XPS Administration


Guidance Notes
Interactive Forms User Guide
Interactive Forms
User Guide
Pensionable Pay Guidance Notes
Pensionable Pay
Completion Notes
Death in Service Completion Notes
Death in Service
Completion Notes
Kier Secure File Transfer Portal
Using the Secure
File Transfer Portal

Interactive Forms
Starter Form
Starter Form
Variation Form
Variation Form
Estimate Request Forms
Estimate Request Form
Leaver Form
Leaver
Form
Death in Service Form
Death in Service
Form
Pensionable Pay Form
Pensionable Pay
Form
Pensionable Pay Form
Leave of Absence
PPS Cross Scheme Form

Pensionable Pay Calculator
Excel 2007+
Excel 2007+
Updated February 2018

Employer Guides

• Police Officers Guide to Tax and Your Pension - November 2011
• E-mail sent to Police High Earners
Link
Link
• Internal Disputes Resolution Procedure Link
• Employers Discretions with in the Police Pension Scheme 2015 Link

2019 Year End Process
February 2019 • Year End Return Guide - February 2019 Link
February 2019 • Police Scheme Year End Return Template Link
February 2019 • Police Financial Year End Return Template Link


PPS 2006 Employee Forms

Cohabiting partners joint declaration form

Previous pensions & employment history

Death Benefit Nomination form

PPS 2015 Employee Forms

Cohabiting partners joint declaration form

Previous pensions & employment history

Death Benefit Nomination form

Latest News

PPS 2015 Transitional Protections Challenge Update - updated 16th July 2019

The outcome of the Governments application for permission to appeal to the Supreme Court was expected in July. The decision has been made earlier than expected and on 27th June 2019 the Supreme Court has denied the Governments request for an appeal in the transitional protections case in respect of age discrimination and pension protection.

Until the remedy has been determined by the employment tribunal and any regulations changed as a result, we cannot speculate how future benefits may change.

We will update you with further news on each stage of the challenge as and when it becomes available.

• The Police and Firefighters' Pension Amendment Regulations 2019

Home Office have provided notification of amendments to the police pension scheme regulations following the approval of the Police and Firefighters' (Pensions etc.) (Amendment) (England and Wales) Regulations 2019 (SI 378)

As a result of the changes:
 •  All active female PPS1987 members have the option to pay additional contributions to count service accrued before 6 April 1988 towards adult survivor benefits
 •  Officers can buy back periods of unpaid maternity support leave for the period 3 April 2011 and 31 August 2014
 •  The current rate of PPS2015 employee contributions have been extended to 31 March 2020

XPS have issued an employer bulletin which provides further details of the above and the actions required by employer's to comply with the changes Link.

Government announces a pause in the cost cap rectification process - updated 21st February 2019

Please read our breifing note for further information. Link

2019 Year-end guide and templates now available - updated 15th February 2019

The guidance notes (link), Scheme template (link) and Financial template (link) can be downloaded from the employer guides section .

You will notice that there are some minor changes to the template from last year, this is to incorporate more extensive checks of data validity and allowing us to achieve a higher success rate for posting the details to records.

Scheme year-end return (31/03/2019) - Deadline for submission is Friday 3rd May 2019
Financial year-end return (05/04/2019) - Deadline for submission is Friday 31st May 2019

As a minimum the financial year-end return must include all officers at the rank of Inspector and above.

The completed returns should be returned FAO System Support on the Secure File Transfer Portal (SFTP) – should you require access to this facility please email your request to pensystems@xpsgroup.com

Changes to Pensions - updated 21st December 2018

The court of appeal has ruled that the Government's changes to pensions with regard to judges and firefighters were discriminatory on the grounds of age. These cases were brought due to changes to public sector pensions in 2015, which also affected other public sector schemes including the police pension scheme.

The Government will now need to consider the full judgement. We are therefore unable to provide you with any information on might happen next. We understand that any communication from the Home Office is unlikely until the New Year.

The full judgement and a summary is available at https://www.judiciary.uk/judgments/lord-chancellor-v-mccloud-and-others-judgment/

2017/18 Annual Benefit Statementsupdated 20th July 2018

  » Deferred annual benefit statements issued 13th July 2018.
  » Active member statements to be issued between 22nd and 29th August 2018.  For more details on this year’s statements, visit the ‘ABS’ tab.

HMRC Pensions Online Service - updated 4th May 2018

Please read our latest Bulletin relating to changes to the HMRC Pensions Online Service.
Clients who manage their own schemes pleae click here...
For clients who have elected to have XPS Administration do this service please click here...
You can access HMRC pensions newsletters via this website.

