Guidance

LA Welfare Direct 12/2024

Updated 9 December 2024

Contact

If you have queries about the:

• technical content of this bulletin then contact details are given at the end of each article

• general content and distribution of this bulletin, contact lawelfare.correspondence@dwp.gov.uk

Who should read

All Housing Benefit staff.

Action

For information.

Editorial

In the spirit of Christmas, we are bringing the gift of a bumper edition of Local Authority Welfare Direct, with something for everyone!  

What strikes me as I read the articles is the very wide range of topics covered in this bulletin and, therefore, how many plates you all have to keep spinning. Our aim is always to continually improve the way we work to enhance customer experience and achieve greater value for money, for example by improving and streamlining our Housing Benefit Matching Service rules. We can’t do this without your co-operation and I particularly want to thank those local authorities (LAs) who have helped us test out new approaches to improving our data shares. We are also extremely grateful for the input and feedback we get from our consultation forums, including the Practitioners’ Operational Group.  

Some of these improvements have been something of a labour of love for the team. The automation of Civica and Capita debt revisions is something we have been pressing on for months. Similarly, the improvements to the Universal Credit data share for Local Council Tax Reduction purposes have taken a lot of persistence and hard work.  

This is all on top of the busy day to day job of ensuring the right Housing Benefit is paid to the right people at the right time. It is encouraging to see that the speed of processing new claims and change of circumstances remain steady despite the additional pressures the sector is facing. We know there will be challenges ahead as proportionately more of the customer group are pensioners (for whom claims take longer) or in supported accommodation or temporary accommodation. As ever, we are here to support you as best we can in meeting those challenges.  

Finally, you will see we are also seeking new LA secondees to join our team as they bring a wealth of knowledge and experience to the division. So, do have a read and consider doing so.   

I hope you get some time for rest and recouperation over the seasonal break.  

Clare Elliott

Change to DigiCert validation process

1. You will be aware that the Department for Work and Pensions (DWP) use DigiCert as our SSL (secure socket layer) certificate management system. These certificates are required for using the API (Application Programming Interface) gateway data shares including:   

• SHBE (Single Housing Benefit Extract) API  

• CIS (Customer Information System) interest automation API  

• PSCS (Pension Service Computer System) API  

• VEP (Verify Earnings and Pensions) when using PSN-P (Public Services Network – Protected)  

2. We have been made aware of a change to who DigiCert sends notification to when account validation is required. This change will not impact the certificate renewal process, which will still be managed through DWP, but may require some action by local authorities (LAs).

Domain control validation    

3. DigiCert periodically carry out domain control validation (DCV) by sending an email to confirm the organisation has ownership of the domain. They currently do this by checking the email address record from the WHOIS entry. Due to new industry guidance, this method is no longer deemed to be sufficiently secure.  Therefore, they are changing their procedure for DCV early next year.  

4. From 15 January 2025, DigiCert will send the DCV an email to 5 generic addresses, rather than the address listed on your WHOIS record:  

• admin@your-local-authority.gov.uk  

• administrator@your-local-authority.gov.uk  

• hostmaster@your-local-authority.gov.uk  

• postmaster@your-local-authority.gov.uk  

• webmaster@your-local-authority.gov.uk   

5. The reminder process for when your SSL certificate is approaching renewal will not be changing and email will continue to come from DWP.

What LAs need to do  

6. As this validation email will be issued to the 5 email addresses listed above. You will not need to set up all 5 of these mailboxes, as long as there is one that matches on of the exact formats listed.  

7. It is important that your LA has at least one monitored shared mailbox that follows one of the exact formats listed.    

8. If your LA has an email address similar to, but not exactly like one of the formats listed, for example, admin.hb@your-local-authority.gov.uk, then you will need to set up a new monitored mailbox that follows the formats listed exactly.  

9. If you already have a monitored email address that follows one of these exact formats, then you do not need to take any action.   

10. The next time we need to carry out DCV (which usually happens around the time your SSL certificate expires) you will need to retrieve the email that was sent to these addresses.  

11. If the DigiCert email sent to these addresses cannot be accessed, it could prevent DWP completing the yearly renewal of your certificate and you will lose access to DWP services.  

