What are the roles and responsibilities of the Contracting Authority?
This is normally the Government department from which services, and employees covered by new Fair Deal, have transferred. The Contracting Authority remains responsible for ensuring the Admitted Body fulfils the obligations of the Admission Agreement and must indemnify Civil Service Pensions should the Admitted Body default on the payment of employer and employee pension contributions.
Responsibility
Process Task
Date Check
Contracting Authority
Contact Cabinet Office to register interest in a contract amendment, which may involve a prospective Admitted Body
26 weeks prior
Contracting Authority
Complete application form and submit to Cabinet Office
20 weeks prior
Contracting Authority
Attend Introduction call
14 weeks prior
Contracting Authority
Provide high-level pension payroll information (ie details of schemes, pensionable allowances, contributions/AVCs, etc) to prospective Admitted Body
13 weeks prior
Contracting Authority
Provide full payroll data to prospective Admitted Body
4 weeks prior
Contracting Authority
Run final payroll ensuring that service, allowances etc are closed off appropriately for reporting on the final interface to us
3 weeks prior
Contracting Authority
Sign completed admission agreement and forward to Cabinet Office
3 weeks prior
Contracting Authority
Attend Go Live check up call
2 weeks prior
Contracting Authority
Service End Date
Contracting Authority
Attend Interface check up call
4 weeks post
Contracting Authority
Attend Project Closure meeting
12 weeks post
What are the roles and responsibilities of the Prospective/Admitted Body?
This is the independent provider to which services, and employees covered by new Fair Deal, have transferred or will transfer. This will be an organisation which has been awarded a contract to deliver public services on behalf of a Government department (the Contracting Authority).
Responsibility
Process Task
Date Check
Prospective Admitted Body
Provide Contracting Authority with prospective admitted body information for inclusion in New fair Deal (NFD) application form
23 weeks prior
Prospective Admitted Body
Attend Introduction call
14 weeks prior
Prospective Admitted Body
Following receipt of high-level pension payroll information from Contracting Authority, adapt payroll system to include appropriate allowances and deductions and commence development of interface
8 weeks prior
Prospective Admitted Body
Set up secure data transfer process with us
5 weeks prior
Prospective Admitted Body
Provide updated draft list to us (agreed with Contracting Authority) of intended transferring members and details of any members or cases to keep in view
4 weeks prior
Prospective Admitted Body
Sign completed admission agreement and forward to Contracting Authority
4 weeks prior
Prospective Admitted Body
Parallel run payroll and provide test interface to us
3 weeks prior
Prospective Admitted Body
Attend Go Live check up call
2 weeks prior
Prospective Admitted Body
Receive queries from us systems team and amend interface file as appropriate
1 weeks prior
Admitted Body
Go live
Admitted Body
Run 1st Live payroll
3 weeks post
Admitted Body
Attend Interface check up call
4 weeks post
Admitted Body
Produce and issue 1st live interface to us
6 weeks post
Admitted Body
Send 1st Contributions to Pension Finance Team at Cabinet Office (this task is monthly ongoing)
6 weeks post
Admitted Body
Notify us of any leavers using Notification Form (this task is monthly ongoing)
6 weeks post
Admitted Body
Notify Cabinet Office of any leavers under Schedule 4 of Admission Agreement (this task is monthly ongoing)
6 weeks post
Admitted Body
Receive queries on live interface from us
8 weeks post
Admitted Body
Answer any queries on the interface from us and re-submit
10 weeks post
Admitted Body
Pay on boarding charge to us
12 weeks post
Admitted Body
Attend Project Closure meeting
12 weeks post
What are the roles and responsibilities of the Cabinet Office?
Responsibility
Process Task
Date Check
Cabinet Office
Issue application form (along with Admission Agreement and Guidance) to Contracting Authority and notify us of a potential new admission
25 weeks prior
Cabinet Office
Receive completed application form and forward a copy to us
20 weeks prior
Cabinet Office
Attend Introduction call
14 weeks prior
Cabinet Office
Issue contribution and AVC information and banking details to prospective Admitted Body
8 weeks prior
Cabinet Office
Attend Go Live check up call
2 weeks prior
Cabinet Office
Receive completed admission agreement and forward appropriate sections to us
2 weeks prior
Cabinet Office
Go Live
Cabinet Office
Issue Welcome letter to Contracting Authority and Admitted Body
2 weeks post
Cabinet Office
"Provide details of the Admitted Body to all relevant parties, and specifically to: Scheme Medical Advisor - Pension Finance Team"
2 weeks post
Cabinet Office
Attend Interface check up call
4 weeks post
Cabinet Office
Attend Project Closure meeting
12 weeks post
What are our roles and responsibilities?
Responsibility
Process Task
Date Check
Scheme Administrator
Add potential Admitted Body to the admissions pipeline and update the business internally of a potential new admission
20 weeks prior
Scheme Administrator
Arrange Introduction Call with all parties
17 weeks prior
Scheme Administrator
Generate Employer and Paypoint codes (required for employer set up within the our systems)
16 weeks prior
Scheme Administrator
Issue New Fair Deal Employer Introduction Guide, Readiness Checklist, and accompanying information
15 weeks prior
Scheme Administrator
Set up MyWork (our document imaging & workflow system)
15 weeks prior
Scheme Administrator
Attend Introduction call / Arrange Go Live check up call
13 weeks prior
Scheme Administrator
Circulate notes and action points following introduction to all attendees and internal interested parties
13 weeks prior
Scheme Administrator
Attend Go Live check up call / Arrange Interface check up call
2 weeks prior
Scheme Administrator
Circulate notes and action points following go live check up call to all attendees and internal interested parties
1 week prior
Scheme Administrator
Test interface and respond to Admitted Body with queries
1 week prior
Scheme Administrator
Go Live
Scheme Administrator
Attend Interface check up call / Arrange Project Closure meeting
4 weeks post
Scheme Administrator
Circulate notes and action points following interface check up call to all attendees and internal interested parties
5 weeks post
Scheme Administrator
Received 1st live interface, test and load
6 weeks post
Scheme Administrator
Reconcile Member numbers from admission agreement to Live interface
7 weeks post
Scheme Administrator
Issues queries on live interface
8 weeks post
Scheme Administrator
Raise on boarding invoice and issue to Admitted Body
11 weeks post
Scheme Administrator
Attend Project Closure meeting
12 weeks post
What is the role of the Government Actuary’s Department?
GAD provides guidance to government departments and other bodies on how to apply and implement New Fair Deal as well as calculating the service or pension credits available on bulk transfer (if needed) and the amount of funding required by the relevant public sector schemes.
For more information please contact stafftransfer@gad.gov.uk
What is the role of Government Legal Department (GLD)
GLD provides employment law guidance to government departments and their agencies on staff transfer and transactional matters and can advise on adherence to Fair Deal and New Fair Deal Policy for all types of Staff Transfers, to include out sourcing or insourcing, retenders, transfers within the public sector and transfers within government and the pension consequences.
For further information please contact: EmploymentGroupTupe@governmentlegal.gov.uk
