Compendia spreadsheet
interfaces
User Instructions
January 2015
Uncontrolled if printed
Contents
Contacts .......................................................................................................... 4
1
Introduction ........................................................................................... 5
2
General information .............................................................................. 6
Naming conventions ............................................................................. 6
Required data, tabs, mandatory data and deleting data ....................... 6
Field lengths ......................................................................................... 7
Other error messages ........................................................................... 7
Secure data handling ............................................................................ 7
Lesser used tabs .................................................................................. 7
Specific employer fields ........................................................................ 8
alpha …………………………………………………………………………8
The basic set ................................................................................................... 9
Basic details - new members ................................................................ 9
Basic details - existing members ........................................................ 11
3
The service history ............................................................................. 14
Service history codes for end reasons ................................................ 16
4
The pay history (nuvos) ...................................................................... 17
5
The pay history (alpha) ....................................................................... 19
6
nuvos and alpha pensionable earnings .............................................. 21
Assumed pay ...................................................................................... 21
Reduced Pay ...................................................................................... 21
Non-cash benefits ............................................................................... 21
7
The pay history (premium and classic plus) ....................................... 23
8
The pay history (classic) ..................................................................... 25
9
The pay history (Partnership) ............................................................. 27
10
Added pension.................................................................................... 29
Part 1 PCSPS sections ....................................................................... 29
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alpha scheme ..................................................................................... 29
Members moved into alpha with part 1 PCSPS added pension ......... 29
11
Addresses........................................................................................... 30
The office address .............................................................................. 30
The home address .............................................................................. 30
12
The salary details ............................................................................... 32
13
Pensionable allowances ..................................................................... 34
14
Pensionable bonuses ......................................................................... 36
15
WPS rate history................................................................................. 38
16
The part time hours ............................................................................ 39
17
Short time hours ................................................................................. 40
Short Time Hours (Singular) ............................................................... 40
Short Time Hours (Accumulated)........................................................ 40
18
Compendia codes input template ....................................................... 41
Allowance codes ................................................................................. 41
Bonus codes ....................................................................................... 42
Grade codes ....................................................................................... 42
Location codes.................................................................................... 42
Appendices ................................................................................................... 44
Appendix I ..................................................................................................... 45
Start Code – FOR USE ON SERVICE HISTORY TAB ....................... 45
Appendix II .................................................................................................... 46
Appendix III ................................................................................................... 49
SCHEME CATEGORY- FOR USE ON SERVICE HISTORY TAB ..... 49
Appendix IV ................................................................................................... 50
STATUS CODES- FOR USE ON SERVICE HISTORY TAB .............. 50
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Contacts
Version history
Version
Date
Author
1.5
December 2013
MyCSP System Team
2.0
January 2015
Matt McNally
Giles Dennis
Notes





Moved into MyCSP template and
adopted MyCSP house styles
(untracked)
Global change of PenServer to
Compendia
Corrected capitalisation of PCSPS
section names (untracked)
Correction of random capitalisation
(untracked)
Changes for 2015
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Introduction
1
This document is produced by My Civil Service Pension (System Support Team).
The Compendia Member Input Template and the Compendia Codes Input Template are
produced by Equiniti Claybrook.
References to contacting the System Support Team relate to the following email address
[email protected] which is monitored throughout business days and
accepts encrypted interface files.
Please clearly state which PSC you are intending to contact from the list below:

Liverpool PSC

Newcastle PSC

Cheadle Hulme PSC
Other points of contact are:

MyCSP Contact Centre [email protected] 08450 000 012
Further information on pensions can be obtained from:
http://civilservicepensionscheme.org.uk
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2
General information
Naming conventions
At the end of each pay period the Compendia Member Input Template should be copied and
renamed to ppppnnn.xls where the pppp is your Paypoint Code and the nnn is a sequential
number.
Discuss the requirement with the System Support Team if you are unsure of your Paypoint
Code or where to start your sequence number from, however this would normally be 001.
For the Compendia Codes Input Template, copy and save as ppppcodes, again where pppp
is your Paypoint Code.
You will need to agree any codes with the System Support Team to ensure they are in the
correct format to be accepted by Compendia.
For payroll interfaces that are currently being built these have probably already been agreed.
Required data, tabs, mandatory data and deleting data
Each Compendia Member Input Template supplied should only contain new information for
new joiners or changes to data held on the Compendia database for existing members.
When submitting changes for existing members, mandatory fields on the worksheet “Basic
Details Existing Members” should always be populated, even if the mandatory fields have
not changed. Once this data has been supplied there is no requirement to supply this again.
Therefore the next month should not contain any of the information received the previous
month.
Please do not amend the order of the tabs or of any of the columns as this will result in the
import to Compendia failing. You can however adjust the column width.
Mandatory fields are highlighted in Gold to assist you, although MyCSP requires more than
just the mandatory fields to ensure accurate pension benefits are produced. All required data
is detailed under the specific tab heading in this document.
If you cannot see all the tabs you will need to use the arrow buttons in the bottom left of the
spreadsheet to move between the tabs.
There will hopefully be very few occasions when you need to delete data previously sent to
MyCSP, however if this need arises please do not do this through the spreadsheet as it
could result in duplicate entries instead of removal of the incorrect data. To delete data
please contact the System Support Team.
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Field lengths
If you attempt to enter a piece of text or a number that is too long for the interface to work
correctly, the spreadsheet will stop you and present you with an error message. This is to
ensure that when it is converted for the System Support Team to import, the data will all be
in correct format, allowing Compendia to interface the data.
Other error messages
Other error messages may appear and they are to ensure you are entering data that
Compendia can import, like in a field where only certain entries are allowed; for example
Marital Status.
When you see error messages please review your input. Please contact the System Support
Team if you are truly confident that what you are entering should be interfaced to
Compendia.
You may need to remove write-protection from the two spreadsheets, please contact the
System Support Team if you have any problems.
Secure data handling
The method you choose to send the completed spreadsheets to the System Support Team
must be agreed before sending due to the sensitive nature of the data being transferred.
You should not purchase any encryption software which may be incompatible with MyCSP
systems.
EPN203 from January 2008 stated: “The data should be encrypted to AES 256 bit standard
and protected by complex password. The data should be transported by secure courier
using a tracked service.”
Lesser used tabs
There are five tabs within the Excel workbook that are not described in this document. They
are the AVC History, the Beneficiary Details, the Event Details the Other Benefits and
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Remarks. These tabs are used infrequently as an interface method and if they are deemed
relevant to your organisation further guidance will be issued. These items are normally
populated manually by MyCSP on behalf of the member or Cabinet Office.
Specific employer fields
Several areas of this document contain references to various columns, and the values of
those columns, as “For use by specific employers only”.
If you are one of those specific employers, MyCSP will have supplied you with a separate
guidance sheet. If you have not been provided with this guidance sheet, these fields do not
apply to you, and you do not need to worry about supplying MyCSP with this data
alpha
Changes to the Public Service Pension arrangements in 2015 have introduced a new
scheme. This scheme is similar to the nuvos section of the PCSPS.
Most members of the existing scheme will be moved into alpha. Most will be moved on
01/04/2015 but some will move after that date (at the end of a tapering period). The rest will
remain in the existing scheme until a future date, or until retirement. Those members who do
join alpha from the existing Scheme will retain a semi-active status in the previous scheme.
Employers who are moving members into alpha should do so by submitting a Service
History record on the Service History tab with a Start Reason code of ‘T’ (Transition) and a
Start Date of the Transition date. If a member has an Ill-health Retirement Application in
progress at the time of the Transition Date, then the record should not be submitted until the
results of that application are known. They should only then be sent if the results of that
application are unsuccessful. The record will trigger a process that will close the previous
Service History details and any WPS Contribution contracts that are open in the old Scheme.
However, arrears contributions to those old WPS Contribution contracts will still be
processed.
If an individual re-joins the new Scheme within five years of their previous period of service
then it is possible for the EPA contract from the previous period of service to be restarted.
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The basic set
A basic set on Compendia must always be present for all members, otherwise data from
other sets will not import. It holds key and personal information. All basic set changes should
be sent, so that pension benefits can be updated on Compendia as necessary.
The Basic Details ‘New Members’ tab should be completed and sent where you believe the
member is not on Compendia e.g. a new starter or where no previous notification of a
member’s employment has been communicated in any form.
The Basic Details ‘Existing Members’ should only be sent where there is a change to an
existing Compendia member, for example change to marital status, surname or the
correction of bank details.
Relative tabs on Compendia Member Input Template: Basic Details New Members & Basic
Details Existing Members.
Basic details - new members
The mandatory fields are:
Field
Notes
NI Number





