Explanation of forms and spreadsheets

Guidance for using our range of forms and spreadsheets.

Form NameTitleEmployer guidanceDeadline to return to NILGOSCNILGOSC procedure
JOINING
AND
OPTING OUT
LGS1Employee’s Membership FormWhen an employee joins your authority, they should be automatically enrolled in the Scheme unless they have a contract of less than three months. An employee does not have to complete this form before being enrolled in the Scheme and you should not delay enrolling while waiting on a form. Employer completes the remainder of the form with details of employment. If you have not reached your automatic enrolment date you should forward form LGS1 to NILGOSC. Contribution rate is based on the actual pay for the postWithin 10 working days of a member joining the SchemeNILGOSC will register the member on our system and send a membership pack to the member, including documentation to complete should they wish to transfer previous pension benefits to the Scheme. A copy of the membership certificate will be sent to the employer.
SS1New Member SpreadsheetIf you have reached your automatic enrolment date you should complete spreadsheet SS1 and forward it to NILGOSC. Contribution rate is based on the actual pay for the post Employers to complete these spreadsheets when new members join Contact Employer Liaison Officer for more information on these spreadsheets, including detailed Field Specification and validation rulesWithin 30 days of the member joiningAs per LGS1, but the employer receives the confirmed spreadsheet, rather than copies of the membership certificate(s)
LGS2Opt-out NoticeIf an employee wishes to opt out of the Scheme they must complete this form.   Section A must be completed and returned to their employer and Sections B and C should be completed and returned to NILGOSCSubmit the details on the electronic Opt-Out Spreadsheet SS2 within 3 months of Automatic Enrolment date or 10 days from date of leaving the Scheme.   If the employee has more than 3 month’s membership you must also submit form LGS15 within 10 working days.n/a
SS2Opt-out SpreadsheetEmployer to complete this spreadsheet when an employee opts outWithin one month of the effective date of opting out
FINANCE/
REMITTANCES
LGS6Monthly RemittancesThis is a summary of all employee and employer contributions which should be completed on a monthly basis and emailed to our Finance Department at finance@nilgosc.org.uk At year end, the information on these forms will be matched against the Annual Return and any discrepancies investigated.Payment is due on the first working day of the month following the month to which the contributions relate. Form LGS6 must be submitted to NILGOSC by the date of payment.
LEAVER FORMS
LGS13Waiving ReductionFor employer to complete This form should be used to notify NILGOSC of an employer’s wish to exercise its discretion to waive members’ reductions or apply the Rule of 85 on early retirement before age 60. This will result in a cost to the employer.Within 3 months of anticipated retirement dateNILGOSC will invoice the employer
LGS15Leaver’s FormTo be completed for all leavers, i.e. entitled to immediate benefits, not entitled to immediate benefits, death in service or moving to another employer in the Scheme. All sections of the form must be completed with details of leaving, details of pay and contributions. Any award of additional benefits, waiver of any reductions or applying the Rule of 85 should be confirmed on this form (and on Form LGS13) and must be in accordance with your policy statement. If there is a change in pay after leaving a revised LGS15 should be submitted.To be submitted to NILGOSC within 5 working days for immediate benefits and death in service, within 10 working days for all others.NILGOSC will use these details to pay out any pension, lump sum or death grant due, or to calculate the deferred benefits payable when member reaches retirement age. NILGOSC will invoice the employer for any strain cost.
LGS16Advance notification of impending retirementTo be completed by employer to outline the circumstances of a retirement.To be submitted to NILGOSC three months before the intended date of retirement.NILGOSC will issue retirement quotation to member so that they can consider the amount of pension and lump sum they wish to receive.
LGS17Employer request for a quotationTo be completed by employer to request pension benefit and capital cost figuresTo be submitted to NILGOSC three months before the intended date of retirement.NILGOSC will issue retirement quotation to the employer.
SS17Bulk quotation request spreadsheetTo be completed by employer to request bulk quotations for members aged between 55 and 65 e.g. bulk redundancy quotationsTo be submitted to NILGOSC three months before the intended date of retirement.NILGOSC will issue a spreadsheet to the employer listing the pension benefits and capital costs to release the benefits to the members.
LGS18Death Benefits Claim formIf a member dies in service, you should complete LGS19 immediately and LGS15 as soon as possible. NILGOSC will send the LGS18 claim forms out to anyone who is eligible to claim a death grant or survivor’s pension.LGS15 to be submitted within 5 working days of date of death or date of final payment if later.On receipt of completed claim forms, NILGOSC will pay the lump sum death grant and arrange for pensions to be paid to any surviving spouse, civil partner or nominated cohabiting partner and any eligible children.
LGS19Notification of DeathTo be completed by the employer in the event of the death of an employeeAs soon as possible
RECORD MAINTENANCE
LGS8Transfer in RequestFor member to complete This form is included in the membership pack which is sent to a new member.Within 12 months of joiningNILGOSC will request a transfer value from the previous provider and will issue a transfer quotation to the member.
LGS9Past Service EnquiryFor individual to complete This form enables a member to query whether they had a previous period of serviceAs soon as query arisesNILGOSC will try to trace any previous benefits or refunds and will respond to the individual
LGS10Previous employment historyFor member to complete This form enables NILGOSC to determine whether there is a five year qualifying break in public sector servicen/aNILGOSC will offer relevant transfer in or aggregation options on receipt of completed form
LGS11Election to re-join the main sectionFor member to complete. On receipt of this form the employer should put the member back in the main section from the beginning of the next pay period.Complete SS11 and forward to NILGOSC as per belown/a
SS11Transfer to Main SectionFor employer to complete. The employer should use this spreadsheet to notify NILGOSC of movements to the main section.Within 1 month of the election taking placeNILGOSC will update its records
LGS12Transfer to 50/50 SectionFor member to complete. On receipt of this form the employer should put the member back in the main section from the beginning of the next pay period.Complete SS12 and forward to NILGOSC as per belown/a
SS12Transfer to 50/50 SectionFor employer to complete. The employer should use this spreadsheet to notify NILGOSC of movements to the main section.Within 1 month of the election taking placeNILGOSC will update its records
LGS20Expression of WishFor member to complete. This form is issued to members as part of their new member pack. It allows the member to tell us who they would like to receive any lump sum grant and benefits payable from an AVC taken out after 31 March 2015in the event of their death. NILGOSC retains complete discretion as to whom this will be paid.No time frame, but it is of benefit to the member for this to be in as soon as possible.NILGOSC will register the nomination and will confirm in writing to the member that we have registered the details.
LGS22AIll-health Medical Examination request – active memberTo be completed by the employer to request a medical for a member who may be eligible for ill-health retirement.Must be returned in advance of any date of leaving.NILGOSC will arrange a medical appointment with our Committee doctor and we will advise member and employer of the decision. If eligible for ill-health retirement, we will ask the employer to complete LGS15 & LGS16.
LGS22BIll-health Medical Examination request – deferred member
LGS24Change in Personal CircumstancesTo be completed by the member. Notifies NILGOSC of changes in surname, marital / partnership status, address, email address etc.As soon as possible after the change occurs.NILGOSC will amend the employee’s record to reflect the change.
LGS25Change in contractual hours, weeks or employee’s contribution rateTo be completed by the employer. Notifies NILGOSC of any changes in contractual working hours, weeks or contribution rate.Within 2 months of the change.NILGOSC will amend the employee’s record to reflect the change.
LGS27 (A or B)Additional Pension Contributions (APCs)For employer and employee to complete This form should be used to notify NILGOSC of a member’s wish to either buy additional pension or to buy back
LGS34Notification of Breaks in employmentTo be completed by employer when member commences a period of unpaid leave or a career break.Within 10 working days of commencement of break.NILGOSC will mark the break on the member’s record. The break will be removed if contributions are paid to cover it.
LGS35Return to work following a breakTo be completed by employer when member returns from a period of unpaid leave or a career break. This should detail dates of service break and what arrangements, if any, will be made toWithin 30 days of member’s return to work.
SS35Service Break Return SpreadsheetTo be completed by employer to inform NILGOSC of strike action, unpaid sick or unpaid leaveAs soon as absence is over
LGS40Employer Signatory and contact detailsTo be completed by employer to advise NILGOSC of the authorised signatories and contacts for that authority.As soon as there is any change in signatories or contactsNILGOSC will update the employer contact details.

