Human Resources Division Jon Everard Head of Payroll & Pension Services Internal extension

Human Resources Division Todays topics 1New Child Care Voucher provider 2Updates on: Onboarding Pensions Salary Sacrifice Total Reward Statements

Human Resources Division 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

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

Human Resources Division 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): Onboarding What data do we collect 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

Human Resources Division 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 Onboarding What has happened so far

Human Resources Division

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

Human Resources Division Salary exchange – Pensions Why 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

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? 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.

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 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 Total Reward Statement What is a Total Reward Statement (TRS)

Human Resources Division 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 Total Reward Statement Progress to date

Human Resources Division 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 Total Reward Statement

Human Resources Division

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 Total Reward Statement

Human Resources Division Jon Everard Head of Payroll & Pension Services Internal extension