Payroll Number
Such as MODX/987654F
If the number is longer than 12 characters contact the System Support Team for
advice
Should ideally lead with your paypoint code to help ensure the number is unique.
Surname
The members’ legal surname.
Name1
The first name or initial.
Title
One of:






Sex
Always in upper case
Always nine characters
Never blank
Never a temporary number (HMRC rules)
Never contain any other characters such as question mark
Mr,
Mrs,
Miss,
Ms,
Dr or
Rev.
Choose either Male or Female
If gender reassignment please contact the System Support Team for advice.
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Field
Marital Status
Notes
One of:







Date of Birth
S - Single
M - Married
D - Divorced
W - Widowed
U - Unknown
P - Civil Partner
X - Ex Civil Partner
In the format DD/MM/YYYY
In addition MyCSP treat the following fields as mandatory fields for administration purposes
(contact the System Support Team if you wish for an exception to a field here):
Field
Notes
Name2 and
Name3
Where the member has middle name(s).
Use full names or initials
Employer
The employer code (contact the System Support Team if you are unsure of what
your code is).
Paypoint
The paypoint code (contact the System Support Team if you are unsure of what
your code is).
Location
The location code must be relevant to a code that sits on the location code table.
Please see the code instructions at the back of this guide for more details.
Date First
Joined CS
Must be in format DD/MM/YYYY
The date the member joined the Civil Service, regardless of whether they joined a
pension scheme.
The remaining non-mandatory fields are:
Field
Notes
Ill-health
Exclusion
No longer used, please leave blank.
Other Name
Usually either a maiden name or nick name. Most employers choose not to
supply this data.
Spouse Date of
Birth
This is only necessary in a small number of cases and most employers choose
not to supply this data.
NRD Override
The notional retirement date override is used in special circumstances and most
employers choose not to supply this data via override.
Age Evidence
For confirmation that a birth certificate has been received. Most employers
choose not to supply this data and leave the confirmation to MyCSP.
Decoration
MBE’s, CBE’s, OBE’s and such should be put in this field.
Date marriage
ceased



Bank Sort Code
The bank sort code.
A/C Number
The bank account number.
For divorced members this is the date of the decree absolute
For widowed members this is the date of the death of their spouse
For all other marital statuses this field should be left blank
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Field
Notes
Account Type
Relevant if person has a building society roll number.
Multiple Appt
Ind
Please leave blank
If you have any employees in concurrent employment contact the System
Support Team for special instructions.
Contractual
Rtmt Date
The contractual retirement date is only necessary if the employee has special
rights to take his or her pension earlier than other members of the scheme.
Bldg Soc Roll
No
The building society roll number.
Cabinet Office
Approval Ind
For use by specific employers only
EPA Restart Ind
Null – No instruction
A – Restart EPA
B – For use by specific employers only.
EPA Restart Date
EPA Restart
Date
Basic details - existing members
The mandatory fields are:
Field
Notes
NI Number





Payroll Number
Such as MODX/987654F
If the number is longer than 12 characters contact the System Support Team for
advice
Should ideally lead with your paypoint code to help ensure the number is unique.
Surname
The member’s legal surname.
Name1
The first name or initial.
Title
One of:






Sex
Always in upper case
Always 9 characters
Never blank
Never a temporary number (HMRC rules)
Never contain any other characters such as question mark
Mr,
Mrs,
Miss,
Ms,
Dr or
Rev.
Choose either Male or Female
If gender reassignment please contact the System Support Team for advice.
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Field
Marital Status
Notes
One of:







S- Single
M- Married
D- Divorced
W- Widowed
U- Unknown
P- Civil Partner
X- Ex Civil Partner
Date of Birth
In the format DD/MM/YYYY
Paypoint
The paypoint code (contact the System Support Team if you are unsure of what
your code is).
In addition MyCSP treat the following fields as mandatory fields for administration purposes
(contact the System Support Team if you wish for an exception to a field here):
Field
Notes
Name2 and
Name3
Where the member has middle name(s).
Use full names or initials
Employer
The employer code (contact the System Support Team if you are unsure of what
your code is).
Location
The location code must be relevant to a code that sits on the location code table.
Please see the code instructions at the back of this guide for more details.
Date First
Joined CS
Must be in format DD/MM/YYYY
The date the member joined the Civil Service, regardless of whether they joined a
pension scheme.
This must match the NI number previously supplied in the basic set.
If attempting to correct a NI number, please make sure the payroll number is entered and
exactly matches that previously sent. This will ensure Compendia is able to find and update
the correct member.
To amend any other basic set fields for an existing member please use the guidance for
Basic Details - New Members.
The following fields are not mandatory, but have been introduced as part of the 2015 alpha
scheme:
Field
Notes
Cabinet Office
Approval Ind
For use by specific employers only
EPA Restart Ind
Null – No instruction
A – Restart EPA
B – For use by specific employers only
EPA Restart Date
EPA Restart
Date
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The following fields are not mandatory:
Field
Notes
Ill-health
Exclusion
No longer used, please leave blank.
Other Name
Usually either a maiden name or nick name. Most employers choose not to
supply this data.
Spouse Date of
Birth
This is only necessary in a small number of cases and most employers choose
not to supply this data.
NRD Override
The notional retirement date override is used in special circumstances and most
employers choose not to supply this data via override.
Age Evidence
For confirmation that a birth certificate has been received. Most employers
choose not to supply this data and leave the confirmation to MyCSP.
Decoration
MBE’s, CBE’s, OBE’s and such should be put in this field.
Date marriage
ceased
Bank Sort Code
A/C Number
Account Type
 For divorced members this is the date of the decree absolute
 For widowed members this is the date of the death of their spouse
 For all other marital statuses this field should be left blank
The bank sort code.
The bank account number.
Relevant if person has a building society roll number.
Multiple Appt
Ind


Contractual
Rtmt Date
The contractual retirement date is only necessary if the employee has special
rights to take his or her pension earlier than other members of the scheme.
Bldg Soc Roll
No
The building society roll number.
Please leave blank
If you have any employees in concurrent employment contact the System
Support Team for special instructions.
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The service history
3
The service history set on Compendia is a key set for all schemes.

