2018 Journey Planner The destination employer's - Chart Your Course to Success This Year - Employee Benefits
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The destination employer’s 2018 Journey Planner For HR, Benefits and Reward Practitioners Chart Your Course to Success This Year
New Year, New Destination Start Your Journey the Right Way
What challenges do you face on your journey through 2018? Your journey planner sign posts the key things you’ll need plan ahead for this year, including:
Key Dates and Deadlines: We’ve signposted the key Multinational Programmes
It’s shaping up to be another busy year in the life of HR, Benefits, Reward and Employee Communications dates to be aware of – like changes to taxation
professionals. or statutory deadlines. If your organisation’s horizons extend to other
countries, you’ll need to ensure everything is
We know you’ll need to be constantly ‘on point’ to guide your organisation through upcoming legislative Strategic Planning globally connected and that offices are supported in
change and keep the show on the road during a period of ongoing uncertainty. Just managing ‘business navigating any local challenges that arise.
as usual’ requires constant attention, especially when new resources are hard to come by and attracting, Before beginning your journey, it’s important to know
retaining and inspiring the best talent is a constant challenge. where you want to get to. Your strategy should ensure Workplace Pensions
your benefits support your organisation’s objectives
Being prepared means you can ensure the best use of your professional time in and deliver measurable results. To avoid penalties and create positive outcomes
making a real difference. That’s why specialists from across Gallagher have put for your employees it’s important that you obey the
together this handy guide to help you plan ahead. People Management & Reward changing laws relating to workplace pensions in
2018 and help your employees understand their
If you need guidance on anything you see in this guide, why not start a Your organisation needs the right people in the right options.
conversation with us today? We partner with professionals like you in places at the right times. You’ll need to ensure they
organisations around the world, helping them on their journeys to success. have everything they need in their kit bags to deliver Flex & Online Benefits
results, and that they are rewarded for doing it.
Your benefits and communication technology will
+44 (0)20 7204 8990 sayhello@ajg.com
Risk & Healthcare Benefits need work to ensure it’s ready for the year ahead.
This will ensure everybody has access to everything
You will need your employees to be on top form. they need and your key messages won’t be left
Managing your risks and the policies behind them behind.
will ensure there are no expensive diversions and any
About Gallagher employees are helped back ‘on the road’ effectively. Employees’ Financial Priorities
We help organisations to become destination employers who can easily attract, inspire and retain the people
who fuel their growth and success. It’s important to be mindful of your employees’ key
financial concerns throughout the year. Offering
Gallagher is the chosen partner to HR, Reward and Benefits Practitioners around the world. We bring guidance or advice means they can stay focussed
together employee benefits, personalised financial planning, total reward and employee communications into on the road ahead, and do not have to worry about
a single strategy that enables your people and business to prosper. money.
This means we will help you achieve the maximum impact and value from your benefits and reward spend
and empower your people to make the best decisions for their health, wealth and future. Just so you know, we’ve assumed that some of your key policies (Group Life Insurance, Healthcare Plans and Flexible Benefits) renew on 1st
April 2018. Not all plans renew at the same time. If you’re not sure, why not contact your Gallagher consultant and get in touch with us?
© 2018 Gallagher | Gallaghereb.com 1 2 2018 Journey PlannerJanuary People Management & Reward Employees’ Financial Priorities
Tax Planning: Consider individual planning
Risk Management: HR-related issues and
consider management and mitigation plans requirements for remaining 2017/18 tax year:
Ring in the New Year with positive change in Strategic Planning • ISA contributions
People Development: Implement 2018 Learning • Pension contributions
your organisation! Greater employee engagement? and Development programme
Strategic Review: Meeting to prepare the • Alternative tax vehicle subscriptions, such as
Reduce staff turnover? roadmap for benefits and engagement Enterprise Investment Schemes or Venture
strategy Employee Experience: Review and align Capital Trusts
onboarding processes and employee experience to
Broking: Most benefits undergo market company strategy and objectives
review for April renewal to establish best
financial terms and coverage available
Multinational Programmes Flex & Online Benefits
Review Global Benefit and Reward Strategy: Scheme Design: Agree and
Assessing all supporting programmes against sign off your 2018/19 scheme
