EPN602 - Revised process for accepting documents, certificates and wet signatures, and easement of the DR1 process

Audience 

  • Pension leads
  • HR directors
  • HR managers
  • Payroll managers
  • Exit/redundancy manager

Summary

Due to the Coronavirus (Covid-19) pandemic and subsequent change of normal working arrangements, we’ve introduced:

  • Temporary changes to how we accept documents, certificates and wet signatures; and
  • an easement to the DR1 (Data Request) process.

Actions

To note:

  • when the changes on how the Scheme Administrator (MyCSP) can accept application/claim forms and any supporting documentation (including certificates) will take effect
  • how members will be made aware of the above changes
  • the easement to the DR1 process

Timing

  • Immediately

Detail

  • Due to the Coronavirus pandemic, we’ve made a number of changes to how we can accept documents, certificates and wet signatures from members and claimants.
  • The changes will ensure that we can continue to process urgent and important requests from our members and claimants during the lockdown period.
  • The changes come into effect immediately and apply to active, deferred, and pensioner members, as well as dependant pension claimants.

What are the changes?

The Scheme Administrator’s post room is still operational. As a result, it is still possible to receive and issue hard copies of all paperwork.

However to help in social distancing measure, we’re advising that members/claimants can now email a scanned image or clear photograph of forms and supporting documents such as Marriage or Birth certificates.

Members can email their forms to the Scheme Administrator at contactcentre@mycsp.co.uk

When emailing forms, members must also provide:

a) a scanned copy or photograph of one form of ID, for example a passport, driver’s license, or utility bill; and

b) their consent for us to process their form.

  • Please note: utility bills must be less than three months old and must not be a mobile phone bill.

    If an active member emails their form from a gov.uk email address, it is considered a trusted domain and they will not need to provide a form of ID. For example a departmental email could be @cabinetoffice.gov.uk or @homeoffice.gov.uk.

In addition to the above changes, we’ve also suspended the need for members or claimants to sign forms in ink (also known as a wet signature), as well as suspending the requirement for a witness to complete and sign forms.  

Online, editable forms

To ensure that our members adhere to the Government’s guidance on social distancing and remain safe, we’ve made editable versions available to some of most frequently requested forms. These are available on the scheme website. This will allow members and claimants to complete these forms digitally and return them to us electronically, if they wish.

Currently, editable versions of the following forms are available to download from the Member Forms page of our website. 

  • Death Benefit Nomination (DBN) Form
  • Death Benefit Claim Form (one off payments)
  • Dependant Pension Claim Form
  • Partial Retirement Application Form (CSP15)

We will look to expand upon this list , subject to request and the ability to do so.

However, should a member need a form that is not on this list, they can contact the scheme administrator who will post one out. The scheme administrator will keep a record to ensure that should a form be requested multiple times, it is then put forward for digitisation.

How we are communicating these changes to members

Paper versions of the above forms, issued to members by post, will include a message advising of the relaxation of the need for wet signatures, witness signatures and clarity on how the scheme administrator can accept documents.

We have also added a message explaining the changes to processes to the following pages of the scheme website:

Important changes to the DR1 process

We recognise that during the current period, some employers are facing challenges when providing the scheme administrator with responses to DR1s - particularly where information is required from manual records.

Therefore, in order to support employers and to ensure that members can receive benefits due, we have revised the DR1 process.

We have reviewed all pending cases where a payment was due from 24 February (three weeks prior to the Government announcement on the guidelines on self-isolation) and have prioritised these cases for action.

As a result if,

  • a DR1 request has exceeded a three week response time frame,
  • a reply remains outstanding, and
  • the Last Date of Service (LDOS) has passed,

The scheme administrator will process the members case based on the information they currently hold and be subject to our normal administrative ‘reasonability check’ to limit over/under payments.

The scheme administrator will subsequently inform employers of any cases which have been treated in this way and should a future revision be required, the appropriate process will be followed.

Partial Retirement CSP16 - new interim process

Currently with Partial Retirements, the CSP16 form is issued to you to confirm that you have taken the necessary actions with your payroll to reduce the member's earnings.

The CSP16 needs to be printed, signed and returned to the Scheme Administrator.

In order to make things easier for the time being, (whilst you are working from home and may not have access to a printer), you just need to confirm by email that the member's payroll has been adjusted.

Contacts

If you have a question about the distribution of EPNs, or would like to receive them in a different format, please contact EPN@MyCSP.co.uk.

You can find electronic copies of the Employer Pension Guide, all current EPNs and forms in the Employer section of the Civil Service Pensions website.

This notice is for employers and should not be issued to scheme members.

Members can find information about their pension by visiting the member's section.

If you have any question on any of these easements or if you feel there are further easements required please contact cspsemployerenquiries@cabinetoffice.gov.uk.

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