Fund target (working days) | Total Target (working days) | Legal Requirement | |
|---|---|---|---|---|---|
7.1 | Request for early payment on ill-health grounds made by member to former employer. | Request acknowledged within 5 days. | N/A | 5 days | N/A |
7.2 | Employer to arrange for IRMP referral. | Within 15 days. | N/A | 15 days | N/A |
7.3 | Notification to member of any award determined. | Within 10 days of decision being made following IRMP assessment. |
| 10 days | N/A |
7.4 | Member notified of benefits due in relation to the award determined by employer. | N/A | Within 10 days of the fund obtaining all relevant information required by the employer. | 10 days | N/A |
7.5 | Retirement benefits paid. | N/A | Benefits processed for payment within 10 days of receipt of correctly completed member forms. Lump sum paid on next council pay run (a further 5 days). First monthly pension paid on next available pensions payroll run. | 15 days | N/A |
Description | Employer responsibility and target (working days) | Fund target (working days) | Total Target (working days) | Legal Requirement | |
|---|---|---|---|---|---|
8.1 | Death in service. Request for death certificate and other documentation to Next of Kin. | Employer to notify Fund using Death in service form within 2 days of being notified or becoming aware of the death. | Acknowledgement and request letter sent within 5 days. | 7 days | N/A |
8.2 | Request for further information from NOK. | N/A | Within 5 days of receiving initial information. | 5 days | N/A |
8.3 | To write to surviving spouse/partner/children to give details of benefits payable. | N/A | Within 5 days of receipt of all relevant and accurate information. | 5 days | N/A |
8.4 | To make payment of death grant and survivor's benefits. | N/A | Death grant paid within 10 days of receipt of all relevant and accurate information. First dependants monthly pension paid on next available pay run. | 10 days | N/A |
Description | Employer responsibility and target (working days) | Fund target (working days) | Total Target (working days) | Legal Requirement | |
|---|---|---|---|---|---|
9.1 | Extra pension contract (application sent direct to the fund). | Employer to deduct extra contributions from member's pay based on the instructions set out on the form within 10 days of instruction from the Fund or the next available payroll, whichever is soonest. | On receipt of extra pension application from a member, to issue the employer with an instruction to deduct extra contributions within 10 days of application from member and pension record updated within 10 days of application. | 10 days for contributions, 20 days for record to be updated. | N/A |
9.2 | Lost pension contract (enquiry/application sent to scheme employer). Note: Applications for buying back the lost pension must be within 30 days of the member returning to work for the member to only pay 1/3rd and the employer to contribute 2/3rds. (if there is an administrative delay the employer can extend the 30 day limit to share the cost). | Employer to provide a quote to the member detailing the amount of lost pay/pension as soon as the members return to work is confirmed. Employer to provide application to the fund within 10 days of receipt of members election to proceed. | N/A To set up contract on pension database within 10 days of receiving the application from the employer. | 30 days maximum. 20 days. | N/A |
Description | Employer responsibility and target (working days) | Fund target (working days) | Total Target (working days) | Legal Requirement | |
|---|---|---|---|---|---|
10.1 | Issue pension quotation to member. | If applicable, to provide the fund with pay data within 5 days of request. | Within 20 days of all required information. | 20 days | 3 months from date of request. The Pensions on Divorce etc. (Provision of Information) Regulations 2000. |
10.2 | Implementation and notification of Pension Sharing Order (PSO). | N/A | Within 25 days of receipt of all required information. | 25 days | 4 months from receiving all required information and admin charges. |
Description | Employer responsibility and target (working days) | Fund target (working days) | Total Target (working days) | Legal Requirement | |
|---|---|---|---|---|---|
11.1 | Acknowledgement sent to applicant on receipt of Stage 1 application. | Within 5 days of request. | N/A | 5 days | N/A |
11.2 | Forms to be issued to the employer's stage 1 adjudicator. | Within 2 days. | N/A. | 2 days. | N/A. |
11.3 | Stage 1 adjudicator to give written notice of the decision to the applicant and a copy to the employer and to the Fund (this should also include information on further appeal rights under stage 2). | Within 2 months of the date on which the application was received. If no such notice can be given by this date an interim reply should be issued with an explanation as to the reasons for the delay and an expected decision date. | N/A | 2 months | Within 2 months of the date on which the application was received. If no such notice can be given by this date an interim reply should be issued with an explanation as to the reasons for the delay and an expected decision date. LGPS Regs 2013 75 (1). |
11.4 | The Employer to act on any actions arising from the stage 1 decision. The Fund to act on any actions arising from the stage 1 decision, if appropriate after the employer has carried out their actions (this could include recalculation of the applicants benefits). | Within 10 days of receiving the decision. | Within a further 10 days of receiving information from the emploer. | 20 days | N/A |
Description | Employer responsibility and target (working days) | Fund target (working days) | Total Target (working days) | Legal Requirement | |
|---|---|---|---|---|---|
11.1 | Acknowledgement sent to applicant on receipt of Stage 2 application. | Within 5 days of request. | Within 5 days of request. | 5 days | N/A |
11.2 | Forms to be issued to the fund/employer's stage 2 adjudicator. | Within 2 days. | Within 2 days. | 2 days | N/A |
11.3 | Stage 2 adjudicator to give written notice of the decision to the applicant and a copy to the employer and to the Fund (this should also include information on further appeal rights). | Within 2 months of the date on which the application was received. If no such notice can be given by this date an interim reply should be issued with an explanation as to the reasons for the delay and an expected decision date. | Within 2 months of the date on which the application was received. If no such notice can be given by this date an interim reply should be issued with an explanation as to the reasons for the delay and an expected decision date. | 2 months. | Within 2 months of the date on which the application was received. If no such notice can be given by this date an interim reply should be issued with an explanation as to the reasons for the delay and an expected decision date. |
11.4 | If applicable the Employer to act on any actions arising from the stage 2 decision. The Fund to act on any actions arising from the stage 2 decision, if applicable after the employer has carried out their actions (this could include recalculation of the applicants benefits). | Within 10 days of receiving the decision. | Within 10 days of receiving the decision. | 10 days | Within 2 months of receiving all documentation from member/employer or to provide a holding reply for a further 2 months with explanation as to why no decision can yet be reached. LGPS Regs 2013 75(1). |
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