local, regional and global requirements design; undertake brokerage of
all flex benefits
Review legislative changes: To ensure
compliance across all jurisdictions
Workplace Pensions Risk & Healthcare Benefits
Prepare for Auto-enrolment Increases: Pre-renewal Planning Meeting to review:
Communicate upcoming increases to statutory • Claims experience
minimum contributions
• Membership changes likely impacts on 2018
Update member details:Request HR data to pricing
update member details and addresses in advance • Strategic approach to claims management,
of annual statements early intervention and occupational health
© 2018 Gallagher | Gallaghereb.com 3 4 2018 Journey PlannerFebruary
Love is in the air and, although it’s cold Strategic Planning Workplace Pensions
outside, the heat is on as your diary fills
Benefits Audit: All benefits assessed for Hold Workplace Pension Surgeries to address:
up with your 2018 priorities. Keep up the legislative compliance and to quantify • Member pension education matters
momentum! any over or under insurances
• Annual Allowance concerns
Benefit Terms: Should be agreed and • Needs for Higher Earners
finalised with all providers for April
• End of Tax Year planning
renewal
Risk & Healthcare Benefits
Onboarding Management: Review
onboarding processes for high earners
with potential Lifetime Allowance and
Financial Planning issues that may be
impacted by membership of certain Risk
Benefits
Flex & Online Benefits
User Acceptance Testing: Check platform
functionality and confirm information and
assumptions are correct across user groups
Benefit Terms: Should be agreed and finalised
with all providers for April renewal
Communication Programme: Begin
communicating upcoming Flex Benefit changes
and opening of 2018/19 Election Window
© 2018 Gallagher | Gallaghereb.com 5 6 2018 Journey PlannerMarch Strategic Planning
Employees’ Financial Priorities
Spring Statement: Review and consider
30 March 2018
future potential impacts on personal Flex & Online Benefits Good Friday,
financial plans Bank Holiday
As the financial year end and benefits Spring Statement: Review content of Spring
Window open: Flex window opens
Statement on business, employees and benefit
renewals are in sight, be sure to “steal” a for elections
and reward programme design
March on your April deadlines – some of
those deadlines fall on the Easter Holiday!
29 Mar 2018
Benefits renewals must
People Management & Reward be finalised in advance of
Easter Holiday!
Risk Management: Review Risk Management
strategy and people planning needs
Gender Pay Gap Reporting preparations:
Finalise preparations for deadline next month.
Give time to consider the narrative explaining
the result
Risk & Healthcare Benefits Multinational Programmes
Renewal Meeting: Finalise approach to 2018 Renewal Meeting: Finalise approach to
Risk and Healthcare Benefits programme 2018 Multinational Benefits programme
Spring Statement Brexit: 1 Year Since
Data Management: Prepare renewal data Data Management: Prepare renewal data
13 March 2018 Article 50 Triggered
Market Review/Benchmarking Exercise: Market Review/Benchmarking Exercise:
Perform go-to-market broking exercise if Perform go-to-market broking exercise to
out of rate guarantees, otherwise undertake source best terms and rates
benchmarking exercise to ensure rates remain
competitive Beauty parades: Of prospective providers
and provider selection
Beauty parades: Of prospective providers and
provider selection
© 2018 Gallagher | Gallaghereb.com 7 8 2018 Journey PlannerApril Risk & Healthcare Benefits
Renewal Date: Benefits plans renew, including:
• Group Life Assurance
April showers may rain down so be Strategic Planning • Group Income Protection
sure not to slip up on the key things • Group Critical Illness
Strategic Review: Begin review by preparing • Death In Service Pension Schemes
this month, like your Gender Pay Gap Employee Surveys and Focus Groups to
• Private Medical Insurance
Reporting and tax year changes. assess programme engagement and Return on
Investment and budget allocation • Health Cash Plan
• Employee Assistance Programme
Benefit Renewals: Most employee benefits renew
April = Benefits for 2018/19/. Now is an ideal time to review the • Dental Insurance
renewal month* quality of employee data on your HR system Data Management: Employee data provided to selected
provider
2 April 2018 Promotional Campaigns: Launch employee 6 April 2018
benefits communication and educational Employee Termination
Easter Monday, campaign Payments become
Bank Holiday taxable
6 April 2018
Implement statutory
Auto-enrolment
contribution increases
4 April 2018 5 April 2018 5 April 2018
Gender Pay 2017/18 Tax Year Deadline for using statutory
Reporting ends Time-sensitive power to amend scheme rules
deadline expires planning must have following abolition of Defined New Childcare Voucher
been actioned Contribution Contracting Out scheme introduced Workplace Pensions
(Protected Rights) 6 April 2018
Lifetime Allowance Prepare members for Auto-
Pension increases in line enrolment increases: Communicate
with Consumer Prices increases to statutory minimum
National Living Wage People Management & Reward Index
increases apply contributions.