12. Please ensure this information is passed to your local Information Technology team. 

13. If you have any questions regarding this change, contact lawelfare.lasupport@dwp.gov.uk

Update: Care Home Information Service national rollout plans  

14. Further to our last update in LAWD9/24, the Local Authority Data Sharing (LADS) team is continuing to test the new automated solution as part of our early adopter trial with 2 LAs that are sharing live data.   

National rollout   

15. We have recently held discussions with each Adult Social Care (ASC) IT software supplier to agree the approach and support requirements for the national rollout of the Care Home Information Service (CHIS) solution.  We are also working with ASC IT software suppliers on the development of further enhancements. 

Next steps 

16. We are setting up meetings for early 2025 with each ASC IT software supplier’s LA User Group to share details of the national rollout approach and plans. This will include preparatory activity we require you to take.    

Actions for County Councils  

17. Our thanks to the County Councils who have completed the API onboarding actions. The LADS team will contact those County Councils, who still need to conclude the actions, to provide the support and help to them get onboarded.   

18. Further updates on the CHIS national rollout will be shared through the LAWD bulletin and Glasscubes. In the meantime, if you have any questions, please contact lawelfare.ladsdeliveryteam@dwp.gov.uk

Update: Housing Benefit debt recovered by DWP’s Debt Management: Revision process for Capita and Civica users   

19. From 2 January 2025, the manual (workaround) revision process is moving to an automated revision process for all LAs using Capita and Civica supplier software.   

20. All affected LA Housing Benefit (HB) debt recovery teams must refer to the information and guidance placed on Glasscubes (within each software supplier’s folder and the ‘all LAs Payment Deduction Programme folder’). The guidance has recently been updated to confirm the date LAs will need to act from and how the new process will work.  

21. We will be hosting an MS Teams call at 11am on Tuesday 10 December 2024 for LAs to ask any questions relating to this change. An article on this matter has also been placed on Glasscubes where you can find the joining instructions.  

22. Do note, the change will not impact LAs using the NEC supplier software as the process is already automated.  

23. If you have any questions about the content of this article, you can email caxtonhouse.lapedpdpsupport@dwp.gov.uk

Update: Improvements to the HB Matching Service rules and codes 

24. This update is to inform LAs of: 

• clarification for LAs on how to action HBDB101 rule referrals  

• current improvements to HB Matching Service (HBMS) rules 

• planned review of the HBMS codes 

25. DWP continues to seek and identify improvements to the suite of HBMS rules, with the objective of improving both the data quality and reducing nugatory referrals. 

26. LAs will be aware that all HBMS rules form part of the HB Award Accuracy Initiative.  

Review of HBDB101 rule and outcome 

27. This rule is designed to identify HB claimants and/or partner who have failed to declare that they are in receipt of Industrial Injuries Disability Benefit (IIDB). 

28. The Local Authority Partnership, Engagement and Delivery (LA-PED) division conducted a review of this rule, looking to understand and identify why there was a high return of negative responses from LAs. Working closely with several LAs who were shown to have returned high volumes of negative responses, the outcome of the review concluded that there were no technical issues with the rule. However, the review did show incorrect completion of cases by LAs.  

29. With each HBMS referral, it is imperative that LAs complete the correct SHBE fields that related to that rule. For this rule if the claimant and/or partner are in receipt of IIDB, then it must be populated in SHBE fields 102/158 to prevent a HBMS match being created.  

30. If these fields continue to be not completed or completed incorrectly, the referral will continue to be re issued to LAs every 26 weeks.  

Review of HBSA002, HBSA003 and HBSA004 rules and outcome  

31. LA-PED has worked closely with LAs to identify issues and improvements to all the HBMS Self-Assessed Income rules HBSA002, HBSA003 and HBSA004, as the question of value for these rules has been raised numerous times from LAs through surveys and forums.   

32. Previously, the rules held both undeclared and PAYE (Pay As You Earn) employment, which was incorrect as the rules focus is for Self-Assessment income only.  

33. Changes to remove all reference to PAYE income has now been completed. In addition, referrals related to Universal Credit (UC) cases that show claimants in either supported accommodation or temporary accommodation will also now not be sent.  

