Guidance

A9/2020: Housing Benefit Award Accuracy Initiative re-launch

Updated 10 February 2021

Who should read

All Housing Benefit staff

Action

For information

Subject

Housing Benefit Award Accuracy Initiative re-launch

Guidance Manual

The information in this circular does not affect the content of the HB Guidance Manual.

Queries

For queries about the:

Introduction

1. The Housing Benefit (HB) Award Accuracy Initiative re-launch letter (see Annex A for copy of the letter) sent out to all local authorities (LAs) on 4 August 2020 details the Department for Work and Pensions’ (DWP’s) plans to continue focusing on improving Housing Benefit (HB) Award Accuracy.

2. This circular sets out the details of the HB Award Accuracy Initiative and the funding LAs will receive to undertake activities to identify unreported changes of circumstances. The funding is designed to support LAs undertaking specific activities to proactively identify unreported changes and make sure that the right amount of benefit is paid to the right person at the right time.

3. LAs are able to opt-out of this Initiative for the remainder of 2020-21, ahead of a return to mandation from 2021-22 onwards. For LAs confirming participation, the required volume of activities take effect from 5 October 2020, and they will receive the associated funding that month too. However, LAs are able to choose an alternative re-launch date of either 2 November 2020 or 30 November 2020, with funding and required volumes being reduced on a pro-rata basis.

HB Award Accuracy Initiative funding

4. DWP is funding LAs that confirm their participation to undertake the following activities:

  • HB Full Case Reviews (FCRs)
  • HB Matching Service (HBMS) referrals, including:
    • self-employed Earnings Reviews (SERs)
  • the correct recording of cases and the return of management information (MI) to DWP, including:
    • the correct recording of case outcomes on LA IT systems to inform SHBE (Single Housing Benefit Extract)
    • the return of clerical MI to DWP for HBMS case outcomes

Key points

5. The key points to support HB Award Accuracy are:

  • LAs are required to confirm their participation in HB Award Accuracy activities
  • funding will be paid by October 2020 in one instalment as a grant to each LA
  • the requirement to undertake the activities takes effect from 5 October 2020, (or on the later dates of 2 November 2020 or 30 November 2020 if LAs choose to re-launch later)
  • LAs need to inform Local Authority Partnership, Engagement and Delivery (LA-PED) division of their confirmed participation by 18 September 2020
  • participating LAs need to ensure correct recording and prompt return of MI to DWP

The Housing Benefit Award Accuracy Initiative activities

FCR

Definition

6. A FCR requires the LA to consider and look at all the current claim details and evidence associated with the claim, as well as any other fresher information or evidence they can source, in order for the weekly HB amount to be reviewed.

7. We are not prescribing how LAs undertake these reviews. The key elements are:

  • LA to review and validate whether the current information associated with the claim remains correct.
  • LA to seek evidence from the claimant where it is possible to do so, either face to face, over the phone, or digitally, in accordance with their review processes.
  • LA to use data available to them digitally, where appropriate, again in accordance with their review processes.
  • all of this in order to identify any changes of circumstances and recalculate a claimant’s HB award accordingly

Targeted FCR

8. From 5 October 2020, participating LAs will need to undertake FCRs on their share of the top 200,000 HB cases identified nationally by risk score. LAs should review cases identified by the DWP risk score rather than any other risk indicators the LA may have used in the past. The number of high risk cases in your LA and how you can identify them is shown in subsequent parts of this circular.

9. The risk model predicts the probability of a HB case having a change of circumstance. In 2019 a pilot was undertaken with 16 LAs that conducted FCRs on high and medium risk cases.

10. The pilot demonstrated a significant volume and value of unreported changes identified when LAs conduct FCRs. 64% of high risk cases reviewed resulted in a change to HB entitlement compared to 22% for medium risk cases. This demonstrates that the risk model is a good predictor of the likelihood that a case has a change of circumstances and that LAs will get the greatest return on investment by reviewing the high risk cases.

