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Your employer to do list

Your to do list

This section sets out the key activities and requirements for NHS employers to undertake during the delivery of Total Reward Statements (TRS) and Annual Benefit Statements (ABS).

 

There are two versions of the 'To Do' list - one for TRS and one for ABS.

 

Please ensure that you download and follow the correct version for your organisation.

 

We will send email notifications to your nominated TRS/ABS lead to remind you about the key activities that you will need to undertake.

 

Annual Benefit Statement (ABS) to do list

Below is an overview of the activities we advise you to undertake in order to prepare your employees and organisation for Annual Benefit Statements. The communications activities suggested here are by no means exhaustive – please utilise the communications channels and methods that are available to you and work best in your organisation.

 

Action required

Deadline

Supporting information

Complete your NHS Pensions data cleanse activities prior to -

 

Read more about Pension cleansing data activities below

Read through the Employers Toolkit

 

 

Is your ABS lead the same person as last year?

10 weeks before Annual Benefit Statement is available

Please email nhsbsa.contactdetails@nhs.net with your EA code and ABS contact details

Identify someone in your organisation who will manage queries and provide guidance

10 weeks before Annual Benefit Statement is available

Read more about Managing employee queries below

Remind employees that ABS information website is available via local communications.

10 weeks before Annual Benefit Statement is available

Draft wording for inclusion in local communications/ magazines. The local communications pack will help you

Include message about ABS coming on the intranet and local communication to increase links between project and local initiatives.

7 weeks before Annual Benefit Statement is available

Draft wording for inclusion in local communications/ magazines. The local communications pack will help you

Download, print and display ‘It’s coming…’ posters locally in prominent positions. Alternatively display electronically e.g. on PCs as screen savers or the internet.

5 weeks before Annual Benefit Statement is available

Posters are available for download from the Promoting the statements page

Download, print and display ‘It’s here…’ posters locally in prominent positions. Alternatively display electronically e.g. on PCs as screen savers or the internet.

Annual Benefit Statement launch

Posters are available for download from the Promoting the statements page

Download, print and display ‘Don’t forget…’ posters locally in prominent positions. Alternatively display electronically e.g. on PCs as screen savers or the internet.

4 weeks after Annual Benefit Statement is available

Posters are available for download from the Promoting the statements page

Include message ‘have you checked your Annual Benefit Statement?’ on the intranet and in local communications

4 weeks after Annual Benefit Statement is launched

Draft wording for inclusion in local communications/ magazines. The local communications pack will help you

Total Reward Statement (TRS) to do list

Below is an overview of the activities we advise you to undertake in order to prepare your employees and organisation for Total Reward Statements.  The communications activities suggested here are by no means exhaustive - please utilise the communications channels and methods that are available to you and work best in your organisation. 

Action required

Deadline

Supporting information

Complete your NHS Pensions data cleanse activities prior to -

 

Read more about Pension cleansing data activities below

Prepare local branding and local benefits

 

The local benefits template will help you

Read through the Employers Toolkit and TRS information website

 

 

Is your TRS lead the same person as last year?

10 weeks before Total Reward Statement is available

Please email nhsbsa.contactdetails@nhs.net with your EA code and TRS contact details

Identify someone in your organisation who will manage queries and provide guidance ie. support in place

10 weeks before Total Reward Statement is available

Read more about Managing employee queries below

Remind employees that TRS information is available via local communications

10 weeks before Total Reward Statement is available

Draft wording for inclusion in local communications/ magazines. The local communications pack will help you

Include message about Total Reward Statements coming on the intranet and in a local communications

7 weeks before Total Reward Statement is available

Draft wording for inclusion in local communications/ magazines. The local communications pack will help you

Download, print and display  'It's coming...' posters locally in prominent positions.  Alternatively display electronically e.g. on PCs as screen savers or the intranet

 

5 weeks before Total Reward Statement is available

Posters are available for download from the Promoting the statements page

Review your local benefits page

2 weeks before Total Reward Statement is available

The local benefits template will help you

Download, print and display  'It's Here...' posters and locally in prominent positions. Alternatively display electronically e.g. on PCs as screen savers or the intranet

Total Reward Statement launch

Posters are available for download from the Promoting the statements page

Download, print and display 'Don't forget...' posters locally in prominent positions. Alternatively display electronically e.g. on PCs as screen savers or the intranet

4 weeks after Total Reward Statement is launched

Posters are available for download from the Promoting the statements page

Include message  ‘have you checked your Total Reward Statement?’ on the intranet and in local communications

4 weeks after Total Reward Statement is launched

Draft wording for inclusion in local communications/ magazines. The local communications pack will help you

How to customise your organisation's Total Reward Statements (TRS) (ESR organisations)

The TRS portal has dedicated Employer sections which enable you to view your employee statements, upload your branding and local benefits and change your contact details. This page will provide you with instructions on how to use these functions. This information is for those organisations that use ESR only.

Local benefits guidance (Word: 3.5MB) - this template sets out the type of information you could include in the local benefits page of the Total Reward Statement. You can adapt it to suit your needs.