it holds key information about which pension scheme a person has joined

it is used to calculate reckonable and qualifying service

it records all breaks of service that impact of pension benefits, including unpaid
leave, maternity leave and unpaid and half-paid sick leave

it is used to determine the current status of a member in selection for Annual Benefit
Statements

it is used to select members for the nuvos and alpha year end process

it is also used during the calculations for the Civil Service Compensation Scheme,
Injury Benefit Scheme and Transfer Values cases.
Please note that following Pensions Reform it is no longer necessary to inform us that a new
employee is casually employed. These people should show as active members (see the
Service History Crib Sheet) if they are part of the premium or nuvos pension schemes.
Relative tab on Compendia Member Input Template: Service History, Service History Crib
Sheet
The Service History Crib Sheet has been updated with common CSO Scheme Categories,
but should not be considered an exhaustive list.
See Appendix II for an example of how to move members into alpha
The mandatory fields are:
Field
Notes
NI Number
Must match the NI number supplied in the basic details tab.
Start Date




Must be completed in format DD/MM/YYYY.
For a new joiner this must be the first day the member was employed from.
For an absence, this must be the first full day that the member was absent on
less than full pay.
For a return from an absence (RB), this must be the first day that the member
returns to fully paid employment.
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Field
Notes
Start Reason
The first reason for a service history entry is normally always a new joiner- code
N as shown in the Service History crib sheet tab.
Absence codes are also shown in this tab.
The specific type of special unpaid leave is not usually necessary so don’t worry
if the reason (Study Leave etc.) isn’t available to you, please just enter the
generic special unpaid leave code LN
As part of the 2015 alpha scheme, new Start Reasons have been added to the
Service History crib sheet for:
'AF - Adoption Leave (Full Pay)',
'PF - Paternity Leave (Full Pay)',
'T - Transition to alpha'
For a full list of start reasons, see Appendix I below
Scheme
If a member’s eligible for alpha (even if opted out), this should be set to CSO. For
PCSPS members this should always be set to PCS. For any other schemes
please seek clarification from the System Support Team.
Scheme
Category
The scheme category is used to define the correct reckonability / qualifying
category.
Status
The status is frequently used by Compendia to locate persons on breaks and
when in a Fixed Term Appointment.
The status must correspond with the start reason shown in the service history
crib sheet tab.
Employer
The employer code (contact the System Support Team if you are unsure of what
your code is).
The following fields have been introduced as part of the 2015 alpha scheme:
Field
Assumed Pay
Code
EPA
Suspension
Code
AP Suspension
Code
Notes
Values should be set to:
‘Null’ Normal
‘A’ Assumed Pay
‘R’ Reduced Pay
Values should be sent on every record while the setting applies.
Values should be set to:
‘Null’ EPA not suspended
‘A’ EPA suspended (assumed pay)
‘D’ – For use by specific employers only
‘E’ – For use by specific employers only
‘G’ – For use by specific employers only
Values should be sent on every record while the setting applies.
‘Null’ AP not suspended
‘A’ AP suspended (assumed pay)
Values should be sent on every record while the setting applies
This applies to alpha only.
The following fields are not mandatory and are only required on termination of an employee:
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Field
Notes
End Date
Must be in format DD/MM/YYYY.
The end date, last day in service (LDS), is only to be sent if the person has
terminated and must be attached to the last known entry in the Compendia
service history set.
It can often be difficult for an employer to know the last service history entry so
Claybrook have devised the following approach:







End Reason
Start Date field= Enter the LDS.
NI Number = NINO in a format as described.
Start Reason=ZZ,
Scheme = CSO if alpha member; PCS if PCSPS member.
Scheme Category=C, P or P2; A for alpha – see Appendix III for a full list of
categories
Status=A,
End Date= LDS (same as the Start date.)
The end reason would be one of those on the service history codes for end
reasons table.
Service history codes for end reasons
End Reason Description
End Reason Code
Retirement with Pension
3
End of Contract
4
Resignation
5
Secondment
6
Death
7
Redundancy
9
Dismissal
10
Preserved Pension on Transfer Rights
11
Approved Early Retirement
18
Premature Retirement for Inefficiency
20
Retirement on Grounds of Ill-health
21
Transition to alpha
46
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4
The pay history (nuvos)
In relation to members of the nuvos scheme, the pay history set is the most important. It
holds vital information of pensionable earnings, which are used to determine the member’s
pension ‘pot’ on a yearly basis. It also holds details of any added pension contributions
bought on either a member only or member and spouse basis. Contributions to the pension
scheme and contracted-out data are also held in this set.
Contracted out earnings should contain the earnings on which national insurance
contributions are paid at the contracted out rate. The method of calculating these earnings
can be found on the HMRC website. Employers should ensure they keep themselves up to
date with current taxation policy.
Relative tab on Compendia Member Input Template: Pay History
The mandatory fields (specifically for nuvos members) are:
Field
Notes
NI Number
Must match the NI number supplied in the basic details tab.
Start Date
Must always be in format 01/04/YYYY, even if the member joined at a later date.
Period Number
From June 30th 2007, for new starters the service period number (SPN) should
be 1.
For subsequent periods of employment the SPN should increment by 1. E.g. if
the member started on 15/08/2007, terminated on 30/12/2007, then re-joined
22/01/2008 the SPN would be 2 for the re-joined period. Once a new financial
year starts 01/04/YYYY, the SPN should revert back to 1.
If the member does not leave, the SPN should remain at 1.
End Date
For continuous monthly updates the end date should be the last calendar day of
the month of the pay period supplied, or the members last day of service if
terminating during that period. The last date of any full scheme year is
31/03/YYYY.
Employer
The employer code (contact the System Support Team if you are unsure of what
your code is).
Paypoint
The paypoint code (contact the System Support Team if you are unsure of what
your code is).
Total CO
Earnings
Contracted Out Earnings.
Scheme
For PCSPS this will always be PCS – For any other scheme please contact the
System Support Team.
Scheme Conts
The cumulative total-to-date figure of nuvos pension contributions relevant to the
service period number and the period between start and end dates in this tab.
Earnings* (see
following page
for help)
The cumulative total-to-date figure of nuvos pensionable earnings relevant to the
service period number and the period between start and end dates in this tab.
See the following page for assistance.
The following fields are not mandatory but must be supplied if the member takes out an
added pension contract:
Field
Notes
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Field
Notes
Added Pension
AVC’s - (For
Member and
Spouse)
The cumulative total-to-date figure of any added pension contributions paid by
the member relevant to the SPN and the period between start and end dates in
this tab.
Added Pension
AVC - (For
Member Only)
The cumulative total-to-date figure of any added pension contributions paid by
the member relevant to the SPN and the period between start and end dates in
this tab.
The following fields are not mandatory but MyCSP prefer to hold the data if known:
Field
Notes
NI Category
Usually D for most members.
Cat’y E CO
Earnings
The total contracted-out earnings for employees with NI Category E.
The following fields are not required for nuvos and must not be entered:

WPS Contributions

Added Years Contributions

Money Purchase Conts

GNI Conts

Added Years Family Benefit Conts

Pre 78/88 WPS Conts

Employer Conts (P’ship)