11. Based on the successful results of the pilot DWP is providing additional funding to enable LAs to undertake FCRs to improve HB Award Accuracy.

Data description

12. In January 2020 the ‘Risk Based’ caseload data LAs historically received with their HBMS referrals was decommissioned, whilst a new methodology was developed and tested.

13. From September/October 2020, all LAs, whether participating or not, will start to receive new monthly Caseload Risk Data providing a risk score, along with their HBMS files. Each case in the Caseload Risk Data will be ranked from high to low for each HB claim in their live caseload, based on the latest SHBE return.

14. The top 400,000 cases attracting the highest risk scores will be separately identified at a national level, apportioned and then marked accordingly within each LAs monthly data.

15. This will be sent as a separate file and will be part of the HBMS package issued each month to LAs.

16. Participating LAs will be required to undertake an FCR for half of their share of these high risk score cases (or slightly less, on a pro-rata basis, if they choose to go live on one of the two alternative re-launch dates). Where the LA has already undertaken a FCR within the previous 12 months for a high risk score case, the LA will need to determine the value of undertaking a further review on a case by case basis. If LAs choose not to review the case again they should move onto the next highest risk score case.

17. Where volumes of separately identified high risk score cases are lower than expected (in other words, based on the resource funded to undertake FCR activity) then the LA should consider undertaking additional FCRs based on the next highest risk score cases within the Caseload Risk Data.

18. The Caseload Risk Data will be refreshed monthly. LAs are likely to see fluctuations in those high risk cases as a result of changes within their caseload due to a number of factors, such as changes in HB claimant’s circumstances and seasonal factors built into the DWP Risk Model, which allocates the risk score.

19. Do note that LAs are not expected to action all cases marked as a high risk score within the month the data is received. FCR case volumes should be scheduled to be conducted over the remainder of the operational year (end of March 2021). Refreshed data will see changes each month to the volumes communicated. LAs are expected to conduct a minimum number of FCRs based on a ‘mean average’ of cases over a six-month period (or four/five months if they choose to go live on one of the two alternative re-launch dates).

20. Here is an example of how a ‘mean average’ is calculated:

Example 1

An LA receiving the following case volumes of:

March 168, April 182, May 177, June 180, July 172, August 190, September 179, October, 183, November 182, December 162, January 178, February 181

would be expected to conduct:

(168+182+177+180+172+190+179+183+182+162+178+181) = 2,134 Cases

2,134 divided by 12 (number of data files) = Mean Average of 178 Cases.

Data delivery

21. LAs will recognise the Caseload Risk Data through the following file name AOBWR627_LAID_RISK.csv.

22. LAs will be expected to identify volumes of cases from the file each month and upload into their IT Systems to commence FCR intervention activity. LA IT Supplier Guidance is available to support LAs in the uploading of cases in a format acceptable to your IT System.

23. The first download of data in scope of the 2020-21 activities will be issued to LAs between the week commencing 7 September 2020 and the week commencing 28 September 2020 (weeks 1 to 4 of HBMS data sharing cycle).

24. The final download of data in scope of the 2020-21 activities will be issued to LAs between week commencing 8 February 2021 to week commencing 1 March 2021 (weeks 1 to 4 of HBMS data sharing cycle).

25. This will constitute 6 monthly downloads of data and will form the baseline referral volumes against which FCR activity will be monitored. This will be adjusted where LAs opt for a later start date of 2 November or 30 November respectively.

Management information (MI)

26. LA activity associated with FCRs undertaken will be monitored by DWP via SHBE. Specifically, we will be extracting data from the Fraud and Error detection activities, Change and Error Records.