34. The improved referrals will be available to LAs from early December 2024 and the HBMS rules guidance, (available on Glasscubes), will be updated to reflect the changes.   

35. LA-PED would also like to take this opportunity to thank those LAs who participated in the consultation process.  

Planned review of the current HBMS codes and request for LA suggestions for new codes 

36. In early in 2025, we will start reviewing the HBMS result codes. In the meantime, we ask that LAs send their suggestions for new result codes to lawelfare.datamatching@dwp.gov.uk 

37. Do note, LAs have already supplied the following possible new codes: 

• Self-employment Income is correct 

• JSA in payment for partner – HB Award is correct 

• Supported accommodation claim – HB Award is correct 

38. It is important understand that to add or change a code is a 6 to 9 months’ process. 

39. Any questions regarding this article can be sent to the email address given above.

Refresh of the HB Assurance Process Module X for the financial year ending March 2024 

40. DWP has recently refreshed the HB Assurance Process (HBAP) Module X: DWP reporting framework instruction for further work. The updated module will apply to further work requests in respect of the financial year ending March 2024. 

41. Read the refreshed Module X along with other HBAP modules on our HB pages on www.gov.uk  

42. If you have any questions regarding this article, contact lawelfare.hbassurance@dwp.gov.uk 

Update: UC data sharing 

Additional UC information on Searchlight 

43. As advised in LAWD10/24, the Local Government Data Sharing Transformation team are aiming to expand on the existing UC data displayed on Searchlight, between build start in October 2024 up to 31 March 2025. We have a dedicated developer for this work and the build for the first iteration has started. 

44. We have continued to meet with the dedicated working group of LAs and asked them a series of questions and explored options for the co-design of what information will appear on Searchlight and how it will be presented, including for the second iteration. 

45. We will be testing the new iterations over the coming weeks and are aiming to release the first iteration of more UC information early in 2025.  

UC – Local Council Tax Reduction data feed enhancements 

46. As advised in LAWD10/2024, we continue to grow the range and number of LAs testing the enhanced ‘version 2’ files. 5 LAs, that use the IT software supplier Capita, began testing in October 2024. During October and November, we grew the number to 17 LAs, covering all major software suppliers and their systems. 

47. We also released the final changes, known as the “late summer release”, which complete the original LA requirements. These changes have been integrated into the enhanced ‘version 2’ files and software suppliers have been developing their systems to be able to present this additional information and run automation routines with it. These final supplier releases are occurring in November and December 2024 and January 2025 (for the 3 major IT software suppliers and their respective LAs). 

48. Wakefield Council (who use NEC software) have been live since August 2024 and continue to provide very positive feedback about the enhanced ‘version 2’ files. We are planning to rapidly expand the number of live LAs, before making the fully enhanced version 2 files available to all LAs, by supplier, between January and March 2025 at the latest. This will enable all LAs to utilise the new files as soon as we are satisfied all is working as it should be. 

Identifying Local Vulnerability data sharing working group 

49. As advised in LAWD10/2024, we have grown our working group of LAs to: 

• help us to support the case for investment in a new data sharing product referred to as Identifying Local Vulnerability (ILoV)  

• ensure we have specialists from a range of sizes and types of LAs to identify user needs

50. We have been holding a series of workshops virtually and face to face around the country with members of the expanded dedicated working group of LAs. We are seeking to close gaps in our understanding of user needs and the quantifiable value in solving the problems LAs encounter when trying to identify various cohorts of vulnerable citizens. 

51. We are aiming to complete the workshops by mid-January 2025, so that we can close the Discovery phase and move onto solution options for the design of a minimum viable product. Our aim will then be to broaden the scope/number of use cases and scale up during the financial year ending 2026. 

52. We will continue to work with members of the working group throughout the phases of the data sharing product’s development. Please note, there is still time to express an interest in joining the ILoV working group. We are particularly interested in hearing from systems analysts, data analysts, data architects and strategic (LA-wide) policy and data scientists from authorities. Any expressions of interest should be sent to lawelfare.datasharingtransformation@dwp.gov.uk  

53. We will continue to provide updates on progress in these three areas of data sharing through the LAWD bulletin. In the meantime, if you have any questions, please contact the email address given above.