Communication Programme: Issue Total Update member details: Request
Reward Statements HR data to update member details
and addresses in advance of annual
Reward: Pay bonuses and increment Flex & Online Benefits statements.
salaries
Review Tax Implications: Consider
Window closed: Elections completed and
*Just a small reminder, we’ve assumed that some of your key policies (things like Group Life Insurance, Healthcare Plans and treatment of Workplace Pension and
window shuts
Flexible Benefits) renew on 1st April 2018. Not all plans renew at the same time. If you’re not sure, why not contact your Registered Group Life Benefits for
Gallagher consultant and get in touch with us? Higher Earners.
© 2018 Gallagher | Gallaghereb.com 9 10 2018 Journey PlannerMay
25 May
The bells are ringing for the General Data Protection
royal wedding but don’t let Regulation (GDPR) becomes
the celebrations divert you enforceable and compliance is
mandatory across organisations
from your key deliverables for
this month, including the big
changes GDPR brings to your Risk & Healthcare Benefits
Workplace Pensions
data protection requirements.
Underwriting: Undertake any medical
Investment Choices: Communicate
underwriting for Group Risk Benefits
scheme investment choices and
above free cover limit
performance of the scheme Default
Investment
28 May 2018
Employees’ Financial Priorities
Spring
Financial Planning: Review financial plan to Bank Holiday
ensure it takes full advantage of tax allowances,
Strategic Planning including:
• Personal allowance
Conduct Employee Surveys and • Savings allowance
Focus Groups: To gather data on • Dividend allowance
benefits uptake and employee
• ISA allowance
sentiments, which can be used to
shape 2019/20 benefits programme • Annual Allowance
7 May 2018
Early May
Bank Holiday
© 2018 Gallagher | Gallaghereb.com 11 12 2018 Journey PlannerJune July Strategic Planning
Design 2019 employee benefits
While the world’s greatest footballing stars It’s Wimbledon time! No time for programme: using data and insights
race around the pitch, it’s time to make strawberries and cream, though, as you’ll from Employee Surveys and Focus
Groups
sure you are on the ball when it comes to need to make sure you’ve tied up all the
the governance and stewardship of your loose strings on your benefit renewals to
benefits programme. ensure your employees are covered.
Strategic Planning
Review results of Employee Surveys and
Focus Groups: To establish key action points
and discover key insights that will be used to
share 2019 benefits programme Workplace Pensions Risk & Healthcare Benefits Multinational Programmes
Annual Governance Meeting: Including Reconciliation: Group Risk and Private Post-renewal meeting:
review of: Medical Insurance accounts reconciled • Finalise membership reconciliation
• Provider service performance following membership changes
• Address outstanding underwriting to
• Default Investment performance and ensure no gaps in insured cover
Post-renewal meeting:
suitability • Identify and address any outlying or
• Finalise membership reconciliation
• Review member engagement outstanding technical matters
• Address outstanding underwriting to
• Auto-enrolment compliance
ensure no gaps in insured cover
• Identify and address any outlying or
Employees’ Financial Priorities outstanding technical matters
Run pension ‘headroom’ checks: To Workplace Pensions
ensure allowances are not being exceeded,
including: Communication: Issue summary of scheme
• Lifetime Allowance governance to employees
• Money Purchase Annual Allowance
• Tapered Annual Allowance
© 2018 Gallagher | Gallaghereb.com 13 14 2018 Journey PlannerPeople Management & Reward
August Occupational Health Review: Interrogate September
sickness and absence data; review findings
and discuss any occupational health needs
Summertime and the livin’ is It’s back to school for the kids and back to
easy! Or is it? You might get to Workplace Pensions school for your employees – giving them financial
squeeze in a sunshine break education and clear communication on key benefits
Scheme Certification: Complete Auto-
if you’re lucky, but now is the enrolment scheme certification process by
like their pension that will enable them to make the
opportunity review progress for Sets or Qualifying Earnings* best decisions for their future.
the year.
