Guidance

HB Direct issue 184: June 2018

Updated 4 September 2018

Applies to England, Scotland and Wales

Editorial

Last time I put together this editorial we were shaking off the effects of a very long winter. That seems a long time ago as I sit sweltering in Sheffield. Summer is definitely here.

Unless you have been in an isolation tank for the last few weeks, I am sure you will know that General Data Protection Regulation went live on 25 May 2018. I must have been contacted by every business that I have ever dealt with to remind me of this. Housing Delivery Division have been looking to help local authorities ensure they are compliant with the new legislation, in particular safeguarding data shared by HM Revenue & Customs (HMRC)/Department for Work and Pensions (DWP). Read our update on this below and note how to add new users to Glasscubes.

You’ll also find an article about the new HB Debt Service that we launched in April 2018. It will significantly increase levels of Housing Benefit (HB) debt recovery; estimated by analysts to realise new income generation between £80 to £160 million a year for local authorities once fully up and running. I strongly encourage your local authority to take part in this revolution on HB debt recovery.

Age UK have recently published a report ‘Everything is online nowadays’ which looks at how older people access HB and Council Tax Reduction. It makes interesting reading.

We are proposing to arrange Subsidy workshops for those local authority staff who are new to subsidy and for those who are more experienced. These have been a huge success in the past and we are looking forward to getting out on road once again. Sadly, Michael Mina, who many of you will have dealt with over the years, will not be delivering the workshops this time as he is retiring. It is a huge loss to our team but I am sure you will join me in wishing him all the best.

My thanks as always to all of you for continuing to deliver HB so effectively. The fact that the speed of processing has been maintained nationally despite the pace of change and funding challenges is a credit to you all.

Clare Elliott
Head of Housing Delivery Division

Send distribution and newsletter enquiries to: housing.correspondenceandpqs@dwp.gsi.gov.uk

Local authority Subsidy workshops

DWP’s Housing Delivery Division (HDD) is proposing to hold a series of subsidy workshops in 2018 to 2019. Subject to expressions of interest, we hope to hold these workshops in geographically convenient locations for attendees.

As in 2017 to 2018, we intend to hold separate workshops for local authority staff new to subsidy and staff more experienced in subsidy. Each type of workshop is dealt with separately below.

Workshops for local authority staff new to subsidy

These workshops will provide an introduction to subsidy, focusing on:

• the arrangements for claiming and payment of subsidy
• applicable deadlines
• the mechanics of the final subsidy claim form
• the responsibilities of local authorities (including the completion and oversight of subsidy forms)
• the department and auditors
• an overview of assurance arrangements

Anyone wishing to attend one of these workshops should email – hb.assurancequeries@dwp.gsi.gov.uk and confirm that interest is being expressed in the workshop for local authority staff new to subsidy.

Workshops for local authority staff more experienced in subsidy

It is intended that these workshops will focus primarily on assurance issues. DWP is keen to address issues of concern to local authority.

Anyone wishing to attend one of these workshops should email – hb.assurancequeries@dwp.gsi.gov.uk and confirm that interest is being expressed in the workshop for local authority staff more experienced in subsidy. Additionally, we would be grateful if these expressions of interest could also suggest specific subjects/issues which you would like to discuss.

Housing Benefit subsidy enquiries

Michael Mina of the Housing Benefit Subsidy Team retires with effect from Monday 18 June 2018. From this date, enquiries which would otherwise have been sent to Michael should be sent to the Subsidy Team contact dealing with your local authority, as follows:

• Aberdeen to Hastings – John Darrell john.darrell@dwp.gsi.gov.uk
• Havant to Spelthorne – Rachael Miller rachael.miller@dwp.gsi.gov.uk
• St. Albans to York – Ian Fensome ian.fensome1@dwp.gsi.gov.uk

Michael would like to take this opportunity to thank the numerous local authority colleagues he has worked with for their help and advice over many years.

Real Time Information for HB overpayment recovery

The HB Debt Service went live on 12 April 2018 and since then there have been 2 uploads, one in April and one in May with the next one scheduled for 14 June 2018. Over 300 local authorities have now used the new service and nearly 100,000 cases have been sent for matching.