27. A list of the actual SHBE fields DWP will be monitoring is included below:

F&E detection activities record:

Field 171 Date Fraud activity initiated
Field 173 Code 1 = High risk score referral from HBMS
Field 174 ‘Y’ Full review
Field 175 Date Fraud and Error detection activity completed
Field 176 Outcome

Change record:

Field 50 Weekly HB entitlement before change
Field 248 New weekly HB entitlement after the change
Field 251 Date LA first notified of change in claim details
Field 253 Date change of details are effective from
Field 254 How was the change identified (=8 LA review)
Field 255 Date supersession decision was made on the HB claim
Field 320 Unique T-record identifier

Error record:

Field 320 Unique T-record identifier
Field 337 Total value of payment error
Field 338 Weekly benefit discrepancy at start of payment error
Field 339 Start date of payment error period
Field 340 End date of payment error period
Field 341 What was the cause of the overpayment

28. It is imperative that LAs are compliant with their IT supplier guidance in recording information both fully and accurately on the front end IT Systems for activity relating to:

  • Fraud and Error detection
  • change
  • error

29. These data fields will feed the SHBE fields against which DWP will extract MI as detailed above.

30. It is essential that LAs put processes in place to ensure compliance in the accurate recording of FCR information on front end IT Systems, which in turn is captured via SHBE to inform DWP MI reports. Failure to comply will impact both LA’s and DWP’s ability to effectively monitor performance and result in potentially unproductive engagement with your LA by DWP’s Performance Development Team (PDT).

31. LAs should engage with their LA IT Supplier where they have any queries about their LA IT supplier guidance to make sure they are recording all required MI correctly.

32. Details on the Pathway for accessing LA IT Supplier Guidance for Northgate, Capita and Civica will be provided separately.

33. Specifically, when setting up the initial fraud and error detection record it is important that LAs identify the case as ‘Code 1 = High risk score referral from HBMS’ and mark up as a full review not partial review.

34. LAs must not use ‘Code 1 = High risk score referral from HBMS’ to identify the setting up of any other fraud detection activity, not directly attributed with the new Caseload Risk Data. This is to avoid the corruption of data extracted by DWP from SHBE to monitor LA performance.

35. The 2020-21 SHBE timetable of returns is provided at Annex B.

HBMS referrals, including SERs

Data description

36. All HBMS referrals issued to participating LAs will need to be actioned, and LAs already receive HBMS referrals on a monthly basis. In addition to the self-assessment income business rules there are 21 rules in total. A list of those rules can be found at Annex C. Additional information on the rules can be found by accessing the HBMS Rules Guide, which is available on Glasscubes.

HBMS SERs

37. In 2019, following a successful pilot, DWP supported a review of self-employed cases where the HB claimants and/or partners declared earnings had remained unchanged for over 12 months. 365 LAs opted-in to review 72,000 self-employed cases.

38. The SERs demonstrated a significant volume and value of unreported changes identified; 75% of the case reviews resulted in a change in HB entitlement.

Data description

39. The new self-employment data consists of four HBMS business rules, as follows:

  • HBSA002: a separate business rule which identifies non declared self- employed earnings under £10,000
  • HBSA003: highlighting potential discrepancies between earnings declared by the HB claimant/partner to HM Revenue & Customs (HMRC) and LA IT Systems (potential underpayments)
  • HBSA004: highlighting potential discrepancies between earnings declared by the HB claimant/partner to HMRC and LA IT Systems (potential overpayments)
  • HBHB405 a rule that replicates the self-employment review data issued to LAs in 2018-19, identifying where no change has been made to self-employed earnings notified to the LA within the last 12 months. To be re-launched week commencing 7 September 2020

40. It should be noted that cases of non-declared earnings that exceed £10,000 are identified and submitted direct to DWP Fraud Investigations for considered action; LAs do not receive these referrals.

41. From September 2020 HBSA002, HBSA003 and HBSA004 will be updated to utilise 2018-19 tax year information.

Data delivery

42. Each LA will receive the HBMS referrals (including SERs) as part of their monthly HBMS suite of rules.

43. The first download of data in scope of the re-launched 2020-21 activities will be issued to LAs between week commencing 7 September 2020 (Week 1 of HBMS data sharing cycle) to week commencing 28 September 2020 (Week 4 of HBMS data sharing cycle).