Quick tips

Here are some tips to help you when you write your local benefits page:

  • Give an overview of each benefit.
  • Highlight the advantage to employees of selecting each benefit you offer.
  • Communicate the associated cost savings e.g. if the benefits is via Salary Sacrifice make reference to the tax and National Insurance savings.
  • Tell employees where they can get more information about each of the benefits.
  • Provide details for employees to be able to contact the benefits providers.

Organisations will be required to upload local benefits and local branding to the TRS website ahead of the Total Reward Statements refresh each year. NHS Organisations are reminded that any local branding and local benefits information entered/updated into ESR are visible in real-time. The NHS ESR Central Team will issue an ESR User Notice to remind Organisations to upload their local benefits and local branding.

Local branding and contact details

To apply local employer branding to Total Reward Statements and to change your contact details displayed within TRS please read this document which details the activities that must be undertaken within ESR and the TRS portal.

Any queries regarding this guidance should be directed to the NHS ESR Central Team via esr.trs@nhs.net.

Pension data - cleansing activities 

In order to maintain accurate data we would like you to undertake the following measures in a timely manner:

  • ESR employers should be taking the relevant reconciliation action upon receipt of their report from NHS Pensions
  • Respond to data queries received from NHS Pensions
  • Monitor Pensions Online (POL) to ensure that any issues reported in the following areas are resolved promptly:
    • E-forms
    • Error handling
    • Notifications

Following the task list will be of benefit to you as the cleaner your data the more statements we will be able to produce for your employees. It may also potentially decrease the amount of estimates you will need to calculate via Pensions Online (POL) as you will be able to redirect the member to the TRS website where a pension statement is available.

There are five key data fields where the data held by NHS Pensions and the data held by ESR must reconcile to enable eligible NHS employees to log on and retrieve their TRS information. The key data fields are:

  • Surname
  • Initial
  • National Insurance number (all fields)
  • Postcode
  • Date of birth

The five key data fields are all included in the current format of the ESR reconciliation files.

If an employee’s pension data is not updated correctly this can potentially result in them not receiving the pension element of the statement.

ESR data cleansing activities

ESR data items in scope for the Reward Statements

 

It is anticipated that the data items outlined in the ESR data factsheet will be extracted from ESR to facilitate the generation of statements for employees.

 

All ESR data will be extracted following the last pay period of the financial year. It is therefore important for employers to review the data items ahead of this date in order for correct information to be displayed on employee’s statements.

 

Employers are encouraged to review the data items listed in the ESR factsheet within ESR as soon as possible. The ESR Team will also prepare reports to assist employers with the cleansing of these data items. Data status reports are available on a monthly basis, The availability of data readiness reports will be communicated via ESR User Notice.

 

Please note that some of the data items may be subject to change. The toolkit will be amended as appropriate to accommodate changes to the ESR data items in scope for TRS.

Managing employee queries

We have put together Manager's Information Packs to help you handle the common questions we expect employees to have about their Total Reward Statement and Annual Benefit Statement.  Please ensure that you use the correct version.

Managers Information Pack for organisations that use ESR Self Service (PDF: 181KB)

Managers Information Pack for organisations that do not use ESR Self Service (PDF: 176KB)

We have also identified some areas employees may query. These fall into two categories:

  • queries that should be handled by your organisation
  • queries that should be handled by NHS Pensions.

Queries that should be handled by your organisation

Employment queries

For those organisations that receive a TRS you will need someone in your organisation to manage any queries employees have relating to their employment information. In order for you to review statements when managing queries we will give you access to all your employee’s statements via ESR.
Employers are reminded that all accesses to employee statements are audited and that any such access should only be done with the consent or at the request of the employee.

Statement access queries – via ESR Self Service

You will need to nominate someone in your organisation to assist employees if they're having trouble accessing their statement via ESR Employee Self Service.  An interactive guide on how to access statements via ESR Self Service can be found here http://www.esrsupport.co.uk/TotalRewards/index.html

No pension element of the statement queries

Some employees may question why they have not received the pension element of their statement. This could be for a number of reasons. The most common are:

  • The employee is not a member of the NHS Pension Scheme, or was not a member of the NHS Pension Scheme on the 31 March of this year, the point at which pension information was taken for inclusion in the statement.
  • It has not been possible to produce a pension statement through the automated calculation system and may need some manual intervention.

Should an employee want to receive a pension estimate then they may wish to approach you so that you can make the necessary arrangements for one to be obtained in the usual way.

For more information on this please read the following factsheet:

Reasons why employees may not have received the pension element of their statement

Queries that should be handled by NHS Pensions

Statement access queries – via Government Gateway

An interactive guide on how to access statements via the Government Gateway can be found here: http://www.esrsupport.co.uk/TotalRewards/index.html   If an employee is having difficulties accessing their statement after using this tool then they should contact the Employee helpline. Visit the contact us page for details.

Pension Queries

If an employee has any queries about the pension information shown in their statement please either:

  • Refer them to the Pensions Member Helpline who will deal with the query where possible and only involve the relevant employer where necessary.  Visit the contact us page for details.

Please ensure the relevant contact details for each type of query are included in your local communications about the Total Reward Statements.