Employee Conts (P’ship)
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5
The pay history (alpha)
The pay history holds information on pensionable earnings, which are used to determine the
member’s pension ‘pot’ on a yearly basis. It also holds details of any added pension
contributions bought on either a member only or member and spouse basis. Contributions to
the pension scheme and contracted-out data are also held in this set.
Contracted out earnings should contain the earnings on which national insurance
contributions are paid at the contracted out rate. The method of calculating these earnings
can be found on the HMRC website. Employers should ensure they keep themselves up to
date with current taxation policy.
Relative tab on Compendia Member Input Template: Pay History
The mandatory fields (specifically for alpha members) are:
Field
Notes
NI Number
Must match the NI number supplied in the basic details tab.
Start Date
Must always be in format 01/04/YYYY, even if the member joined at a later date.
Period Number
From June 30th 2007, for new starters the service period number (SPN) should
be 1.
For subsequent periods of employment the SPN should increment by 1. E.g. if
the member started on 15/08/2007, terminated on 30/12/2007, then re-joined
22/01/2008 the SPN would be 2 for the re-joined period. Once a new financial
year starts 01/04/YYYY, the SPN should revert back to 1.
If the member does not leave, the SPN should remain at 1.
End Date
For continuous monthly updates the end date should be the last calendar day of
the month of the pay period supplied, or the members last day of service if
terminating during that period. The last date of any full scheme year is
31/03/YYYY.
Employer
The employer code (contact the System Support Team if you are unsure of what
your code is).
Paypoint
The paypoint code (contact the System Support Team if you are unsure of what
your code is).
Total CO
Earnings
Contracted Out Earnings
Scheme
‘CSO’ = Eligible for alpha (even if opted out)
(NOTE use CSO if in alpha even if some Contributions relate to the previous
scheme)
Total scheme contributions for alpha
Scheme Conts
Earnings* (see
following page
for help)
The cumulative total-to-date figure of alpha pensionable earnings relevant to the
service period number and the period between start and end dates in this tab.
The following fields are not mandatory but must be supplied if the member takes out an
alpha added pension or EPA contract:
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Field
Notes
Added Pensions
AVC - alpha
The cumulative total-to-date figure of any recurring payment Added Pension AVC
Contributions (Normal Member and Spouse/Partner terms) for alpha
(Excluding any Lump sum or employer payments).
The cumulative total-to-date figure of any
Recurring payment Added Pension AVC Contributions (Member only terms) for
alpha.
(Excluding any Lump sum or employer payments).
Recurring payment EPA AVC Contributions.
Year to date ‘recurring payment’ contributions only.
EPA Employee Contribution Percentage. Required when submitting contributions
for an EPA
Added Pensions
AVC - alpha
(Member only)
EPA AVC
EPA Employee
Contribution
Rate
The following fields are not mandatory but MyCSP prefer to hold the data if known:
Field
Notes
NI Category
Usually D for most members.
Cat’y E CO
Earnings
The total contracted-out earnings for employees with NI Category E.
The following fields are for specific employers only:
Field
Notes
Filler1
For use by specific employers only
Filler2
For use by specific employers only
Filler3
For use by specific employers only
Filler4
For use by specific employers only
The following fields are not required for alpha and must not be entered.

WPS Contributions

Added Years Contributions

Money Purchase Conts

GNI Conts

Added Years Family Benefit Conts

Pre 78/88 WPS Conts

Employer Conts (P’ship)

Employee Conts (P’ship)
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6
nuvos and alpha pensionable earnings
The EARNINGS Field should be supplied for nuvos and alpha and holds the actual
pensionable earnings paid to the member in the year-to-date. The pensionable earnings
should reflect the actual earnings at the date payment was made and not at the date earned
as, for example, following a retrospective pay award. No attempt should be made to adjust a
previous year’s figure even if the member has subsequently left. It is possible that earnings
are reported in the deduction year after employment has ceased (Reference Section 4.11
Payroll Year End Processing).
For part-timers, actual earnings rather than notional full-time equivalent earnings are
required.
Assumed pay
In certain circumstances, employees may receive a reduced rate of pay or no pay but
pensionable earnings remain at the rate that would have applied if these circumstances had
not happened. Assumed Pay contributions may be on assumed or actual pay as appropriate.
Where a member with an EPA goes on assumed pay they have the option to suspend
contributions. Payrolls will need to provide details of the start and end of such periods. This
is essentially a subset of the data required under assumed pay above.
In order to validate the contributions deducted against those expected, additional information
for members on assumed pay will be required. This will consist of the type of assumed pay,
whether contributions are suspended and the rate of actual pay on which contributions are
based.
Note
The most common reason for assumed pay will be members on half paid sick leave and
statutory maternity pay.
Reduced Pay
Reduced pay is a subset of assumed pay. These are the absence types listed as Level 1 in
Appendix 1 below.
Note that for these absence types the reduced pay could be the same as the assumed pay,
but both are required and the assumed pay code should be set to ‘R’.
Non-cash benefits
Non-cash benefits, such as the provision of uniforms, which are deemed pensionable, are
given a value which is taken into account when calculating pension benefits. This value must
be incorporated in the figure for pensionable earnings. Please note that employers must
have obtained CSP approval for any non-cash benefits which they wish to be pensionable.
Example
The value of uniforms which are granted on a pensionable basis is deemed to be 2% of basic pay
(pensionable earnings are therefore 102% of basic pay, plus any other pensionable allowances).
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If you are unsure what figure to use when populating the earnings field in the pay history tab,
as a general rule, the member’s pensionable earnings should be based on the figure used to
calculate the employers ASLCs.
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7
The pay history (premium and classic plus)
In relation to members of the premium and classic plus schemes, the pay history set on
Compendia holds information on contributions to the schemes and contracted-out data. It is
mainly used to provide refunds of contributions under certain termination of employment,
before or at pension age as well as other technical functions. Noted fields are specific to
premium and classic plus.
Relative tab on Compendia Member Input Template: Pay History.
The mandatory fields for premium and classic plus members are:
Field
Notes
NI Number
Must match the NI Number supplied in the basic details tab.
Start Date
Must always be in format 01/04/YYYY, even if the member joined at a later date.
Period Number
From June 30th 2007, for new starters the service period number (SPN) should
be 1.
For subsequent periods of employment the SPN should increment by 1. E.g. if
the member started on 15/08/2007, terminated on 30/12/2007, then re-joined
22/01/2008 the SPN would be 2 for the re-joined period. Once a new financial
year starts 01/04/YYYY, the SPN should revert back to 1.
If the member does not leave, the SPN should remain at 1.
End Date
For continuous monthly updates the end date should be the last calendar day of
the month of the pay period supplied, or the members last day of service if
terminating during that period. The last period of any scheme year is always
31.03.YYYY.
Employer
The employer code (contact the System Support Team if you are unsure of what
your code is).
Paypoint
The paypoint code (contact the System Support Team if you are unsure of what
your code is).
Total CO
Earnings
Contracted Out Earnings.
Scheme
For PCSPS this will always be PCS – For any other scheme please contact the
System Support Team.
Scheme Conts
The cumulative total-to-date figure of premium pension contributions relevant to
the service period number and the period between start and end dates in this tab.
The following fields are not mandatory but must be supplied if the member takes out any
added years, added pension or money purchase contracts:
Field
Notes
Added Years
Contributions
The cumulative total-to-date figure of any added years contributions paid by the
member, relevant to the SPN and the period between start and end dates in this
tab.
Money Purchase
Conts
The cumulative total-to-date figure of any money purchase contributions paid by
the member, relevant to the SPN and the period between start and end dates in
this tab.
Added Pension
AVC’s (Member
& Spouse)
The cumulative total-to-date figure of any added pension contributions paid by
the member, relevant to the SPN and the period between start and end dates in
this tab.
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The following fields are not mandatory but can be completed for information purposes:
Field
Notes
NI Category
Usually D for most members.
Cat’y E CO
Earnings
The total contracted-out earnings for employees with NI Category E.
The following are not required for premium & classic plus and must not be entered:

WPS Contributions

Added Pension AVC (Member Only)

GNI Conts

Added Years Family Benefit Conts

Pre 78/88 WPS Conts

Employer Conts (P’ship)

Employee Conts (P’ship)
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8
The pay history (classic)
In relation to members of the classic scheme, the pay history set on Compendia holds
information on contributions to the Widows Pension Scheme and contracted-out data. It is
mainly used to provide refunds of contributions under certain circumstances on termination
of employment, before or at pension age as well as other technical functions. Noted fields
are specific to the classic scheme.
Relative tab on Compendia Member Input Template: Pay History
The mandatory fields for classic members are:
Field
Notes
Start Date
Must always be in format 01/04/YYYY, even if the member joined at a later date.
Period Number
From June 30th 2007, for new starters the service period number (SPN) should
be 1.
For subsequent periods of employment the SPN should increment by 1. E.g. if
the member started on 15/08/2007, terminated on 30/12/2007, then re-joined
22/01/2008 the SPN would be 2 for the re-joined period. Once a new financial
year starts 01/04/YYYY, the SPN should revert back to 1.
If the member does not leave, the SPN should remain at 1.
End Date
For continuous monthly updates the end date should be the last calendar day of
the month of the pay period supplied, or the members last day of service if
terminating during that period. The last period of any scheme year is always
31.03.YYYY.
Employer
The employer code (contact the System Support Team if you are unsure of what
your code is).
Paypoint
The paypoint code (contact the System Support Team if you are unsure of what
your code is).
Total CO
Earnings
The total contracted-out earnings between lower and upper earnings limits,
relevant to the service period number and the period between start and end dates
in this tab.
WPS
Contributions
The cumulative total-to-date figure of any classic WPS (Widows Pension
Scheme) contributions relevant to the SPN and the period between start and end
dates in this tab.
Scheme
For PCSPS this will always be PCS – For any other scheme please contact the
System Support Team.
The following fields are not mandatory but must be supplied if the member takes out any
added years, added pension or money purchase contracts:
Field
Notes
Added Years
Contributions
The cumulative total-to-date figure of any added years contributions paid by the
member, relevant to the SPN and the period between start and end dates in this
tab.
Money Purchase
Conts
The cumulative total-to-date figure of any money purchase contributions paid by
the member, relevant to the SPN and the period between start and end dates in
this tab.
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Field
Notes
Added Pension
AVC’s (Member
& Spouse)
The cumulative total-to-date figure of any added pension contributions paid by
the member, relevant to the SPN and the period between start and end dates in
this tab.
The following fields are not mandatory but can be completed for information purposes.
Field
Notes
NI Category
Usually D for most members.
Cat’y E CO
Earnings
The total contracted-out earnings for employees with NI Category E.
The following are not required for classic members and must not be entered:

GNI Conts

Pre 78/88 WPS Conts

Added Pension AVC (Member Only)

Employer Conts (P’ship)

Employee Conts (P’ship)

Added Years Family Benefit Conts
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The pay history (Partnership)
9
In relation to members of the Partnership scheme, the pay history set on Compendia holds
information on contributions to the scheme and contracted-out data. It is mainly used to
provide refunds of contributions under certain circumstances on termination of employment,
before or at pension age as well as other technical functions. Noted fields are specific to the
Partnership scheme.
Relative tab on Compendia Member Input Template: Pay History
The mandatory fields for Partnership members are:
Field
Notes
NI Number
Must match the NI Number supplied in the basic details tab.
Start Date
Must always be in format 01/04/YYYY, even if the member joined at a later date.
Period Number
From June 30th 2007, for new starters the service period number (SPN) should
be 1.
For subsequent periods of employment the SPN should increment by 1. E.g. if
the member started on 15/08/2007, terminated on 30/12/2007, then re-joined
22/01/2008 the SPN would be 2 for the re-joined period. Once a new financial
year starts 01/04/YYYY, the SPN should revert back to 1.
If the member does not leave, the SPN should remain at 1.
End Date
For continuous monthly updates the end date should be the last calendar day of
the month of the pay period supplied, or the members last day of service if
terminating during that period. The last period of any scheme year is always
31.03.YYYY.
Employer
The employer code (contact the System Support Team if you are unsure of what
your code is).
Paypoint
The paypoint code (contact the System Support Team if you are unsure of what
your code is).
Scheme
For partnership this will always be PCS, even when date of joining is on or after 1
April 2015.
Employer Conts
(P’ship)
The cumulative total-to-date figure of the employer’s contribution towards the
employees Partnership pension fund relevant to the service period number and
the period between start and end dates used in this tab.
Employee Conts
(P’ship)
The cumulative total-to-date figure of the employee’s Partnership contributions,
relevant to the service period number and the period between start and end dates
used in this tab.
The following fields are not mandatory but can be completed for information purpose.
Field
NI Category
Notes
The National Insurance category of the member
Usually C for Partnership members
The following fields are not required for Partnership and therefore must not be entered:

Total CO Earnings
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
WPS Contributions

