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Monthly Interfacing

Everything you need to help you with the transition to the new Employer Hub portal!

A PDF User Guide for the Cheshire Employer Hub can be accessed here: CPF Employer Hub User Guide Version 1.0

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Guidance Videos for Navigating the Cheshire Employer Hub Portal and Submitting your Monthly Interfacing Files on it can be found at the bottom of this page.

  • Monthly Interfacing is the primary way that the Fund collects membership and contribution data from all employers.

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    Employers are expected to upload a monthly file to a secure online portal (Cheshire Employer Hub portal). The file will be validated by the system and employers will need to correct any missing or incorrectly formatted data before this can be submitted.  Once successfully submitted, Cheshire Pension Fund will process the updating of member records.

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    Here is a brief illustration of the process:

    Employer / Payroll Provider

    MI File creation and Submission:

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    • MI Report Run from Payroll

    • Manual Amendments to the file

    • File checked for any errors

    • File converted to CSV

    • Submits the MI File

    User completes MI Portal Validations

    MI Data Checked and Varified:

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    • Formatting checked

    • Specific entries that have dependance checked

    • Remove Advice created and validation

    • Send to CPF

    CPF Receives & Process the MI File

    CPF MI Team runs subprocess:

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    • Joiners

    • Change Details

    • Pension Contribution Allocation

    • Leavers

    CPF Contacts Employer / Payroll

    CPF will email the MI Contact:

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    • With completion confirmation

    • List of EMNs for New Starters

    • Any additional queries based off data received

    MI Data contributes to the further CPF areas

    CPF can take the following steps:

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    • Leaver Processing

    • Retirement Processing

    • Deferment Processing

    • Refund Processing

    • Accurate ABSs

    • Accurate Valuations

    • Accurate Pension Estimates

    • Removal of Financial Forms

    • Data Cleansing (Accuracy Improved)

    • Improved Processing times

  • As a Scheme Employer, you have a legal obligation to provide accurate and timely data to the Cheshire Pension Fund. You must take all reasonable steps to verify the accuracy of the data before submission.

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    The data submitted via monthly files forms the foundation of each Member’s pension benefits, accumulating month by month until the Member leaves the Scheme.

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    Data Validation and Employer Accountability

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    The Cheshire Pension Fund will perform reasonableness checks on the data provided, comparing it against existing records. If discrepancies arise, we will contact you for clarification. However, please note:

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    • We do not conduct detailed checks on individual calculations or every entry within the data files.

    • The responsibility for ensuring accurate and complete data submissions rests entirely with you as the employing authority.

    • You should have appropriate internal controls in place to prevent errors before submission.
       

    Consequences of Incorrect Data

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    Providing incorrect data can result in:

    • Incorrect benefit calculations, potentially leading to complaints, appeals, and recalculations.

    • Reputational damage to your organisation.

    • Additional administrative costs.
       

    If you discover that incorrect data has been submitted, you must:

    1. Inform us immediately.

    2. Investigate the cause of the error and take corrective measures to prevent recurrence.

    3. Provide an update to us on the actions taken.
       

    Compliance and Reporting Breaches

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    If an employer consistently fails to take reasonable care in supplying data, the Cheshire Pension Fund reserves the right to recover any additional costs incurred as a result.

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    Where an employer provides incorrect data, and the breach is deemed to be of material significance, the Fund may be required to report the breach to the Pensions Regulator.

  • Key information to read regarding the completion and submission of your Monthly Interfacing Files:

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    To submit your Monthly Interfacing Files, follow these steps:

    1. Download the Required Templates – Select the appropriate data template from the options below.

    2. Refer to the Specification Document – Use the Monthly Interfacing Specification document for detailed guidance on data requirements, formats, and examples.

    3. Refer to the PDF User Guide for the Cheshire Employer Hub which can be accessed here: CPF Employer Hub User Guide Version 1.0
       

    When preparing your data file, ensure it adheres to the specified format and structure:

    • Do not add, remove, or rename columns.

    • Format all columns as outlined in the specification.
       

    Data Inclusion Criteria
     

    Your submission should only include participating members of the Local Government Pension Scheme (LGPS). Do not include:

    • Employees contributing to other schemes (e.g., Teachers’ Pension Scheme).