Update: Pension Credit applications and awards 

54. The Pension Credit statistics were published on 28 November 2024. Here are the headlines: 

• Since 1 April 2024, DWP has received 215,200 Pension Credit claims and cleared 161,800 Pension Credit claims  

  • of which, 81,000 Pension Credit claims have been awarded (81,500 claims have not been awarded)  

• There has been a 145% increase in Pension Credit claims received by DWP in the past 16 weeks compared to the 16 weeks before the Chancellors Winter Fuel Payment announcement

Reminder: 21 December 2024 deadline to qualify for Winter Fuel Payment in England or Wales or Pension Age Winter Heating Payment in Scotland 

55. Do you know someone of State Pension age on a low income who would welcome extra money and support with heating costs this winter? This could be your customers, service users, a parent, grandparent, friend or neighbour. 

56. Pension Credit is worth, on average, over £4,000 per year and unlocks additional support including Winter Fuel Payment, help with Council Tax, NHS dental care and, for those over 75, a free television licence. 

57. It is possible to apply for Pension Credit and have the claim backdated by up to three months, so long as there is entitlement during that time. This means that the latest date to apply and still qualify for a Winter Fuel Payment is 21 December 2024. 

How you can help 

• Start a conversation with someone and signpost them to www.gov.uk/pensioncredit 

• Share a social media post from the official @DWP Facebook 

• Request a quantity of A5 leaflets and A4 posters by emailing chiltonmannion.jobshare@dwp.gov.uk (limited availability)

58. Check out the Pension Credit online toolkit for ideas and inspiration.

Publication of HB speed of processing statistics for April 2024 to June 2024  

59. The department published the HB speed of processing statistics and associated data for quarter 1 (Q1) of financial year ending (FYE) March 2025 on Wednesday 30 October 2024. 

Some key points 

• During the latest quarter there were 100,000 new claims processed. This comprises:​ 

  • 74,000 (72%) for Working Age claimants​ 

  • 29,000 (28%) for Pension age claimants​ 

• overall, this is an increase of 540 (1%) since last quarter and an increase of 5,000 (5%) when compared to a year earlier​ 

• during the latest quarter there were 1.4 million changes of circumstances for existing HB claims processed. This comprises:​ 

  • one million (71%) for Working Age claimants​ 

  • 420,000 (29%) for Pension age claimants​ 

• overall, this is a decrease of 1.9 million (57%) since last quarter and an increase of 81,000 (6%) when compared to a year earlier​

New claims 

• The average time taken to process an HB new claim during the latest quarter was 21 calendar days. This is 2 days higher than last quarter and one day lower than a year earlier and comprises an average time of:​ 

  • 20 days for Working Age claimants​ 

  • 25 days for Pension Age claimants​ 

Change of circumstances 

• The average number of days taken to process a change of circumstances to an existing HB claim during the latest quarter was 8 calendar days. This is 5 days higher than last quarter and the same as a year earlier and comprises an average time of:​ 

  • 7 days for Working Age claimants​ 

  • 9 days for Pension Age claimants

Update: Move to UC 

60. A Written Ministerial Statement, ‘Completing the Implementation of Universal Credit’, was laid in Parliament on 12 November 2024 by Sir Stephen Timms, Minister for Social Security and Disability. The Statement announced the investment of up to a further £15 million in ‘Help to Claim’, to support Employment and Support Allowance (ESA) claimants moving to UC.  It also shares the department’s plan to close legacy benefits by the end of March 2026.  

61. DWP will steadily increase the number of migration notices being sent to claimants receiving ESA during the upcoming months, with all notices due to be sent by the end of December 2025.  Benefit claimants, other than those on ESA and ESA HB, will receive their final migration notice by the end of December 2024.     

62. The latest release of the UC statistics for July 2022 to end of September 2024 have been published. These statistics show the number of households formerly claiming tax credits and DWP benefits who have moved to UC up until the end of September 2024.  

63. Finally, the Minister for Social Security and Disability joined the November Move to UC Stakeholder forum to hear from stakeholders, including third sector representatives and Social Rented Sector landlords.

Secondment opportunities in LA-PED 

64. Working with LAs, as one of our major stakeholders in Welfare Reform, continues to feature heavily and for this reason we value the expertise and knowledge that LA HB experts can bring to the team. These secondment opportunities provide those experts with an opportunity to gain an insight and experience of policy development and workings of central government.  