Added Years Contributions

Money Purchase Conts

GNI Conts

Cat’y E CO Earnings

Added Years Family Benefit Conts

Pre 78/88 WPS Conts

Scheme Conts

Earnings

Added Pension AVC’s

Added Pension AVC (Member Only)
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10 Added pension
Added pension can be purchased by lump sum and by additional voluntary contribution
(AVC). Purchase by lump sum should not be reported via the interface and there is an
alternative way of reporting this (please contact your pensions manager for more details).
Added pension by AVC must be reported by the interface in the pay history.
Added pension can be for member-only benefits or for family and member benefits. Not all
members have a choice and at the time of writing (Winter 2015) only nuvos and alpha
members can access member-only benefits and all scheme members (excluding
Partnership) can access family and member benefits. Further details on added pension can
be found on the Cabinet Office website.
Part 1 PCSPS sections
If a member is purchasing part 1 PCSPS added pension for member-only benefits the
Added Pension AVC - (For Member Only) column must be entered. If they are purchasing
added pension for themselves plus their family, the contributions must be reported in the
Added Pension AVCs column. If the contributions are not reported in-year, in the same way
as pensionable earnings are needed each year, then the added pension will not build up
correctly.
alpha scheme
For members purchasing alpha added pension, new columns have been added to the Pay
History tab. When the member is paying alpha added pension contributions for Member
only, complete the Added Pension AVC – Alpha (Member Only) column. When the
member is paying alpha added pension for member and spouse the Added Pension AVC –
alpha column should be completed.
Members moved into alpha with part 1 PCSPS added pension
Members of alpha who have moved over from part 1 PCSPS with a pre-existing part 1
added pension contract, should continue to report the contributions for this contract using the
Added Pension AVC – (For Member Only) or Added Pension AVCs columns.
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11 Addresses
An accurate office address is required to ensure all correspondence reaches the recipient.
The home address is only required at termination. Please supply as much information as
possible. All address line columns are restricted to 30 characters.
Relative tab on Compendia Member Input Template: Office Address, Home Address.
The office address
The mandatory fields are:
Field
Notes
NI Number
Must match the NI number supplied in the basic details tab.
Address Line 1
The first line of the members address.
The non-mandatory fields are:
Field
Notes
Address Line 2
The second line of the members office address.
Address Line 3
The third line of the members office address.
Address Line 4
The fourth line of the members office address.
Address Line 5
The fifth line of the members office address.
Postcode
The postcode of the members office address.
For countries with no postal code, this is not required.
Country
The country of the members office address where not within the United Kingdom.
Addressee
Name
The members name can be entered here; however it is not a requirement.
Tel No 1
The members office telephone number, however it is not a requirement.
Tel No 2
The members secondary telephone number, however it is not a requirement.
Effective Date
Must be in format DD/MM/YYYY.
Mail Sort Code
Please leave blank.
Email Address
The member’s office email address.
The home address
The mandatory fields are:
Field
Notes
NI Number
Must match the NI number supplied in the basic details tab.
Address Line 1
The first line of the member’s address.
The non-mandatory fields are:
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Field
Notes
Address Line 2
The second line of the member’s home address.
Address Line 3
The third line of the member’s home address.
Address Line 4
The fourth line of the member’s home address.
Address Line 5
The fifth line of the member’s home address.
Postcode
The postcode of the member’s home address.
For countries with no postal code, this is not required.
Country
The country of the member’s home address where not within the United
Kingdom.
Addressee
Name
The member’s name can be entered here; however it is not a requirement.
Tel No 1
The member’s home telephone number, however it is not a requirement.
Tel No 2
The member’s secondary telephone number, however it is not a requirement.
Effective Date
Must be in format DD/MM/YYYY.
Mail Sort Code
Please leave blank.
Email Address
The members home email address.
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12 The salary details
The salary history set on Compendia is required for the calculation of pensionable pay;
therefore a member’s complete annual salary history is required.
Relative tab on Compendia Member Input Template: Salary Details
The mandatory fields are:
Field
Notes
NI Number
Must match the NI number supplied in the basic details tab.
Salary Start
Date
Must be in format DD/MM/YYYY.
The date the salary started from such as the start of employment, date of a pay
award or promotion.
Employer
The employer code (contact the System Support Team if you are unsure of what
your code is).
Paypoint
The paypoint code (contact the System Support Team if you are unsure of what
your code is).
Notional Pay
The ANNUAL salary rate.
For part-time employees this must still be the full time equivalent rate of pay.
There should be no requirement to amend the salary except to show any
increases or decreases (rare). Salaries at a zero rate must not be passed
through.
If you send through a zero rate to show unpaid absences or for any other reasons
you will be required to remove it. (Non-reckonable absences must be reported in
the service history Tab).
If the employee is receiving half paid sick leave, the notional pay rate remains at
the full annual salary rate.
If the employee is receiving sick pay at pension rate, the notional pay remains at
the full salary rate.
Actual Pay
For a part-timer and Contract Type 5 or 6 enter actual pay otherwise it will be the
same as notional pay.
The following fields are not mandatory but should be sent for information purposes.
Field
Contract
Notes
Choose one of the following




M- Monthly
W- Weekly
5- 5 day week
6- 6 day week
End Date
Please leave blank
Substantive
Grade
The grade code used here should also be on the grade codes table (see the
codes table guidance at the end of this document).
Grades are very useful for administration purposes especially when trying to
recognise an employee who is in receipt of a 2% uniform uplift.
Salary / Wage
Flag


S-Salary
W-Wage
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Field
Notes
Actual London
Weighting
Please leave blank
Actual Mark
Time
Please leave blank
Reduced Actual
Pay
Always when on Reduced pay (Service History tab Assumed Pay Code set to ‘R’)
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13 Pensionable allowances
The allowance history set on Compendia is required for the calculation of pensionable pay.
All pensionable regular allowances must be sent to the allowance history, recorded as a
notional annual figure, with a start date. The start date is the date from which the allowance
was earned (not paid).
Should an allowance increase, a further record must be sent to us indicating the effective
date of the new rate of allowance. An end to the previous allowance is not necessary as the
same allowance code would be used. There are two ways to end a regular pensionable
allowance, when the allowance has stopped:

After payment has ended the allowance can be resent as it was originally, but this
time add an end date of the last day the allowance was effective for. Or;

After payment has ended a new allowance line can be sent through with the same
allowance code, effective on the day after the allowance was ended, with an
allowance rate containing zeros.
Pensionable bonus payments where the effective date is not known are reported in the
allowance history as spread bonuses. The total amounts paid are provided and these are
deemed to have been allocated equally over a period of time (generally a short period of
time), and thus start and end dates must be supplied simultaneously.
All allowances and spread bonuses must have an associated code. These codes must first
be recorded on the allowance codes tab on the Compendia Codes Input Template.
Relative tab on Compendia Member Input Template: Pensionable Allowance.
The mandatory fields are:
Field
Notes
NI Number
Must match the NI number supplied in the basic details tab.
Start Date
Must be in format DD/MM/YYYY.
Paypoint
The paypoint code (contact the System Support Team if you are unsure of what
your code is).
Employer
The employer code (contact the System Support Team if you are unsure of what
your code is).
Allowance Code
The allowance code must be relevant to a code that sits on the allowance code
table.
For calculation purposes the allowance code determines whether entries are
regular allowances or spread bonuses.
Allowance Rate
For a regular allowance, this is the annual rate of the allowance.
For part-time employees this is the full time equivalent rate.
For a spread bonus, this is the actual payment paid to the member.
Do not send zero rated allowances when a member is on a reduced rate of pay
e.g. unpaid leave, half paid leave or sick pay at pension rate. (Such absences
must be recorded in the service history tab.)
Actual Rate of
Allowance
For a part-timer enter actual allowance otherwise it will the same as Allowance
Rate.
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The following fields may also be entered:
Field
Notes
End Date
See above for terminating an allowance.
For a spread bonus this field is mandatory and marks the end of the period you
are spreading the bonus payment over.
Pensionable
Flag
Speak with the System Support Team for guidance.
Industrial Flag
Speak with the System Support Team for guidance.
Pre 75 Flag
Speak with the System Support Team for guidance.
Basic Pay
Reckonable
Speak with the System Support Team for guidance.
% Shift
Allowance
Enter the % of salary attributed to the allowance. E.g. 20 = 20%.
No % sign please.
Reduced Actual
Rate
Always when on Reduced pay (Service History tab Assumed Pay Code set to
‘R’).
Reduced
Notional Rate
Not currently required.
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14 Pensionable bonuses
The Compendia bonus history, which is used in the calculation of pensionable pay, holds a
record of irregular bonus payments that are recorded against a specific day, e.g. Saturday &
Sunday overtime.
Please note that only pensionable bonuses should be sent, such as the premium element of
overtime or travel time e.g. Saturday overtime is normally paid at time and a half PLUS a half
time enhancement. Only the enhancement (premium payment) is pensionable – it is this
premium payment that must be populated in this tab (not the time and a half payment). For
Sunday overtime, the payment is split between plain time PLUS a plain time enhancement
(premium). Again it is the enhancement (plain time in this case) that should be populated on
this tab.
Note
If at a later date a total recovery is made of a bonus payment that MyCSP have already been
notified of, please contact the System Support Team for advice.
If at a later date a partial amendment is made to a bonus payment that MyCSP have already been
notified of, the new (amended) bonus figure should be sent using the same bonus code and
effective date as used in the original submission. Failure to comply with this instruction will result
in additional payments being added to the member’s record and an overpayment of pension
benefits.
Relative tab on Compendia Member Input Template: Pensionable Bonus.
The mandatory fields are:
Field
Notes
NI Number
Must match the NI number supplied in the basic details tab.
Effective date
Must be in format DD/MM/YYYY and be the effective date the bonus was earned.
This must not be sent as the date paid or the last day of the month.
Paypoint
The paypoint code (contact the System Support Team if you are unsure of what
your code is).
Bonus Code
The bonus code must be relevant to a code that sits on the Bonus Code table.
(Please see guidance to the rear of this document).
Employer
The employer code (contact the System Support Team if you are unsure of what
your code is).
Amount
The actual amount of PENSIONABLE bonus paid to the employee relevant to the
effective date and bonus code.
You may also wish to enter the following non-mandatory fields:
Field
Notes
Pensionable
Flag
All of the bonuses sent should be pensionable, so this flag can be completed with
aY
Industrial Flag
Discuss with the System Support Team if guidance is required.
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Field
Notes
Pre 75
Reckonable
Discuss with the System Support Team if guidance is required.
Basic Pay
Reckonable
Discuss with the System Support Team if guidance is required.
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15 WPS rate history
The WPS (Widows Pension Scheme) rate history on Compendia is a record of the rate of
contribution a classic employee has made on behalf of their potential widow. This is normally
1.5%, and must always be in multiples of 1.5% if higher (see note below). The WPS rate, in
conjunction with the other Compendia records, is used to determine pension benefits for
classic members and can influence payments of pension, lump sum and compensation.
Note
Some members choose to pay additional WPS contributions, this can be for such events as:
returning from a Reserve forces tour and paying to reinstate service in the PCSPS pension scheme;
paying for an expected service enhancement under redundancy terms etc.
Relative tab on Compendia Member Input Template: WPS Rate History
The mandatory fields are:
Field
Notes
NI Number
Must match the NI number supplied in the basic details tab.
Start Date
The first day the employee was a member of the classic scheme, usually the first
day of service.
Percent
The percentage (in decimal figures) of the WPS contribution rate the employee is
paying. Normally 1.5% or multiples there of (see note above).
Please do not enter the % sign
The following field is for use on termination of the employee, or change in scheme status.
Field
End Date
Notes
The date the person terminates on the payroll (matching the date in the service
history tab).
Or the date the person leaves the classic pension scheme.
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16 The part time hours
The part-time hours history on Compendia enables it to calculate the benefits correctly for
part-time members. This tab is therefore only necessary for part-time employees and should
not be sent for anyone else. It is used in calculating both reckonable service and
pensionable pay for classic, classic plus and premium members, and is used in calculating
benefits under the Civil Service Compensation Scheme and Injury Benefit Scheme, which
nuvos and Partnership members and opted out employees are also entitled to benefits from.
Relative tab on Compendia Member Input Template: Part-Time Hours
The mandatory fields are:
Field
Notes
NI Number
Must match the NI number supplied in the basic details tab.
Start Date
Must be in format DD/MM/YYYY and be the start date when the member began
part-time employment; or the start date when the member altered their hours.
Part-time hours
The hours per week that the member works.
Full-time hours
The equivalent full time weekly hours.
In addition MYCSP treat these fields as mandatory for administration purposes:
Field
Notes
Employer
The employer code (contact the System Support Team if you are unsure of what
your code is).
Hours type
The ratio of service and pensionable pay are based on the part-time hours and
full-time hours fields, please supply whether they are net or gross.