    • Eligible LGPS members who have not yet enrolled in the scheme.
       

    Who to Include in the File
     

    Your submission must contain:

    • All active LGPS members, including those who have left within the pay period. Departing members must appear on the file for at least one month, with their leaving date recorded.

    • All enrolled casual employees, even if they have not received any pay during the period.
       

    Each row in the spreadsheet must correspond to a specific contract of employment. If an individual has multiple contracts, each one should be recorded as a separate entry.

  • As you are no doubt aware, the next valuation for the pension fund will be based on the position as of 31 March 2025. The data we supply to the actuary about your members will be used to determine the contribution rates you will pay for the three years commencing 1 April 2026.
     

    It is vital that we have up-to-date and accurate information about all of your members to ensure your contribution rate correctly reflects your funding position. As we approach year-end, we encourage you to work with us to optimize data quality ahead of the valuation.
     

    Purpose of the 2025 Valuation
     

    The 2025 valuation assesses the financial position of the Local Government Pension Scheme (LGPS) and its employers. Actuaries analyse data provided by scheme administrators to determine the funds required to meet future pension liabilities. Based on this assessment, they set employer contribution rates for the next three years.
     

    This year’s valuation will establish employer contribution rates for the period 1 April 2026 to 31 March 2029.
     

    Failure to provide accurate and complete data could significantly impact:

    • The 2025 Full Fund Valuation and the setting of appropriate contribution rates.

    • The Fund’s ability to issue Annual Benefit Statements (ABSs) to your members on time.

    • The prompt processing of pension benefits for your employees.

    • Accounting reports required for your statement of accounts, which may lead to auditor queries.
       

    Employer Responsibilities
     

    Your pension contribution payments are calculated based on your member records, so it’s crucial that the information we hold is correct. Any missing or inaccurate data can affect the actuary’s assessment of your liabilities, potentially leading to higher contribution rates.

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    If errors are found in the data provided, actuaries will adopt a worst-case scenario approach, erring on the side of caution. To avoid unnecessary increases in contributions, please ensure your records are current and all outstanding queries are resolved.

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    We also anticipate an increased number of data queries over the next couple of months. These may include missing leaver notifications, leaver forms, or missing pay data. Please respond promptly to any requests to avoid delays.

     

    Key Actions for Employers

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    Submit Monthly Returns on Time:

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    • Ensure your Monthly Interfacing (MI) submissions are fully up to date.

    • If you do not submit this data directly, please check with your payroll provider to confirm their compliance.

    • Monthly data returns must be submitted by the 22nd of each month (i.e. March MI File Due on 22nd of April).
       

    Resolve Outstanding Data Queries:

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    • Address any unresolved queries in your work feed as soon as possible.

    • Missing members and pending leavers may require a leaver form to be completed and submitted.

    • If a member’s exit isn’t confirmed, it could adversely impact your contribution rates.

    • Leaver Reporting: All leavers should be reported through MI using the correct leaver type.
       

    Leaver Forms are required for the following:
     

        • Members over 55 at their leaving date (sent via the online form or email).

        • Ill Health Retirements (all cases).

        • Death in Service (all cases).
           

    Check for Missing Joiner Information:
     

    • Incomplete or incorrect joiner details affect liability calculations.

    • Incorrect joining dates can lead to inaccurate assessments of your liabilities.
       

    Review Casual Staff Records:
     

    • Verify records for casual staff who haven’t worked in a long time.

    • If they are incorrectly listed as active, actuaries may assume they will accrue future liabilities, increasing your contribution rate.
       

    Ensure Year-End Compliance:
     

    • All monthly data returns must be fully up to date by 31 March to ensure timely delivery of Annual Benefit Statements (ABSs).
       

    Need Help?
     

    If you need support, training, or further information on pension fund data requirements, please contact us – CheshirePFinbox@cheshirewestandchester.gov.uk

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    We are happy to discuss any queries you may have. By working together, we can ensure a smooth and accurate valuation process, minimizing any unnecessary impact on your contribution rates.

Guidance Videos

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