44. The final download of data in scope of the 2020-21 activities will be issued to LAs between week commencing 8 February 2021 (Week 1 of HBMS data sharing cycle) and week commencing 1 March 2021 (Week 4 of HBMS data sharing cycle).

45. This will constitute 6 monthly downloads of data and will form the baseline referral volumes against which HBMS activity will be monitored. This will be adjusted where LAs opt for a later start date of 2 or 30 November respectively.

Management information (MI)

46. MI on HBMS rules activity is gathered via LAs completing and returning the clerical HBMS MI return (Excel File) which is provided with each HBMS download. This is because SHBE cannot currently accurately capture the information by individual rule. (DWP is looking at the possibility of automating the MI collection via SHBE for 2021-22).

47. However, collecting the data clerically does not preclude LAs from recording HBMS rule activity both fully and accurately, for fraud and error detection and/or change on their front end IT Systems in line with IT Supplier Guidance.

48. It is imperative that HBMS rule activity is captured as ‘Code 2 – HBMS Data Match Referral’ to ensure there is no cross contamination with risk based FCR activity MI.

49. A key aspect of the initiative linked to receipt of funding is that LAs comply with the correct recording of cases and the return of MI to DWP.

50. LAs should refer to the HBMS Rules Guide available on Glasscubes, which has been revised to better support the accurate completion and submission of HBMS MI Spreadsheet returns.

51. At present many LAs are non-compliant with the completion and return of the clerical excel HBMS MI spreadsheet’s’ to DWP. It is essential that LAs put processes in place to complete and return the clerical excel HBMS MI spreadsheet to DWP. Failure to comply will impact both LA’s and DWP’s ability to effectively monitor performance and result in potentially unproductive engagement.

52. DWP has put in place procedures to identify those LAs who are non-compliant, to inform conversations between LA-PED and the relevant LAs.

53. Annex D provides a copy of the monthly clerical HBMS MI return dates which are aligned with the SHBE timetable of returns. Returns should be submitted to [email protected]

54. LAs will need to submit a clerical HBMS MI return each month detailing the latest activity undertaken on referrals in scope of the initiative (para 44 and 45 refer). The return may constitute resending the same spreadsheet a number of times until such time all referrals have reached an outcome position.

55. It is not acceptable for LAs to stockpile clerical HBMS MI returns until all cases have reached an outcome stage, prior to submitting the return to DWP, as such time lags will provide an inaccurate picture of activity undertaken by the LA. However, LAs can submit the same clerical spreadsheet without removing previous entries as DWP systems can identify duplicates.

56. LAs will need to put their own processes in place to clerically build an overview of their ‘in year’ performance utilising the clerical HBMS MI spreadsheets. The figures should be consistent with DWP’s data which is directly derived from the returned clerical HBMS MI spreadsheets.

HB Award Accuracy Initiative funding allocations methodology and estimated volumes

FCR allocation methodology

57. There will be up to 200,000 FCR conducted over a half yearly period, nationwide. DWP has secured funding on this basis, using a unit cost of £21.43 per review. Each LA has been allocated funding based on the average number of their caseload that appears in the top 200,000 cases nationally in the period January-December 2019.

FCR volumes and funding

58. Funding was calculated for each LA separately and is based on an expected volume of FCRs. These can be scheduled throughout the financial year; however, it is expected that they should be as evenly spread as possible throughout the remainder of the year.

FCR unit cost calculations

59. The unit cost of £21.43 is based on an FCR taking 57 minutes. This average was derived from the FCR pilot involving 16 LAs. LAs taking part reported an average duration of 24 minutes as the time taken to conduct a FCR. However, there was a lot of variation depending on the complexity of the case. We consulted with a number of LAs and agreed to increase the unit cost to £21.43 (57 minutes) to account for complex cases and the cost of HB debt collection, appeals and any supporting clerical administration.

