MONTHLY RETURN FAQS THE MONTHLY RETURN IS BEING CREATED

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Monthly Return FAQs




MONTHLY RETURN FAQS THE MONTHLY RETURN IS BEING CREATED


The Monthly Return is being created to provide a simple method for employers to supply the LPFA with data on a monthly basis. To help ensure the smooth running of this process please refer to these notes to enable you to use the template effectively.


About The Monthly Return:


  • When do I need to begin submitting the Monthly Return?


The facility to upload your Monthly Return via the employer portal, www.yourfund.org.uk will be available from May 2014 for your April return. We appreciate that not all employers will be ready to submit a Monthly Return from May but we suggest you begin working with your payroll providers now to ensure you are able to begin submitting the data at the earliest possible date. Please note that you are required to record this information on your Payroll systems with effect from 1st April 2014 in order to correctly administer LGPS 2014.


  • How long do I have to submit a Monthly Return?


The Monthly Return will need to be submitted each month by the following 19th (or the nearest working day). For example, the data for the month of May should be submitted by June 19th.


  • What happens if I do not submit a Monthly Return?


If you do not submit one or more monthly return in any given financial year it may make your End of Year process more complex, and may result in additional queries being raised. If you have missed one or more monthly return submission, you will need to submit one full file at End of Year completing all the columns with details for the full year. Please see the ‘key’ on the monthly return template for more information about which fields are mandatory.


  • What do I need to do at End of Year?


You will need to complete the monthly return template for your year end file. In addition to completing all of the ‘Always Compulsory’ (Red) columns you will also need to complete all of the ‘Always Conditional but Compulsory at EOY Only’ (Purple) columns. If there have been multiple changes in scheme status or contribution rate during the financial year (that have not already been notified to us) you will need to utilize columns R to W and/or columns AQ to AY. These columns can be expanded to inform us of multiple changes.


If you have not submitted all previous 11 monthly returns prior to End of Year you will need to ensure that the data provided on the End of Year file represents the data for the full year and all changes that have occurred (that have not already been notified to us).


  • Do I still need to use the Auto Enrolment facility?


Yes, the monthly return has not been designed to replace the existing automatic enrolment spreadsheet. You should therefore still use the auto enrolment template to notifiy us of your employees who have been automatically enrolled into the LGPS.






  • When do I need to use Online Forms?


All online forms will remain available for use, and these have been updated to reflect the new requirements for LGPS 2014. Whilst the monthly return is able to process new joiners, changes of hours and changes to scheme status (50/50 – Main Scheme) there are still online forms that will need to be utilized.


Although the monthly return will notify us of a leaver you will be prompted to complete an Online Leaver Form for each leaver to be able to inform us of the full leaving details.


You will still need to use an online form for absence notifications, return from absence notifications, opt-outs on joining, and estimate requests.



How do I…?


  • How do I submit the Monthly Return?


A new section of the employer website, www.yourfund.org.uk is being created for you to upload and validate your Monthly Return. The website will feature a step by step guide to the process. A section will also be included to allow you to view your submitted returns in that financial year.


  • How do I record a new joiner on the Monthly Return?


To record a new joiner on the Monthly Return you will need to complete the following information:


  • All ‘Always Compulsory’ (Red) columns.

  • Complete the full address details in columns H to M.

  • Pay On Joining’ (Column AB).

  • Any conditional columns applicable i.e. ‘Part Time Hours’.


By providing us with a unique post number in the column ‘Payroll/Post No’ (Column Y) the system will be able to identify this record as a new joiner. This also ensures that we can identify members with multiple employments.


The data submitted will automatically interface with our database to create the new joiner.


  • How do I record a change of hours on the Monthly Return?


To record a change of hours you will need to complete the following information:


  • All ‘Always Compulsory’ (Red) columns.

  • Complete the details of the current hours in columns AC to AG.

  • Complete the date of the hours change in column AH.

  • Complete the details of the previous hours in columns AJ to AN.


The system will check columns AC to AG against the hours on our database indicating any changes in hours. The system will also check against the columns AJ to AN to ensure there are no discrepancies in the previous hours.


The data submitted will check against our database and if the previous hours match, a case will automatically be created for our admin staff to update the members hours. If we have any queries regarding the hours you will be alerted and you may need to submit an Online Change of Hours Form to rectify any errors.

  • How do I record a variable time / casual employee?


To record variable time or casual employees on the Monthly Return you will need to complete the following information:


  • All ‘Always Compulsory’ (Red) columns.

  • Select VT in column ‘PT Indicator’ (Column AC).

  • Complete ‘FTE Hours’ in column AE.

  • Complete ‘Total Cumulative Hours’ in column AI.


  • How do I record term-time employees?


To record term-time employees you will need to complete the following information:


  • All ‘Always Compulsory’ (Red) columns ensuring that ‘PT INDICTOR’ (column AC) is marked as ‘TT’.

  • Complete columns, CON HOURS (AD), FTE HOURS (AE), CON WEEKS (AF) and FTE WEEKS (AG).

  • The CON WEEKS (column AF) should detail the term-time weeks that the member works.


  • How do I record changes to scheme status (50/50 – Main Scheme) on the Monthly Return?


To record changes between the 50/50 and main schemes you will need to complete the following information:


  • All ‘Always Compulsory’ (Red) columns ensuring that columns ‘Current Scheme Status’ (Column P) and ‘Latest Date of Scheme Status Change’ (Column Q) reflect the latest scheme status.

  • Complete the contribution and pensionable pay (Purple) columns (BE to BI). This ensures we collect all the information necessary for calculating the members benefits.


The system will check columns P and Q against our database indicating any changes in scheme status. The data will interface with our database to ensure all changes are updated.