N- Net
G- Gross
The following field is mandatory when returning a member to full time employment or at
termination of employment:
Field
End Date
Notes
Must be in format DD/MM/YYYY.
To return a member to full time employment, resend the latest part-time start date
(as well as the other mandatory fields) and enter the last day the member was in
part-time employment.
To terminate a member, resend the latest start date (as well as the other
mandatory fields) and enter the last day of service (matching the service history
end date).
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17 Short time hours
The short time hours sets on Compendia are a record of the additional hours a part-time
employee works and therefore should only be sent for part-time employees where additional
hours, up to the conditioned hours of a full time employee, are worked. Any additional hours
over conditioned hours should be paid as overtime. N.B. Weekday overtime is not
pensionable and therefore must not be sent to MyCSP.
Additional hours can be reported to Compendia in two ways.
Preferred approach: The short time hours tab. Here, the number of hours worked on a
specific date can be sent, with the effective date. If week by week occurrences are known,
the total hours per week can be entered effective on the pay week ending date (PWE).
The short time hours (accum) tab of the spreadsheet should be sent where the hours are
known for the pay period, but not the specific day or week. In this case the start date would
be the first day of the month, and the end date the last. The number of hours would be the
total additional hours worked within the month.
All of the fields on both the Singular and Accumulated hours are mandatory.
Relative tabs on Compendia Member Input Template: Short Time Hours, Short Time Hours
(accum).
Short Time Hours (Singular)
Field
Notes
NI Number
Must match the NI number supplied in the basic details tab.
Effective Date
In the format DD/MM/YYYY.
The effective date of the additional hours or PWE date.
Hours variation
The number of hours worked in addition to the part-time hours.
Employer
The employer code (contact the System Support Team if you are unsure of what
your code is).
Short Time Hours (Accumulated)
Field
Notes
NI Number
Must match the NI number supplied in the basic details tab.
Start Date
In the format DD/MM/YYYY.
The start date of the period the hours were worked in - usually the first day of the
month.
End Date
In the format DD/MM/YYYY
The end date of the period the hours were worked in - usually the last day of the
month.
Hours variation
The number of hours worked in addition to their part-time hours.
Employer
The employer code (contact the System Support Team if you are unsure of what
your code is).
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18 Compendia codes input template
The codes input spreadsheet, once sent, will be loaded to Compendia and held under your
unique paypoint. Unless new codes are created, you do not need to send this spreadsheet
again. You will need to retain details of the codes you sent to be able to enter the
allowances, bonuses, basic and salary correctly, where you have used relevant codes.
The allowance and bonus codes are both mandatory fields on their relative sets on
Compendia and have an effect on the calculation of all benefits where pensionable pay is
used. Most organisations have some form of allowances and bonuses but it is important to
know whether they are pensionable or not. Please note that employers must have obtained
approval from CSP for any pensionable allowances/bonuses including uniform allowance. If
you are not sure about your current allowances and bonus please contact the System
Support Team who will be able to help you determine whether they are pensionable and if
the bonuses should be treated as spread bonuses.
Allowance codes
The allowance codes relate to a mandatory field in the allowance history tab and it is
therefore imperative in the calculation of benefits.
The mandatory fields are:
Field
Notes
Code
The allowance code can be numeric (most are) or alpha but must not contain any
lower case alpha characters.
Description
A short description of the allowance or spread bonus associated with the code
entered such as regular shift allowance, temporary promotion allowance or
deputising.
Pensionable
Ind(icator)
Only pensionable allowances should be sent, so this should be sent as a Y.
The following field is not mandatory but must be entered for all spread bonuses.
Field
Spread Bonus
Ind(icator)
Notes
Set to Y if a spread bonus.
Set to N or leave blank if a regular allowance.
The following fields are not mandatory
Field
Notes
Industrial
Ind(icator)
Discuss with the System Support Team if required.
Basic Pay
Reckonable
Ind(icator)
Discuss with the System Support Team if required.
Pre 75
Reckonable
Ind(icator)
Discuss with the System Support Team if required.
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Bonus codes
The bonus codes relate to a mandatory field in the bonus history tab and it is therefore
imperative in the calculation of benefits.
The mandatory fields are:
Field
Notes
Code
The bonus code can be numeric (most are) or alpha but must not contain any
lower case alpha characters.
Description
A short description of the bonus associated with the code entered such as
Saturday overtime premium or Sunday travel time premium.
Pensionable
Flag
Only pensionable bonuses should be sent, so this should always be sent as a Y.
The following fields are not mandatory.
Field
Notes
Industrial Flag
Discuss with the System Support Team if guidance is required.
Basic Pay
Indicator
Discuss with the System Support Team if guidance is required.
PRE 75 Basic
Indicator
Discuss with the System Support Team if guidance is required.
Grade codes
The grade codes relate to the salary history and are relevant mainly where there are
uniformed grades amongst your employees. Although this item of data is not mandatory it is
MyCSP’s preference to receive it.
The mandatory fields are:
Field
Notes
Code
The grade code can be numeric (most are) or alpha but must not contain any
lower case alpha characters.
Description
A short description of the grade such as “Band E1” or “Administrative Officer.”
Uniformed
grade
Select Y if the grade is subject to the inclusion of a 2% uplift of pensionable pay.
This must have been approved by CSP.
The following field is not mandatory but must be populated for all Industrials.
Field
Industrial Flag
Notes