Whilst the majority of files were transferred successfully a small number of data templates submitted in May were incorrectly formatted by local authorities and these subsequently failed to upload. It is important local authorities follow the guidance on how to complete the data template and we will be holding a further local authority Champions call to further help local authorities complete the data template correctly:

• Local authorities Debt Service Champions call, Wednesday 6 June 2018, 10am to 11am Telephone: 0203 4813256, Pin 4647664#

It is essential that each local authority ensures a representative is present on that call. Details of this call and the replay number can also be found on Glasscubes.

Important reminder

Below is a list of important checks to remember when completing the Data Template to ensure the file is successfully transferred to HMRC:

• the Data Template is saved and uploaded in line with the HBDS File Naming guidance and ensure you are using the correct LA ID number that can also be found on Glasscubes
• the minimum level of data is entered onto the Data Template (LA ID number, HB claimant number, Title, Forename, Surname, Address, Post Code, Date of Birth and National Insurance number)
• all columns are populated and formatted in accordance with the HBDS Template Completion guidance
• all dates of birth are formatted correctly (in other words, dd/mm/yyyy), do not use dots or dashes instead of /
• all data is input to the correct column
• the template is not amended in any way and do not add additional columns
• cases do not include executors of deceased debtors, this will not match and you cannot apply a Direct Earning Attachment in these cases anyway
• the LA ID number is correct in Column A on each line of data submitted and only enter an LA ID number on a line where debtor data exists. (Populating lines with an LA ID number but no corresponding debtor data causes problems and may cause a mismatch on the whole file)

Future help

For help and guidance on improved management of the debt recovery process utilising this data, HDDs Performance Development Team (PDT) are offering free consultancy support to both individual and groups of local authorities. These can be held at the times of regular network events, like HB managers and debt recovery networks or arranged as a bespoke event.

PDT can assist with:

• HB Debt Service procedures and guidance
• recovery strategies and the order of priority
• maximising the benefits of the HB Debt Service
• any other support that an local authority would like

If you are interested in receiving free consultancy support, contact – steven.swarbrick@dwp.gsi.gov.uk.

If you would like any further information regarding this service speak with your Local Authority Champion, contact us through our Glasscubes workspace or write to us at – janice.barker-hill@dwp.gsi.gov.uk.

Local Authority Welfare Steering Group and Practioners’ Operational Group

The next meeting of the Local Authority Welfare Steering Group (LAWSG) will take place on 12 June 2018.

Agenda items will include topics on the publication of Fraud and Error statistics and local authority funding allocations – Future timelines.

See summary minutes for the LAWSG March 2018 meeting.

Summary minutes for the March meeting of Practioners’ Operational Group will be published in the near future.

If you have any questions regarding either of these DWP/ local authority consultation groups you can email the Secretariat at – mont.goldman@dwp.gsi.gov.uk.

Publication of HB Speed of Processing statistics

DWP published HB Speed of Processing (SoP) statistics and associated data for the 2017-18 quarter 3 (Q3) period October to December 2017 on Wednesday 25 April 2018.

Here are some key points.

New claims

The average time taken to process new HB claims in Q3 was 22 calendar days. This is one day higher than it was in the same quarter of 2016 to 2017.

In Q3 there were 238,000 new HB claims. This represents a decrease of 19,000 (7%) since the last quarter and a decrease of 39,000 (14%) since Q3 of 2016 to 2017.

Changes of circumstances

The average time taken to process changes of circumstances (CoC) to existing HB claims for Q3 of 2017 to 2018 was 9 calendar days. This is the same as it was in Q3 of 2016 to 2017.

In Q3 there were 2.25 million CoC to HB claims. This is a decrease of 0.55 million (20%) since the last quarter and a decrease of 0.26 million (10%) cases from Q3 of 2016 to 2017.

Read full details on Housing Benefit: statistics on speed of processing 2017 to 2018.

To note

In Q3 of 2017 to 2018, 90% of HB claims processed were CoC on existing claims and the remaining 10% were new HB claims.

The roll out of Universal Credit (UC) full service means that new HB claims are no longer accepted in some UC areas. This may have an impact on the SoP figures at local authority level; namely that the number of new claims will fall in these areas and the processing days for new claims may change. We are monitoring the impact of this.

General Data Protection Regulation went live on 25 May 2018

General Data Protection Regulation (GDPR) is the new data protection legislation that came in from 25 May 2018. GDPR demands more of organisations in terms of accountability for their use of personal data and enhances the existing rights of individuals. It applies to all personal data, so that includes staff and employer data as well as customer, claimant and citizen data.