  • How do I record a change of address on the Monthly Return?


To record a new address on the Monthly Return you will need to complete the following information:


  • All ‘Always Compulsory’ (Red) columns.

  • Complete columns H to M reflect the members’ new address.


The system will check the address data against our system to indicate a new address. The data will trigger a case for our admin team to update the address.


  • How do I record multiple employments?


Where an employee has more than one role, each role must be held separately on your payroll with the ability to hold separate pensionable pay figures and employee contributions for each role. Each role must have a unique payroll or post number.


Therefore when members have more than one role, each role must be recorded on a new line on the monthly return spreadsheet, with the unique payroll or post number making each role identifiable.



  • How do I record a leaver on the Monthly Return?


To notify us of a leaver on the Monthly Return you will need to complete the following information:


  • All ‘Always Compulsory’ (Red) columns.

  • Complete the date of leaving in ‘DOL’ (Column BA)

  • Complete ‘Reason For Leaving’ (Column BB)


The system will check against our system to check if we have already been informed of the member leaving. If not we will alert you that you will need to complete an online leaver form to provide us with the additional information required for processing a leaver.


  • How do I record a member who is on long term sick?


For members who go on reduced contractual pay or no pay in a role due to sickness or injury, Assumed Pensionable Pay (APP) (Column BD) is applicable.


Assumed Pensionable Pay (APP) is added to the cumulative figures for the relevant job. Please see ‘What is Assumed Pensionable Pay (APP) and how is it used?” below for further information.


If a member was in the 50/50 section prior to dropping to nil contractual pay because of sickness or injury they should be placed in the main section of the Scheme from the beginning of the next pay period (provided they are still on no pay due to sickness or injury at that time). Therefore you would need to inform us of this on the Monthly Return by completing ‘CURRENT SCHEME STATUS’ (Column P) and ‘LATEST DATE OF SCHEME STATUS CHANGE’ (Column Q).


An exception to this rule is that an employee does not have to be place back in the main section if they have elected for the 50/50 section unless the period of unpaid leave crosses two pay periods. Please see the payroll guide on www.lgpsregs.org for more information.



Specifics


  • I use more than one payroll provider. How do I collate the information?


We are aware that many employers use more that one payroll provider. In these circumstances you will need to work with them to ensure that you are able to supply this information to us. You will therefore need to merge the payroll files so that the full data set is supplied to us for your monthly submission.


  • What is Assumed Pensionable Pay (APP) and how is it used?


Assumed Penionable Pay has replaced the concept of notional pay in cases of reduced contractual pay or nil pay as a result of sickness or injury; or reduced or nil pensionable pay during relevant child related leave (i.e. ordinary maternity, paternity or adoption leave and any paid additional maternity, paternity or adoption leave); or whilst on reserve forces service leave. Please see www.lgpsregs.org for more detailed information.


Therefore when a figure is present in ‘ASSUMED PENSIONABLE PAY’ (column BD) we will check our system for any service breaks and if we do not have any recorded we will alert you to complete a ‘Notification of Absence’ online form.





  • What do I use for the ‘Payroll / Post Number’ and why is it compulsory?


The scheme guidance states that each role must be held separately on the payroll with a unique payroll or post number. This column is a compulsory field as it allows us to match each line of the monthly return with a record on our system. This in turn gives us the ability to record multiple employments and detect new joiners.


  • What do I record for members who pay additional contributions?


  • If you have members who pay Employee Additional Contributions you should record the cumulative figure in ‘EAPC CAC – Cumulative Employee Additional Contributions’ (column BJ).

  • If you have members who pay Employee Additional Voluntary Contributions (AVCs) you should record the cumulative figure in ‘EAVC CAC – Cumulative Employee Additional Voluntary Contributions’ (column BL).

  • If you pay Employer Additional Contributions you should record the cumulative figure in ‘RAPC CARC – Cumulative Employer Additional Contributions’ (column BK).

  • If you pay Employer Additional Voluntary Contributions (AVCs) you should record the cumulative figure in ‘RAVC CARC – Cumulative Employer Additional Voluntary Contributions’ (column BM).


  • What do I use the ‘ADDCASH’ column for?


The ‘ADDCASH’ column (column BN) should be used for any cumulative cash payments that have been made in the period from 1st April – 31st March of the current financial year.


  • Why do you need cumulative figures?


The payroll guidance given on www.lgpsregs.org specifies that all salary and contribution figures should be recorded as cumulative amounts for the current financial year (1ST April – 31st March). This allows us to capture the full salary and contribution details throughout the year, split between the main and 50/50 scheme.


  • What do I use the ‘NOTES’ column for?


The notes column should be used for if you need to give any further information for the data that you have provided on the Monthly Return. Anything included here will be included on any online form that is automatically generated. If you have submitted any amount in ‘ADDCASH’ (column BN) you must provide details in ‘NOTES’ (column BR).


  • Where can I get further information?


A HR & Payroll guide to the 2014 Scheme can be found at http://lgpsregs.org/ . These guides set out the requirements in respect of the Local Government Pension Scheme 2014 (relating to LGPS employees in England and Wales), effective from 1st April 2014. The http://lgpsregs.org/ website also contains technical and legal information about LGPS 2014 for employers and administrators.


We want to make the introduction of the Monthly Return as easy as possible for our employers and we welcome any questions you have. We are also willing to meet with employers on a one to one basis if you require any further assistance or information. If you have any queries or wish to organise a meeting please contact John Crowhurst, Pensions Services Manager, on [email protected] – 020 7369 6038 or Neil Lewins, Technical Specialist, on [email protected] – 020 7369 6066.



Reference: Monthly Return FAQs

Version No: 1.2

Issue Date: 10/01/2014

Page: 5 of 5




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