Industrial employees – I
Non-Industrial employees – N or leave blank
Location codes
The location codes relate to the basic set and are mainly used to sort annual benefit
statements before printing and distribution.
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The mandatory fields are:
Field
Notes
Code
Restricted to 6 characters.
The location code can be numeric (most are) or alpha but must not contain any
lower case alpha characters.
It can be a town or city name (abbreviated when necessary).
Location
Description
A short description of the location, such as the town or city name.
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Appendices
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Appendix I
Start Code – For use on service history tab
Code
AF
B
BIA
BUA
C
LN
LNB
LNCB
LNM
LNNR
LNSH
LNST
MF
MN
MS
N
OI
OO
PF
R
RB
SH
SN
SNS
SNN
SP
SPN
SPS
T
TS
TP
VN
XN
ZZ
Start Reason
Adoption Leave – Full Pay
Start of Break
Unpaid Absence – Industrial Action
Unauthorised Absence – Unpaid
Change of Circumstances
Special Leave without Pay
Special Leave without Pay – Bereavement
Special Leave without Pay – Career Break
Special Leave without Pay – Maternity Purposes
Special Leave without Pay – Nursing Relative
Special Leave without Pay – School Holiday
Special Leave without Pay- Study Leave
Maternity Leave – Full Pay
Maternity Leave – Unpaid
Maternity Leave – Statutory Maternity Pay
New Joiner
Opting In
Opting Out
Paternity Leave – Full Pay
Re-joiner
Return from Break
Sick Leave – Half Pay
Sick Leave – Unpaid
Sick Leave – Unpaid SSP paid
Sick Leave – Unpaid No SSP
Sick Leave – Pension Rate
Sick Leave – Pension Rate No SSP
Sick Leave – Pension Rate SSP paid
Transition
Transfer to Partnership Scheme
Transfer to Premium Scheme
Unpaid Leave
Suspension without pay
Leaver Data where Start Date is indeterminable
Level
1
2
2
2
2
2
2
2
2
2
2
2
1
2
1
2
2
2
1
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
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Appendix II
Examples relating to alpha.
These examples show how transitions from the PCS Scheme occur and make use of the
new fields Assumed Pay Code, EPA Suspension Code and 2015 AP Suspension Code:
Case moved on Day 1
Description
Start
Date
Start
Reason
Sche
me
Sche
me
Cate
gory
Statu
s
Member
Joins nuvos
01/11/
2007
N
PCS
C
A
Member is
transitioned
to alpha
01/04/
2015
T
CSO
A
A
Member
Leaves
12/04/
2020
ZZ
CSO
A
A
Assu
med
Pay
Cod
e
EPA
Susp
ensi
on
Cod
e
AP
Susp
ensi
on
Cod
e
End
Date
End
Rea
son
12/04/
2020
5
Case moved on Day 1 and includes closure of previous service. Note that the closure and
the transition records must be submitted on the same file.
Description
Start
Date
Start
Reason
Sche
me
Sche
me
Cate
gory
Statu
s
Member
Joins nuvos
01/11/
2007
N
PCS
C
A
Membership
of nuvos to
be closed
due to
transition
31/03/
2015
ZZ
PCS
C
A
Member is
moved to
alpha
01/04/
2015
T
CSO
A
A
Member
Leaves
12/04/
2020
ZZ
CSO
A
A
Assu
med
Pay
Cod
e
EPA
Susp
ensi
on
Cod
e
AP
Susp
ensi
on
Cod
e
End
Date
End
Rea
son
31/03/
2015
46
12/04/
2020
5
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Case moved post-Day 1 and then has period of suspension. In the example below, the
Suspension Start Date is 28/08/2016 and the Suspension End Date is 28/08/2017
Description
Start
Date
Start
Reason
Sche
me
Sche
me
Cate
gory
Statu
s
Member
Joins nuvos
01/11/
2007
N
PCS
C
A
Member is
transitioned
to alpha
11/06/
2015
T
CSO
A
A
Member
goes on
Paternity
Leave on
Full Pay
which
results in
Assumed
Pay and
stops paying
EPA Contribs
28/08/
2016
PF
CSO
A
A
Member
returns from
break
28/11/
2016
RB
CSO
A
A
Member
Leaves
12/04/
2020
ZZ
CSO
A
A
Assu
med
Pay
Cod
e
EPA
Susp
ensi
on
Cod
e
R
A
AP
Susp
ensi
on
Cod
e
End
Date
End
Rea
son
12/04/
2020
5
End
Date
End
Rea
son
12/04/
2020
5
New entrant into alpha (no prior service) after 01/04/2015
Description
Start
Date
Start
Reason
Sche
me
Sche
me
Cate
gory
Statu
s
Member
Joins 2015
09/10/
2015
N
CSO
A
A
Member
Leaves
12/04/
2020
ZZ
CSO
A
A
Assu
med
Pay
Cod
e
EPA
Susp
ensi
on
Cod
e
AP
Susp
ensi
on
Cod
e
You will see that the general principal is that where a member is eligible to be in a scheme
the Scheme is set to ‘PCS’ or ‘CSO’ (or relevant code for by-analogy schemes) even when
the member is ‘on a break’ or ‘opted out’. For ineligible Casuals i.e. people with less than 3
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months service or other non-Pensionable staff the Scheme is always set to ‘N’. The Scheme
Category, however, is less simple as the breaks can be Reckonable ‘P’, or Non-Reckonable
‘N’ or Qualifying ‘Q’. A table of absence types and their associated Scheme Category and
Status can be found in Appendix II
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Appendix III
Scheme category - For use on service history tab
Code
Scheme Category
N
Non-Qualifying (Non-Reckonable)
Q
Non-Reckonable (Qualifying)
P
Reckonable (Classic Basis)
P2
Reckonable (Premium Basis)
C
Reckonable (nuvos)
QS
S1
Sick Leave (Would Reckon if terminated by Medical
Retirement)
Partnership Scheme – Scottish Widows
S2
Partnership Scheme – Standard Life
S3
Partnership Scheme - AMP / NPI
S4
Partnership Scheme – Prudential
Nn
Non-Qualifying (Non-Reckonable) – Partnership
Qn
Non-Reckonable (Qualifying) – Partnership
A
Reckonable (alpha)
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Appendix IV
Status codes- For use on service history tab
Code
Status
A
Permanent Appointment
AO
Permanent (Opted Out)
AS
Permanent (Partnership)
H
Half Pay
HO
Half Pay (Opted Out)
HS
Half Pay (Partnership)
B
Unpaid Break
BO
Unpaid Break (Opted Out)
BS
Unpaid Break (Partnership)
CS
Casual (Partnership)
F
Fixed Term Appointment
FS
Fixed Term Appt (Partnership)
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