2018 Year-end templates - updated 1st May 2018

A further update to the Scheme Year-end template has been uploaded to the website after receiving a query. The previous version of the template would highlight an error for column V (1987/2006 tab) if there was no input and there was “Y” in column X. An entry is not required in column V when a member has left or opted out of the force within the scheme year. This has been corrected in the latest version of the template.

Any questions please contact us at: penemp@xpsgroup.com

2018 Year-end templates - updated 19th April 2018

A further update to the Scheme Year-end template has been uploaded to the website after receiving a completed submission file. The previous version of the template would highlight any cell in column U if it was empty and there is an entry of "Y" in column X. An entry is not required in column U when a member has left or opted out of the force within the scheme year. This has been corrected in the latest version of the template.

Any questions please contact us at: penemp@xpsgroup.com

Briefing Note Issued - updated 11th April 2018

Taper dates and quarterly returns
Update on the calculation of taper dates following clarification from the Home Office.

2018 Year-end template - updated 14th March 2018

A further update to the Year-end templates has been uploaded to the website following feedback. This latest update is to the salary rates being used to compare against the rank shown in column F (1987/2006 tab) or column E (2015 tab). The rates applicable from September 2016 are now being used, this should reduce the number of cases where the Average Pensionable Pay (APP) is falling outside the salary range for the relevant rank.

Any questions please contact us at: penemp@xpsgroup.com

2018 Year-end template - updated 12th March 2018

A further update to the Year-end templates has been uploaded to the website. This latest update is an addition of a new tab which contains important guidance to be followed when inputting data to the template. Please ensure you use the latest version of the template and follow the guidance shown.

Any questions please contact us at: penemp@xpsgroup.com

2018 Year-end template - updated 20th February 2018

An updated version of the Year End spread sheet to be used for 2018 has been uploaded to the website. The updated spread sheet included a fix on the 2015 tab to the conditional formatting to compare the CARE pay value (Column W) ensuring it is not greater than the APP value (column Q).

The previous version of the spread sheet contained a check which errored any CARE pay that was not the same value as the APP – there are circumstances where the CARE pay can be lower than the APP.

Any questions please contact us at: penemp@xpsgroup.com

2018 Year-end guide issued to forces - updated 6th February 2018

The guidance notes (link),
Scheme template (link updated 12th March 2018) and
Financial template (link updated 12th March 2018) can be downloaded from the employer guides section .

You will notice that there are some changes to the template from last year, this is to incorporate more extensive checks of data validity and allowing us to achieve a higher success rate for posting the details to records.

Scheme year-end return (31/03/2018) - Deadline for submission is Friday 11th May 2018
Financial year-end return (05/04/2018) - Deadline for submission is Friday 8th June 2018

As a minimum the financial year-end return must include all officers at the rank of Inspector and above.

The completed returns should be returned FAO System Support on the Secure File Transfer Portal (SFTP) – should you require access to this facility please email your request to pensystems@xpsgroup.com

Police Injury Benefit Regulation - Universal Credit - Updated 18th December 2017

Bulletin issued covering the latest update to the Universal Credit and how you may be affected.

PPS2015 - Additional hours

The Home Office is aware that there is an inconsistent approach being taken to additional plain time hours worked by part-time officers in the 2015 scheme; most treat as non-pensionable but some are making it pensionable. This is still awaiting clarification from the Home Office.

Our interpretation of the regulations is that such hours are non-pensionable for part-time officers.

XPS Administration Police Pensions User Group

The next XPS Administration Police Pensions User Group meeting is being held on Friday 26th January 2018 at:
Leicestershire Police HQ,
Force Headquarters,
St Johns,
Enderby,
Leicester,
LE19 2BX.

Start time: 11:00 hrs (10:30am arrival for a 11:00am prompt start)
Finish time: Between 2:00pm and 14:30pm

Agenda: We will be covering year-end procedures, guiding you through the process, explaining why we request certain information from you and what we do with that information. We would be grateful if you could have a think about any other topics you would like to raise.

This event is primarily for senior payroll staff so please make your colleagues aware.

Tea, coffee and refreshments will be available from 10:30am and we plan to have a working lunch in order that we can conclude our meeting by 14:30pm at the very latest to ensure you are all ahead of the rush hour traffic.

If you haven't already registered your attendance please could you send an email to penemp@xpsgroup.com and let me know the following:-

  • Your name and those of any colleagues who will attending with you
  • Details of any dietary requirements that you would like us to cater for
  • Any topics that you would like to add to our agenda

Thanks and look forward to hearing from you.

Briefing Note: Co-Habiting Partner - Reaction to Brewster case. - issued 11/07/2017

Briefing confirms legal challenge against the Local Government scheme in which a member was refused survivor benefits due to absence of co-habiting partner declaration. The challenge found in favour of the member on the grounds of sexual discrimination. The briefing contains both the Home Office and XPS Administration's view on the case as there is a similarity with the police pension schemes.