Strategic Planning
Review employee
27 August 2018
engagement platform
requirements for 2019 Summer
benefits and communication Bank Holiday
programmes Strategic Planning Workplace Pensions
Select or review platform if no flex platform Communication: Host adviser led scheme
is in place: Is it doing targeted, personalised presentations or webinars to raise awareness and
communication? educate members
Risk & Healthcare Benefits
Targeted Communication: Host retirement planning
Trust Documentation Review: sessions, workshops, drop-ins or 1:1’s targeting
Review Trust Deeds, Rules and 40’s-50’s demographic
application of policies, including
registered trusts and excepted
Employees’ Financial Priorities
trusts to ensure employees are not
disadvantaged by tax legislation Tax Returns: Collate previous tax year
information in order to complete tax return
Tax Planning: Start considering end of year
tax planning
*Just so you know, we have assumed a January staging date
© 2018 Gallagher | Gallaghereb.com 15 16 2018 Journey PlannerOctober
Multinational Programmes
As the season changes be sure to take a People Management & Reward Mid-Year Stewardship Review:
step back and review your mid-year reports. Request mid-year reports from insurers;
Budgeting: Agree budget for 2019 assess claims year-to-date to gain
Are your employees happy, healthy and understanding of performance and
supported? If your healthcare strategy is effectiveness of healthcare programme,
performing, you’re more likely to see future occupational health programme and
early intervention
costs fall.
Workplace Pensions
Risk & Healthcare Benefits Communications Review: Conduct
employee pension communications
Mid-Year Stewardship Review: effectiveness review
Request mid-year reports from
insurers; assess claims year-to-date to Worksite Marketing Review: Conduct
gain understanding of performance and employee worksite marketing review with
effectiveness of healthcare programme, scheme provider
occupational health programme and
early intervention Budget: Consider changes necessary for
2019 pension contribution increases
© 2018 Gallagher | Gallaghereb.com 17 18 2018 Journey PlannerNovember Flex & Online Benefits
Kick-off Meeting: First project meeting
Strategic Planning initiated for April 2019 Flexible Benefits
Remember, remember the 5th of November! renewals
Will there be fireworks after the Autumn Autumn Budget: Review and
Budget? Whatever happens, make sure consider impacts and actions
to be taken
your sights are set on planning your 2019
strategy so you can light the fire under
your HR strategy and make your benefits Autumn Budget - review 30 November 2018
programme shine! and consider impacts and
St Andrew’s Day,
actions to be taken
Scottish Bank
Holiday
Rise in State Pension Age for
Women to age 65
Employees’ Financial Priorities Multinational Programmes
Tax Returns: Review draft tax return for Global Inventory: Collate policy information
previous and consider further tax planning for Multinational Benefits plans from all
opportunities locales
Compliance and Regulatory Review:
Analyse all plans for compliance with local
regulations
People Management & Reward
Benchmarking: Assess multinational
People Development: Learning & Development needs benefits against local competition and
Workplace Pensions review, linked to strategic and compliance needs of market norms
organisation in advance of 2019 budget sign off
Prepare members for Auto-enrolment People Planning: Assess likely recruitment needs,
Increases: Communicate upcoming employee turnover, lay offs, location changes and skills
increases to statutory minimum needs
contributions in 2019
Reward Strategy: Salary Benchmarking and review
exercise; conduct performance reviews and appraisals;
complete bonus reviews
© 2018 Gallagher | Gallaghereb.com 19 20 2018 Journey PlannerDecember
‘Tis the season to be jolly proud of what you achieved this year – well
done! Another year awaits you and you’re ready to take it on.
26 December 01 January 2019
2018
New Year’s Day,
Boxing Day, Bank Holiday
Bank Holiday
25 December
2018
Strategic Planning Christmas Day,
Bank Holiday
Benefit Design: Agree specific
policy benefits across demographic
for all employee benefits (including Multinational Programmes
up to 3 months for employee
consultation period)
Review 2019 global plans:
• New offices / locales
• Upcoming legislative changes in
People Management & Reward countries of operation
2019 Planning: Consider plans for any Flex & Online Benefits
significant events, such as:
• Acquisitions and Mergers Project scoping: 2019 programme review
• Impacts of potential profits warnings and design discussions scoped
• Initial Public Offering Ongoing Project Calls: Weekly calls
• Change of ownership / new leadership diarised to ensure timely progression
• Staff attrition Benefit Design: Agree Flexible Benefits
• New lines of business across demographic for all employee
benefits (including up to 3 months for
• Company expansion
employee consultation period)
© 2018 Gallagher | Gallaghereb.com 21 22 2018 Journey PlannerHow to reach us: +44 (0)20 7204 8990 www.gallaghereb.com sayhello@ajg.com @ajgbenefits Arthur J. Gallagher (Employee Benefits) and Arthur J. Gallagher (Wealth Management) are trading names of Gallagher Risk & Reward Limited, which is authorised and regulated by the Financial Conduct Authority. Registered Office: The Walbrook Building, 25 Walbrook, London, EC 4N 8AW. Registered in England and Wales. Company Number: 3265272. Not all business carried out by the company is regulated. www.gallaghereb.com
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