65. LA-PED has had a programme of bringing HB experts from LAs 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.  

66. LA-PED comprises approximately 140 staff. The division is responsible for overseeing the performance of LAs in their delivery of HB. It monitors a range of performance data including how quickly and accurately HB is paid and the prevention and detection of fraud and error. LA-PED offers support and challenge to those LAs not meeting performance expectations.  

67. It supports a large programme of data sharing activity that is paramount in helping LAs pay the correct amount of HB and is heavily involved in managing change activity supporting the Welfare Reform agenda.  

68. It’s also responsible for paying HB Administration Subsidy, Discretionary Housing Payments, New Burdens and additional grant funding.  

69. This is an exciting opportunity to play a leading role in maintaining and improving stakeholder relationships between DWP and LAs and in designing innovative opportunities for closer working during this busy and complex period of Welfare Reform.  

Personal requirements  

70. 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 LAs 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  

71. Secondment posts would be offered for either 12 months or 24 months dependant on the role offered across the division. The posts would usually 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.  

72. 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) please:  

• check with your LA that you could be released, and then  

• send your CV by email to laped.businesssupportteam@dwp.gov.uk

Practitioners’ Operational Group and LA Welfare Steering Group     

73. The last LA Welfare Steering Group meeting took place on 21 November 2024. Agenda items included the Autumn Budget 2024, LA funding, bringing the administration together for HB and Pension Credit, Move to UC and the Cost of Living.     

74. Both groups’ meetings are held bi-monthly (and alternately), so the next Practitioners’ Operational Group meeting is scheduled to take place on 19 December 2024.      

75. If you have any questions regarding topics raised at these consultation groups, you can email lawelfare.correspondence@dwp.gov.uk     

HB Decisions by the Upper Tribunal  

76. Decision Making and Appeals (DMA) Leeds is not aware of any HB cases that have been decided by the Upper Tribunal (UT) since the last edition of the LAWD bulletin. 

77. A selection of decisions of the UT are published on their website. Do be aware that there is an undefined time lapse between decisions being issued and their appearance on the website. 

78.  If you have any queries about cases before the UT Judges or courts, please contact us by email at quarryhouse.dmaleedscustomersupportservices@dwp.gov.uk 

New Legislation 

79. The following Statutory Instruments (SIs) have been laid:  

• 2024 No. 1138 – The Levelling-up and Regeneration Act 2023 (Commencement No. 6) Regulations 2024, made on 7 Nov 2024 

• 2024 No. 1167 – The Pensions (Abolition of Lifetime Allowance Charge etc,) (No. 3) Regulations 2024, made on 14 November 2024 

• 2024 No. 1174 – The Occupational Pensions (Revaluation) Order 2024, made on 18 November 2024 

• 2024 No. 1209 – The State Pension Revaluation for Transitional Pensions Order 2024, made on 21 November 2024 

• 2024 No. 1208 – The State Pension Debits and Credits (Revaluation) Order 2024, made on 21 November 2024 

• 2024 No. 1228 – The Local Authority (Duty to Secure Early Years Provision Free of Charge) and Childcare (Free of Charge for Working Parents) (England) (Amendment) Regulations 2024, made on 27 November 2024 

80. Copies of SIs can now be downloaded from legislation.gov.uk

What’s new on our HB pages 

81. The following items can be found on the website link shown:

Document Type	Subject	Link
Bulletin	Editorial  Importance of ensuring Housing Benefit interest markers on Searchlight are kept up to date HB debt recovered by the Department for Work and Pensions’ Debt Management: Revision process for Capita and Civica users  New Performance Measurement HB work programme  New Pension Age Disability Payment and Scottish Adult Disability Living Allowance in Scotland  LA cyber security attacks  Update: HB subsidy workshops  Invitation to the next Data sharing and IT consultation and engagement forum  Update: Move to UC  Practitioners’ Operational Group and LA Welfare Steering Group  HB Decisions by the Upper Tribunal  New Legislation  What’s new on our HB pages on www.gov.uk  Performance Measurement HB work programme attached as a separate Appendix A	LAWD11/2024