Annual Allowance

The deadline for officers to make mandatory scheme pays elections for any breach in the 2015/16 pension input period is fast approaching. All scheme pays elections for this period MUST be received by 31st July 2017. You may wish to consider sending a reminder to your officers on your weekly orders or alternatively target members who XPS Administration issued statements to.

Details of these officers were emailed to you in October 2016. If an election is sent to you please forward it to XPS Administration for processing. We will then write to you with the relevant details to submit on your tax return.

2016/17 Annual Benefit Statements

  » Deferred annual benefit statements issued 30th June.
  » Pension credit member statements issued week ending 14th July 2017.
  » Active member statements to be issued between 7th and 17th August 2017.


Annual Benefit Statements

Deferred benefit statements were issued to former contributing members of the Police Pension Schemes on 13th July 2018. 

Statements for active members will be issued from 22nd August 2018 (apart from officers currently absent from work due to being on a career break: they will not receive a statement). 

To make the statement relevant and specific to the officer’s circumstances, each member will receive one of the following nine equivalents.  This means there are no spurious areas of the statement that members still had to read through!  

Variant A
For protected PPS 1987 members only
Projection will be to the earlier of the member’s Compulsory Retirement Age (CRA) or when they achieve 30 years’ maximum membership.  View this statement here.

Variant B
For protected PPS 2006 members only
Whilst the Normal Pension (NPA) is age 60, the projection is to age 55 as this is the earliest age members can claim their benefits from.  View this statement here.

Variant C
For members with PPS 2015 only
Projection is to the Normal Pension (NPA) of age 60.  View this statement here.

Variant D
For members in PPS 1987 who will transition into PPS 2015 after 31 March 2018.

There will be a projection at age 60 (the NPA of PPS 2015) and age 55 (if their PPS 1987 rank is constable or sergeant).  View this statement here.

Variant E
For members in PPS 2006 who will transition into PPS 2015 after 31 March 2018.

There will be a projection at age 60 (the NPA of PPS 2015) only.  View this statement here.

Variant F
For members in PPS 1987 who have already transitioned into PPS 2015.

There will be a projection at age 60 (the NPA of PPS 2015) and age 55 (if their PPS 1987 rank is constable or sergeant).  View this statement here.

Variant G
For members in PPS 2006 who have already transitioned into PPS 2015.

There will be a projection at age 60 (the NPA of PPS 2015) only.  View this statement here.

Variant H
For higher-ranking members in PPS 1987 who will transition into PPS 2015 after 31 March 2018.

There will be a projection at age 60 (the NPA of PPS 2015) only.  As their PPS 1987 NPA is greater than age 55 (due to their rank), there is no age 55 projection.  View this statement here.

Variant I
For higher-ranking members in PPS 1987 who have already transitioned into PPS 2015.

There will be a projection at age 60 (the NPA of PPS 2015) only.  As their PPS 1987 NPA is greater than age 55 (due to their rank), there is no age 55 projection.  View this statement here.

 

Briefing Notes

Date Issued Title Key Points Download
21/02/2019 Cost Cap
Process change
• Government announces a pause in the cost cap rectification process Link
01/11/2018 2018 Pension Savings Statements • Notification re the issue of 2018 Pension Savings Statements Link
10/10/2018 The Police and Firefighters' Pensions (Amendment) Regulations 2018 • A summary of amendments to the police pension scheme regulations, including
  voluntary scheme pays for annual allowance charges and the removal of the
  requirement for a deceased member and the surviving partner of that member
  to have completed a nomination form before a survivor’s pension can be paid.
Link
01/10/2018 Miscellaneous
update
• Revised leave of absence documentation and other procedural reminders Link
Link
09/08/2018 The Police Pension Schemes & AVC's (Amendment) • Full details of the amendment to the AVC Regulations Link
11/04/2018 Taper dates and quarterly returns • Update on the calculation of taper dates following clarification from the
  Home Office
Link
21/03/2018 Miscellaneous Update • Part-time overtime
• Purchase of unpaid leave
• Address Changes
Link
16/03/2018 The Police Injury Benefit (Amendment) (England and Wales) Regulations 2018 • Amendment to The Police Injury Regulations 2006 surrounding (ESA)
• Latest News
• FAQ's
Link
21/01/2018 Adult Survivor Pensions • Briefing in response to the NARPO note to its members regarding uprating
 pension benefits
Link
18/12/2017 Police Injury Benefit Regulations - Universal Credit

• Universal Credit and the impact it has on police injury benefits.