60. The risk model used to calculate the risk associated with a HB case has a seasonal element and as such there will be some months when you have a much higher or lower number of cases in the top 200,000. We encourage LAs to spread the full case review work over the course of the remainder of the year and not allow cases to build up towards the end of the year.

HBMS referrals allocation methodology

61. The total funding for completion of all HBMS referrals (not including SER; see below for separate detail) was determined by calculating the cost of actioning all referrals issued in 2018-19 and adjusting this using forecasts for 2020-21.

62. The funding allocation for each LA has been determined by calculating the percentage of the national caseload their caseload accounts for (as at December 2019) and applying this percentage to the total funding pot.

63. It has been calculated on this basis so that those LAs who already manage the accuracy of their HB caseload are not losing out.

HBMS volumes and funding

64. Do note, there are a number of factors that impact the volume of HBMS referrals including reducing HB caseload volumes and the potential introduction of new HBMS rules later in 2020-21. It is assumed that the combination of these factors will result in the volume of HBMS referrals you will be required to process to remain roughly the same as 2019.

65. The revised funding allocation for individual LAs has been provided in the HB Award Accuracy Initiative letter issued directly to LAs along with this circular on 4 August 2020.

HBMS unit cost calculations

66. The unit cost used to calculate the total funding allocation was £13.26. This is based on 35 minutes per referral. It is slightly more than the standard change of circumstances unit cost of £10.58, to reflect the additional time required to process complex HBMS referrals and any supporting clerical administration.

SER allocation methodology and funding

67. As opposed to the other HBMS referrals, the total funding for the SERs was based on the forecasted self-employed caseload for April 2020, using a unit cost per review of £31.16.

68. The funding allocation for each LA has been determined by calculating the percentage of the national self-employed caseload that their self-employed caseload accounts for (as at December 2019) and applying this percentage to the total funding pot.

69. It has been calculated on this basis so that those LAs who are already proactive in reviewing their self-employed caseload are not losing out.

SER volumes

70. Funding allocations have been worked out separately for each LA and provided in the HB Award Accuracy Initiative letter issued to LAs alongside this Circular on 3 August 2020.

71. However, the volume of SER referrals is expected to reduce throughout 2020-21 as cases move to Universal Credit or have a change of circumstances.

72. If you feel that the volume of SER referrals is not an accurate reflection of the volume of self-employed cases in your LA, you will need to ensure that all self-employed cases are accurately recorded on your HB IT system and ultimately SHBE, so that funding can be more accurately allocated in future years.

73. The total funding allocation is lower than that issued in 2019 as it is based on the forecasted self-employed caseload for 2020-21. SER unit cost calculations

74. The unit cost of £31.16 is based on a review length of 82 minutes. This is the same amount as previously provided for the SER in 2019 and includes an element for overpayment recovery action and accounts for the complexity of the work and any supporting clerical administration.

Other Fraud and Error activities

75. Other business as usual Fraud and Error activity should continue as normal.

Annex A: Copy of HB Award Accuracy re-launch letter

From: Clare Elliott
Head of Local Authority Partnership, Engagement and Delivery (LA-PED) division

Date: 4 August 2020

To: Revenues and Benefits Managers Chief Finance Officers

Dear colleagues

Re-launch of the Housing Benefit Award Accuracy Initiative: Invitation to confirm participation

(Name of council)

On 21 July 2020, I wrote to advise you about the re-launch of the Housing Benefit (HB) Award Accuracy Initiative. Despite the COVID-19 pandemic, a priority of the Department for Work and Pensions’ (DWP’s) LA-PED division is to continue to work with local authorities (LAs) during the remainder of 2020-21 and beyond to improve the accuracy of HB awards. I can confirm that funding remains in place to support LAs to undertake specific activities to identify unreported claimant changes and make sure the right amount of benefit is paid to the right person at the right time.

My team has consulted with LA representatives on the Practitioners’ Operational Group and this letter is official confirmation of the re-launch of the Housing Benefit (HB) Award Accuracy Initiative on 5 October 2020.

