Brief summary of employer responsibilities
As an employer you have certain responsibilities under the LGPS.
Your main responsibilities are:
Issue scheme guidance
It's important that you give members the necessary LGPS guidance. For example, a new starter should always have a new member form and brief scheme guide included when they get their contract of employment. But, if a member wants to opt out of the LGPS, you should refer them to our website. You can also find more information about opting out on the Who can join/opt out page.
If a form asks for evidence, for example a birth certificate, we need to see the originals. We'll accept certified copies if you've seen the original and can confirm it's a true copy. You'll need to see some of the forms first, as you will need to let payroll know about the change in circumstances for instance. Once this has been done, the forms will need to be sent to us so that we can amend the pension record. All our forms tell you where the form needs to be sent.
Deduct pension contributions
Let us know when circumstances change
i-Connect data extract
Each month we need your i-Connect data. This includes pay information, new starters, leavers and other important factors that need to be recorded on pension records. This should be sent when you pay the monthly contributions.
More information on this process can be found on the monthly data reports and end of year procedure page.
Information for benefit calculations
Each year members of the LGPS get an annual benefit statement. This provides pension benefit information on what has been built up so far and is projected to normal pension age.
A specific timetable is produced each year which tells us when certain information is needed by. We'll tell you what information you need to provide us with once this has been created.
Along with information for benefit statements, we also need certain information to carry out calculations. For example, this may be when a member asks for an estimate of benefits for a certain date, or where we're looking into a transfer.
List of authorising signatories
Authorising signatories are people in your organisation that can complete pension forms containing important information. This will be information on a leavers form, for example. If we receive a form that's been signed off by somebody who isn't on the authorised signatory list, we'll need an updated list before we can accept it.
It's important you send us an updated form when somebody needs to be added or removed. If you use external payroll or HR services who will sign form on your behalf, these signatures also need to be included.
It's a good idea to send us an updated contact form at the same time. This makes sure we've the most up-to-date information.
We may also contact you for an updated form if we haven’t had one for a while.
Help in distributing information
There may be times when we ask you to help us communicate something. Particularly, where there's been a change in the LGPS regulations. We'll usually send you a newsletter, pdf or text that can be copied and pasted onto your intranet or handed out.
We also appreciate it if you can display posters and share invites for our meetings.
Funding and triennial valuation
Your contribution rate is likely to change every three years. This is because we have an actuarial valuation carried out by an independent actuary.
At each valuation, member information is requested from you for the actuary to work out individual employer contribution rates. You'll be told in advance what information is needed. The latest valuation report along with previous reports can be found on the valuation page.
Policies and statements
Our administration strategy statement sets out your responsibilities, as an employer, and ours, as the administering authority. It considers policies and performance standards which go towards providing high quality administration services.
Our governance compliance statement sets out how we manage the fund and make sure we fulfil our legal obligations. This is overseen by our Pensions Committee and Pensions Board. More information about what these two bodies do can also be found in this statement.
The LGA have also produced HR and payroll guides which you may find helpful.
You should make sure you are familiar with these guides and statements.