Link
15/03/2017 Forfeiture rules and procedure

• Relevant Legislation for Forfeiture provision within the Police Pension Scheme
• Various stages of the procedure and the criteria required to apply
• Member's right of Appeal
• Applying for the Forfeiture certificate

Link
11/07/2017 Co-Habiting Partner - Reaction to Brewster case • Legal challenge against Local Government
• Member refused survivor benefits as no co-habiting partner declaration
• Found in members favour as deemed sexual discrimination
• Forces may face similar ruling if challenged
• HO suggest forces rely on overriding legislation
• XPS Administration recommend keeping declaration but not enforcing
 requirement
Link
Updated 4th August 2017
12/06/2017 Payment of police pensions • Report requested for Home Office statistics - potential future retirements
  XPS Administration provided:
  scheme retirement dates
  details on duel membership and retirement dates
Link
14/03/2017 Automatic Enrolment addendum • Updated guidance on automatic enrolment following further advice from the
 Pension Regulator
Link
03/03/2017 Automatic Enrolment • Guide to automatic enrolment
• Provisions for police
• Revised following Pension Regulator clarification
Link
10/02/2017 Leave of Absence • New 'Leave of Absence' form issued. Includes completion guide
• Banding
• Contributions
Link
07/02/2017 Employment Support Allowance • Deductible from 10th February 2017
• XPS Administration have written to all members on injury IDRP not appropriate
Link
11/11/2016 Commutation cap update • Confirmation that regulations have not been amended Contains indicative
 costs to force based on rank
Link
12/09/2016 Police Salary Sacrifice • Notification of consultation regarding the removal of tax and National Insurance
  contribution advantages for salary sacrifice schemes
Link
18/08/2016 Commutation cap • Notification of proposal to lift commutation cap Link

User Groups

26th January 2018 Powerpoint presentation from the Police Pension User Group Link
1st August 2017 Questions & Responses from User Group 12th July 2017 Link
12th July 2017 Powerpoint presentation from the Police Pension User Group Link
15th July 2016 Powerpoint presentation from the Police Pension User Group Link
13th February 2015 Powerpoint presentation from the Police Pension User Group Link
16th July 2014 Powerpoint presentation from the Police Pension User Group Link
1st April 2014 User Group - Terms of Reference Link

Contact XPS Administration

Office opening hours are :

Monday to Thursday from 8.30am to 5.00pm & Friday from 8.30am to 4.30pm

Telephone : (01642) 727333

or by email to : penmail@xpsgroup.com

To get directions to our office, please click on the link which says 'View Larger Map'. To enable Google street map, please click on the google sign in the bottom left hand corner.

 

 

 

 

   
 

Starter Pack

When an officer is due to commence employment within your organisation it is important that they are provided information regarding the Police Pension Scheme.

As the employer you must determine which Police Pension Scheme an officer joins; are they new to police service or transferring from another force?

Where an officer transfers to you from another force you should seek confirmation, ahead of their start date with you, the scheme the officer is a member (or eligible to be a member of) and their protection status i.e. protected, unprotected, or tapered (including their taper date).

From the date a new officer joins the scheme, depending on which scheme they are a member of he or she may only have twelve months within which to transfer other pension benefits accrued prior to joining the police service. It is therefore very important that they are provided with information as soon as possible. The ideal time to supply the information to the officer is before their employment actually commences and preferably with their written statement of particulars.

Starter pack includes

  • Short scheme guide (PPS2015 Only)
    Explains the core benefits of the PPS2015 and provides contact information for XPS Administration.

  • Previous employment history (All Schemes)
    Allows the employee to inform XPS Administration of previous police service or other pension schemes which they may wish to consider transferring into the Police Pension Scheme.

  • Lump sum death grant nomination form (PPS2006 & PPS2015)
    This allows the employee to nominate who they wish to receive a lump sum death grant should they die in service.

  • Cohabiting Partners - joint declaration form (PPS2006 & PPS2015)
    This leaflet deals with pensions for cohabiting adult partners - that is, people of the same or opposite sex who are in a long-term relationship but are neither married nor registered as civil partners.

  • Covering letter (All Schemes)
    We have drafted a suite of template letters to use (below) when informing your employees about their right to police pension scheme membership.

There are 2 covering letters for each PPS scheme, if your Force has signed up to use XPS Administration's pension online member self-service (MSS) then please use the letter that includes instructions for access to this site.

Document
Link
New officers PPS 2015 (MSS facility)
New officers PPS 2015
Transferee officers PPS 2015 (MSS Facility)
Transferee officers PPS 2015
Transferee officers PPS 2006 (MSS Facility)
Transferee officers PPS 2006
Transferee officers PPS 1987 (MSS Facility)
Transferee officers PPS 1987