Jon Everard Head of Payroll

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Jon EverardHead of Payroll Pension
Servicesj.everard_at_ucl.ac.uk0207 679
1284Internal extension 41284
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Todays topics1 New Child Care Voucher
provider2 Updates on Onboarding Pensions
Salary Sacrifice Total Reward Statements
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New Child Care Voucher provider

• 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

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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
• statutory information needed to verify that a
  person has the Right To Work (RTW) (collected at
  interview) and
• personal information required for UCLs Payroll,
  Pension and HR systems (collected post interview)

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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)

• Statement of safety policy
• UCL security policy
• UCL race equality policy
• MyView Self Service Information
• Childcare Voucher Scheme
• Employee Assistance Programme
• Pension scheme booklet

• 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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Onboarding What has happened so far

• 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
• 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
• 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
• From new year we will cease sending hard copy
  forms, policies and leaflets with the employees
  contract
• Instead, utilising new capabilities within the
  new online recruitment system ROME, the data and
  information will be provided and collected online

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Salary exchange - Pensions What is it?

• It is a salary sacrifice scheme akin to child
  care vouchers
• 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
• 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
• Savings of upto 175 per annum in net pay for
  someone on 30,000

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Salary exchange PensionsWhy are we doing it?

• 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
• Salary exchange will bring savings to you with an
  increase in your take home pay without affecting
  your pension benefits
• UCL will also save money on employer national
  insurance costs

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Salary exchange PensionsWhen 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

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Salary exchange PensionsWho will it apply to?

• Everyone who is a member of the USS or SAUL
  pension schemes.
• Will not apply to NHS Pension Scheme members
• 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
• Salary sacrifice must not take earnings below the
  National Minimum Wage
• Employees to whom not beneficial will continue to
  pay pension contributions and notified
  accordingly.

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Total Reward StatementWhat 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.

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Total Reward StatementWhat is a Total Reward
Statement (TRS)

• 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
• A TRS enables the employer to show that being
  employed is much more than just pay
• It enables an employee to more easily compare
  other employer packages aiding the retention of
  employees and assists in the recruitment of new
  employees

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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

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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

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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

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Jon EverardHead of Payroll Pension
Servicesj.everard_at_ucl.ac.uk0207 679
1284Internal extension 41284