One of the main changes GDPR introduced is that not only does an organisation have to comply with data rules but must be able to demonstrate compliance.

The Information Commissioner’s Office will provide guidance and regulatory oversight and local authorities are responsible for implementing within their own areas.

DWP set up a GDPR Programme to commission and coordinate the work to make DWP compliant and in HDD we have been looking at how to help local authorities to ensure they are compliant both from a GDPR and DWP perspective, in particular with safeguarding data shared from HMRC/DWP.

We have now published an overview of GDPR outlining some good practice for managing the data we share with you, plus a Frequently Asked Questions brief on Glasscubes, which we will continue to update with queries received.

Ask around and see who has regular access to Glasscubes – colleagues with access have been asked to share it around local authority staff. If you feel also there are not enough representatives on Glasscubes you can submit a request for additional users to LA-SST at the email address given below. We do monitor usage so local authority staff who have not logged on in recent months may be removed to free up space for other users.

The important thing to remember is that any data sharing which is lawful under the Data Protection Act 1998 has not suddenly become unlawful under GDPR. Unless there are any specific, concrete reasons to doubt the legality of an existing data share, it can continue post-GDPR under existing documentation and agreements until a normal process of review takes place. All data sharing and storage of data should be reviewed in line with GDPR-compliant storage and retention procedures anyway, so we only keep what we need to. More information is on Glasscubes.

Remember, GDPR should not impose unnecessary administrative burdens between different areas of local and central government where the sharing of data is currently permitted in law.

You will be aware that every local authority signs a Memorandum of Understanding (MoU) with HDD. Going forward, this will contain new requirements relating to the GDPR and to security around cloud-based email services. It is essential that local authorities demonstrate compliance through signing up to the MOU and Code of Compliance we have introduced this year.

If you have any queries about GDPR or any other aspects of data security, contact LA-SST on – hbsdsecurity.team@dwp.gsi.gov.uk.

Secondment opportunities: DWP HDD

The department is currently undertaking a huge programme of welfare reform. Working with local authorities, who are one of our major stakeholders, continues to feature heavily and for this reason we value the expertise and knowledge that local authority HB experts can bring to the team. These secondment opportunities will in turn provide an opportunity to gain an insight and experience of policy development and workings of central government.

HDD has had a programme of bringing HB experts from local authorities in to work alongside Data Sharing, Subsidy, Change and Performance teams on secondment. We are now looking to register your interest for further secondment opportunities over the coming months.

HDD comprises of approximately 100 staff. The Division is responsible for overseeing the performance of local authorities in their delivery of HB (circa £24 billion), allocating HB administration subsidy (circa £260 million) and DHPs (circa £125 million). HDD monitor a range of performance data including how quickly and accurately HB is paid and the prevention and detection of fraud and error. HDD offer support and challenge to those local authorities not meeting performance expectations.

It also supports a large program of data sharing activity that is paramount in helping local authorities pay the correct amount of HB and is heavily involved in managing change activity supporting the welfare reform agenda.

This is an exciting opportunity to play a leading role in maintaining and improving stakeholder relationships between DWP and local authorities and in designing innovative opportunities for closer working during this busy and complex period of welfare reform.

Personal requirements

Candidates should possess the following:

• good understanding of HB procedures and regulations
• good drafting and communication skills
• ability to build and maintain effective working relationships with local authorities and other stakeholders
• ability to work with people at different levels in the organisation and to work as part of a team to achieve results
• ability to deliver work at pace and with successful, quantifiable outcomes

Further Information

Secondment posts would be offered for 6 months initially but this would be reviewed at the end of the period and could be extended for up to a maximum of 2 years. The posts would be full time and based across the country, although no moves at public expense would be considered. These opportunities will be determined by business need so your CV will be kept on file and you will be contacted once a suitable opportunity arises.

If you are keen to register your interest and are at S01/S02/SO3 and Pay Band level 4 or equivalent, (roughly equates to civil service HEO/SEO/G7 grades):

• check with your local authority that you could be released; and then
• send your CV by email to – philip.j.sharples@dwp.gsi.gov.uk

If you would like to have a chat about this opportunity you can telephone Phil Sharples on 0113 23 24905.