Human Resources Division
Jon Everard
Head of Payroll & Pension Services
j.everard@ucl.ac.uk
0207 679 1284
Internal extension 41284
Human Resources Division
Todays topics
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New Child Care Voucher provider
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Updates on: Onboarding
Pensions Salary Sacrifice
Total Reward Statements
Human Resources Division
New Child Care Voucher provider
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Current provider is Accor
Realised we were being charged too much for service
Undertook a review of service requirements
PQQ in July 2009
ITT in September 2009
Currently completing due diligence
New contract to begin February 2010
Many administrative duties transferred to new provider
Some service enhancements
Substantial reduction in administrative charge
Should be aware of changes to CCV provision from 2011
Human Resources Division
Onboarding
What is meant by Onboarding
Onboarding is the provision of important information relating to
policies and employee benefits plus the collection of personal
information from an employee on joining UCL. These fall into two
categories:
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statutory information needed to verify that a person has the Right To
Work (RTW) (collected at interview); and
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personal information required for UCL’s Payroll, Pension and HR
systems (collected post interview)
Human Resources Division
Onboarding
What data do we collect
The collection and verification of RTW information is the responsibility of
the respective employing department whilst the responsibility for the distribution
and collection of the following information is that of the HR Operations and
HR Reception Team (HRRT):
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Staff record form
HESA form
Data protection – form 4
Equal opportunities classification
Pension membership form
Pension election form
Pension transfer form
Pension nomination form
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Statement of safety policy
UCL security policy
UCL race equality policy
MyView Self Service Information
Childcare Voucher Scheme
Employee Assistance Programme
Pension scheme booklet
Human Resources Division
Onboarding
What has happened so far
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Have adopted an interim process of ceasing the requirement for an individual to
report to HR Reception to bring in the non statutory documents/ forms required
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Instead individuals need only send HR the documents to HR Reception, who will
monitor, via reports, whether an individual has provided the necessary forms. Has
worked well to date
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Employees can still come to HR Reception if they require other information such
as form for an NI number, bank account reference or need to see an HR
professional
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From new year we will cease sending hard copy forms, policies and leaflets with
the employees contract
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Instead, utilising new capabilities within the new online recruitment system ROME,
the data and information will be provided and collected online
Human Resources Division
Human Resources Division
Human Resources Division
Salary exchange - Pensions
What is it?
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It is a salary sacrifice scheme akin to child care vouchers
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UCL will pay the pension contribution to the pension scheme on behalf
of you, the employee, with your gross pay reduced by the amount of
the pension contribution
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Your pay will therefore be subject to less tax and national insurance
contributions. As pension contributions are already subject to tax relief
(tax is assessed after the contributions are paid) further savings now
made on NI contributions
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Savings of upto £175 per annum in net pay for someone on £30,000
Human Resources Division
Salary exchange – Pensions
Why are we doing it?
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Cost of pension provision is escalating with the USS employer rate
increasing by 2% in October this year. This increase alone will cost
UCL in excess of £4M per annum
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Salary exchange will bring savings to you with an increase in your take
home pay without affecting your pension benefits
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UCL will also save money on employer national insurance costs
Human Resources Division
Salary exchange – Pensions
When are we doing it?
• Implement with effect from January 2010 salary
• Communications start in November through to the
end of January 2010 (booklet, website, helpdesk)
• Individual notification to all employees beginning
December 2009 for pension scheme members and
early January 2010 for non scheme members
Human Resources Division
Salary exchange – Pensions
Who will it apply to?
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Everyone who is a member of the USS or SAUL pension schemes.
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Will not apply to NHS Pension Scheme members
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Not beneficial for those employees who are being paid less than the
Lower Earnings Limit or possibly those contracted for less than 2 years
and who do not want to accrue pension rights
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Salary sacrifice must not take earnings below the National Minimum
Wage
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Employees to whom not beneficial will continue to pay pension
contributions and notified accordingly.
Human Resources Division
Total Reward Statement
What is meant by Total Reward?
A Definition (one of many!)
Total reward is the term that has been adopted to describe a reward
strategy that brings additional components such as learning,
development, remuneration and other financial benefits, together
with aspects of the working environment, into a Total Reward or benefits
package. It goes beyond standard remuneration by embracing the
organisations culture and is aimed at giving all employees a voice in the
operation, with the employer in return receiving an engaged employee
performance.
Human Resources Division
Total Reward Statement
What is a Total Reward Statement (TRS)
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A TRS is a document which aims to provide to an employee using
graphical, financial values and descriptive text, a holistic cost or value of
their employment
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A TRS enables the employer to show that being employed is much more
than just pay
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It enables an employee to more easily compare other employer
packages aiding the retention of employees and assists in the
recruitment of new employees
Human Resources Division
Total Reward Statement
Progress to date
• Through July to September TRS designed in house using
Corporate Services focus groups
• TRS ‘final’ design completed and database built October 2009
• Testing has begun on system integrity, security, stress testing and
functionality
• Testing to have finished by Christmas 2009
• Ready for roll out in 2010
Human Resources Division
Total Reward Statement
• TRS will be updated half yearly: April and October
• Will be an on-line document via MyView. Those not
able to access MyView will be sent annually a hard
copy document.
• On-line document will have hyperlinks to policies,
pension sites, child care voucher provider, payslips
Human Resources Division
Human Resources Division
Total Reward Statement
Looking for upto 10 volunteers who are willing to look at
our ‘final’ design and provide input on:
• Look and feel of the online document
• Comments on the wording used within the pages of
the TRS
• Any further input you are able to provide
Human Resources Division
Jon Everard
Head of Payroll & Pension Services
j.everard@ucl.ac.uk
0207 679 1284
Internal extension 41284