Guidelines for changes in employment and rejoining members

Change in
Employment or
Scheme
Membership
Nature of the
Change
ActionsForms to NILGOSC
Job type changes /
member stays with
the same employer
Pay increaseContinuous membershipLGS25
Job type changes /
member stays with
the same employer
Pay increaseContinuous membershipLGS25
Member stays with
the same employer
Term-time
member leaves at
end of June
(contract ends)
and rejoins
September (new
contract)
Deferred benefits (more than 2 years membership) awarded on leaving

New file created on rejoining with options to combine and transfer in
LGS15
SS1
Member stays with
the same employer
Term-time
member leaves at
end of June
(contract ends)
and re-joins
September (new
contract)
Refund of contributions due (less than 2 years membership)

New file created on rejoining however NILGOSC will later combine with previous refund account and new file will be deleted
LGS15
SS1
Member stays with
the same employer
Career breakActive membership continues
No option to transfer in on
returning
LGS34
LGS35
Member stays with
the same employer
Break in serviceContinuous membership.
No transfer option given on
returning to work
LGS34
LGS35
Member moves to
a new employing
authority
No change in pay/pay increase/pay decreaseDeferred benefits awarded on
leaving.

New file created with options to combine and transfer in
LGS15
SS1
Member moves to
a new employing
authority
Break in serviceDeferred benefits awarded on
leaving

New file created with options to combine and transfer in
LGS15
SS1
Education Authority member
moves to another Region within the Education Authority
No change in pay/pay increase/pay decreaseContinuous membershipLGS36 (no need for
LGS15 and SS1)
Member opts out
of scheme
Opts back inDeferred benefits awarded on
leaving

New file created on opting back in (with options to combine only if opted out before 01/04/15).No transfer option given unless the member is still within 12 months of the initial date of joining, or had less than 12 months membership
in the Scheme.
LGS15
LGS2
SS1
Commences additional separate employment
(multi – jobber)
New genuine
concurrent post
New file created with options to transfer inSS1
Ceases additional
separate employment
(multi – jobber)
End of concurrent post (more than 2 years)Deferred benefits combined with continuing post, unless member elects to keep them separateLGS15
Ceases additional
separate employment
(multi – jobber)
End of concurrent post (more than 2 years)Benefits must be combined with continuing post. If more than 1 post is continuing, member must choose which one to aggregateLGS15
Member stays with
the same employer
Seasonal
employment
Continuous membership (until contract ends then deferred benefits awarded on leaving)No forms required
until end of contract
then LGS15
Member
commences
reserve forces
leave
No longer
receiving pay
from scheme
employer
Continuous membership
No transfer option given on
returning to scheme employer
LGS 34
LGS 35