Taxpayer Data Standards Forum
This forum brings together employers, pension and payroll providers who represent the main UK trade sectors to discuss non-competitive issues relating to taxpayer data. It also contributes evidence-based intelligence for HMRC's consultations on operational and policy changes.
Introduction
The TDSF is an executive forum consisting of employers, pension and payroll providers who represent the main UK trade sectors.
While each member represents their specific employer, they also have a wider role to represent their particular trade sector as a whole.
Membership
| Company | Representing |
|---|---|
| AJ Bell | Investment sector |
| Birmingham University | Education sector |
| Deutsche Bank | Investment sector |
| Essex County Council | Public sector |
| Estee Lauder | Retail sector |
| Lloyds Banking Group | Banking and pensions sector |
| McDonalds Restaurants | Fast food industry sector |
| MHR Global | Payroll software provider sector |
| NHS Payroll | Public sector NHS |
| Prudential Assurance Co Ltd | Pensions industry sector |
| Shell | Energy sector |
| Sodexo | Services sector |
| Tesco | Grocery retail sector |
| Jaguar Land Rover | Automotive and manufacturing sector |
Terms of Reference
Purpose
TDSF was set up in September 2006 following recommendations made by Lord Carter of Coles in his Carter 2 report for HMRC, for the purpose of service improvement.
Lord Carter recommended that:
- HMRC set up an executive group of large employers from different trade sectors, to look at all issues around data quality and to work closely with HMRC and other government departments
- group to be chaired by externals, and not HMRC
- HMRC support the TDSF group by providing the secretariat
- TDSF Chairperson and Deputy Chairs to be appointed through election by the external members
Framework
The following rules of engagement apply to all members of the forum.
1. Trusted partner status
Total confidentiality is expected and members who do not adhere to this policy may be asked to resign from the group.
The behaviour and conduct of HMRC TDSF engagement will be fully observant of, and in line with the HMRC Charter.
Communications will be two-way wherever feasible, with HMRC and employer members sharing information to promote discussions aimed at clean data strategies.
The work of TDSF is essential in contributing to and influencing HMRC’s business direction including formal business planning processes and it is important that TDSF members play a full part. It is also important that, before making any commitment to TDSF that members, existing and new, fully understand what is expected of those serving, which include:
- formal meetings are usually held 4 times a year, either online, hosted by HMRC or by individual employer members at their employment premises
- depending on the host, these meetings may take place anywhere in the country
- items discussed cover a range of strategic, operational, technical, policy and legislative matters
- the use of PAYE and payroll data underpins most topics and has been a regular theme influencing the approach of the group since it was set up in 2006
2. Basis of membership
Representatives from employers, payroll and pension providers have been invited by HMRC to represent their individual companies and their trade sector and share their expertise.
It is the employer, payroll or pension provider that is the member of TDSF not the representative nominated.
Membership will frequently involve providing specific data to assist HMRC in developing robust business cases to support service improvements. It is therefore essential that members are prepared to do this. No member will be asked to provide any data that contravenes national data protection rules, or to provide any data that contravenes member’s internal policies.
Members are expected to:
- make a commitment to attend at least 75% of meetings each year
- provide well-briefed deputies to attend meetings as necessary
- be available to serve for at least 3 years
- put forward an appropriate replacement
If a member cannot meet these expectations, the TDSF place should be relinquished.
3. Deputies
To support discussions and ensure a sufficiently wide range of views are represented at each forum meeting, members are encouraged to nominate a deputy. The deputy:
- is appointed by agreement with HMRC and Chair(s)
- can attend forum meetings when the member is unable to do so or as the member deems appropriate
- will normally represent the same employer
- where appointed to represent a trade sector on behalf of the employer, they are representing the employer as a member
- the main member is responsible for the deputy’s adherence to the Rules of Engagement
- the membership of a deputy is contingent on continued membership of the primary member, where membership is withdrawn it applies equally to member and deputy
To ensure that HMRC business is covered across business segments, HMRC will arrange for departing members to be replaced by similar members. The total number of members will not exceed 15 employer representatives.
4. Member qualities
- members should contribute at meetings and be respectful of the views of other members
- pre-meeting preparation may be needed, either reading background papers or providing supporting evidence and data at meetings, depending upon agenda topics
- full participation during break-out sessions and workshops is essential
- agenda discussions cover a wide range of subject matters, therefore members are not expected to contribute in detail to every item of business
- members are encouraged and supported to share their views
Between meetings
Networking between meetings is essential to maintain free flow of ideas and encourage shared solutions to business issues. Members should communicate regularly to identify, discuss, and reach decisions around issues, concerns and opportunities for change, using evidence-based information.
Issue-specific time-limited subgroups
Where the need arises, the members and HMRC may, by agreement set up time-limited and issue-specific subgroups to conduct detailed work on discrete issues that may not require input from all members. All members will be notified of these groups and offered the opportunity to contribute.
Where required, HMRC and TDSF members will agree the basis to bring in subject matter experts to support specific work.
5. Role of the Chair
The Chairperson will be elected by the members and is responsible for ensuring meetings run smoothly, that the content of the agenda is appropriate to and meets the needs of members. TDSF should be chaired by an external representative who will work with the nominated lead within HMRC on agreeing the business for and in between each formal meeting, logistics, and planning. The Chairperson is expected to:
- encourage and listen to all views, act inclusively, and facilitate progress across actions arising from meetings
- attend additional planning meetings with HMRC and the Deputy Chairs to contribute to discussions to agree the agenda in advance of each TDSF meeting
- assure agendas are focused on items that are representative of issues that members expect to see, including HMRC engagement topics and information sharing
The chairperson will be supported by two Deputy Chairs, also elected by members, and HMRC secretariat.
6. Role of the Deputy Chair
The role of the Deputy Chair is fundamental to ensuring TDSF meetings remain fully effective when the Chairperson is unable to attend. The Deputy should be elected by forum members and able to stand in for the Chair at short notice if needed.
The Chairperson and Deputy Chair tenure is for 2 years, at which point members will be asked to take part in a nomination process.
7. Review process
The TDSF Chairperson and HMRC will keep the forum’s performance under review. Where a representative’s actions are deemed inappropriate, this will be addressed. In the exceptional event that the position cannot be satisfactorily resolved, the organisation will be asked to review its representation and, if appropriate, to withdraw.
8. New member process
In the event a new member is required, HMRC will advise on appropriate trade sector representatives. HMRC will then engage with the TDSF Chairperson to assure suitability. Steps will then be taken to introduce the new member to TDSF.