Keeping us up to date with employer contact details
Contact and Authorities Form
Employers must ensure that contacts and authorities held by Hampshire Pension Services are up to date at all times, which ensures the data we hold for you and your employees remains safe, as well as preventing any delays in processing member pension records or dealing with queries.
We require contact details for any individuals within your organisation who will be responsible for responding to queries about individual members, submitting member notifications including starters and leavers, receive important messages, such as regulatory changes or act as an escalation point for the organisation (high level).
If you have an update to make to an existing contact and authorities form, you should email [email protected] to obtain a copy of the most up to date form that we hold for you.
Who can provide the updates to the form?
Amendments to contact and authority forms should be sent to us by the person(s) named as an authority for amendments. If this is not possible (due to an absence), we will accept changes from another authorised employer contact.
For new employers, we will verify the most appropriate contact through the admissions process.
Completing your contact and authorities form
Please ensure there is at least one contact responsible for each area of authority (across all contract types) and a minimum of two employer-based contacts on the form.
Please complete the information at the top of the form, including employer name and number, your organisation address as well as details of your payroll provider. If you would like this contact form to be applied to multiple scheme employers, please indicate this in the relevant box as well. Employer reference numbers can be checked by clicking here to go to the relevant web page.
Payroll providers - as a scheme employer, if you wish to provide permission to an external payroll provider to add or remove members of their own team who may take on some pension administration responsibilities, such as a day to day or hub contact, please indicate this at the top of the form.
| Authority type | Description |
|---|---|
|
High Level |
This is the most appropriate person for your organisation e.g. Chief Executive, Headteacher. They will receive important information affecting your organisation such as consultations and Employer contribution rates. This must be someone within your organisation and cannot be allocated to an external payroll provider. |
| Finance |
This is for the key contact to receive remittances, updates to contribution rates, valuation information and other statutory financial reporting e.g. FRS17 (IAS19). |
| Annual returns | Up to three employer contacts can be allocated against this authority type. This contact will receive communications about annual returns, as well as queries, and will be able to sign off the annual return. If you have indicated on your annual return that queries should be sent to a contact at your payroll provider, we will ensure that this happens. |
|
Estimates and retirements |
These contacts are authorised to receive completed employer-initiated estimates and retirements. They must be able to authorise any employer costs and able to sign off the 'Employer Initiated retirement form'. If you would like access to the "Estimates" feature on the Employer Hub, please email [email protected] This must be someone within your organisation and cannot be allocated to an external payroll provider. |
| Day to Day | A day-to-day authority can send all other forms (for example, Starter and Leaver forms, member amendments, discretions policies etc) and answer queries relating to members. They can also send on member-initiated estimates. Hub access is essential for this authority type, and external payroll provider contacts can have this authority and an Employer Hub account. |
|
Updating the contact form |
You can select more than one, and we recommend no more than three, this can only be an employer contact. From time to time your payroll provider may contact us directly to request additions or removals from your form (usually due to someone leaving the team) and we will contact you about this as required. You may provide permission for your external payroll provider to add or remove members of their own team, to reduce time spent seeking permission from the relevant contact authority – this option is given in the form header. |