More details regarding the activities and funding are provided in circular HB A9/2020. This circular has been issued to all HB staff via the LA Single inbox.

High level summary

  • From 5 October 2020, and for the remainder of 2020-21, the activities within the HB Award Accuracy Initiative will be voluntary until 2021-22.
  • LAs who choose not to participate will not receive any funding.
  • We need each LA to confirm receipt of this letter by close 7 August 2020 at the latest.
  • An all LA conference call will be held on 13 August 2020 allowing LAs to ask questions, and help you in your decision to participate or not (see Next steps below).
  • We then need your LA to confirm by close 18 September 2020 whether you have decided to participate or not and which of the three flexible start dates you have chosen (see Flexible start dates below).

HB Award Accuracy activities

DWP will provide additional funding to enable LAs to undertake the following activities once participation is confirmed:

  • HB Full Case Reviews (FCRs)
  • Housing Benefit Matching Service (HBMS) referrals, including:
  • Self-Employed Earnings Reviews (SERs)
  • the correct recording of case information on LA IT Systems and clerical management information (MI) returns to DWP

Please note: LAs confirming participation are expected to carry out 100% of all HBMS cases they receive and 100% of their share of the 200,000 of the nationally identified FCRs, over the remaining months of their participation.

Funding

Once participation is confirmed, your funding allocation for the remainder of 2020-21 as shown below will be paid by October 2020 in one instalment as a grant. All activities have equal priority:

Name of council Approximate 2020-21 volumes 2020-21 funding
FCR   £
HBMS (not including Self-employed)   £
SER   £
Total   £

To secure this funding DWP has had to assure HM Treasury that it will be used to pay for additional staff or backfill for existing staff.

Funding was secured in the Spring Budget 2020 for 5 years up to and including 2024-25. DWP cannot provide LAs with a 5-year funding settlement because individual LA allocations may vary over time depending on the volume of high risk cases, SERs and HBMS referrals we expect each LA to receive. These volumes will shift over time as the reduction in the HB caseload may affect each LA differently. However, LAs should plan on the basis that funding for these activities will continue for at least 5 years and secure their staff resources accordingly.

The activities within the HB Award Accuracy Initiative will return to being mandatory from the start of 2021-22 as was the case when we initially launched the Initiative.

Why should LAs participate in the 2020-21 scheme?

Having spoken to a number of LAs prior to deciding whether to re-launch, we know that:

  • the activities within HB Award Accuracy Initiative will be mandatory in 2021-22, therefore participating in the scheme from 5 October 2020 gives LAs opportunities to learn lessons and prepare for 2021-22
  • the additional funding in 2020-21 allows LAs to retain existing resources and improve the accuracy of HB claims during the remainder of the year
  • leaving errors in the HB caseload longer generates larger HB overpayments for claimants to pay and the LA to recover. LAs that have suspended HB debt recovery due to the COVID-19 pandemic should still consider participating in the scheme. This is because it probably helps claimants if the HB error is found early, even where the recovery of the overpayment is suspended, rather than the LA allowing the HB debt to build up over time leaving the claimant with a larger debt to repay

Performance information

LAs can monitor their own performance by using:

  • HBMS clerical management information (MI) returns regarding HBMS referrals, and/or
  • data extraction from SHBE (Single Housing Benefit Extract) for FCRs

To support performance monitoring, it is important that LAs who confirm their participation fully and accurately record information, in line with guidance, on their:

  • IT Systems to enable capture of MI via SHBE for FCRs, and
  • HBMS clerical MI spreadsheets for SERs and HBMS

You should consider what action you may need to take to improve your HB Award Accuracy performance, and whether you should report this MI to council members (along with your Speed of Process performance).

Flexible start dates

We appreciate that LAs may need some flexibility in their HB Award Accuracy Initiative re-launch date. We are therefore allowing LAs to choose whether to go live on either the default of 5 October 2020, or alternatively 2 November 2020 or 30 November 2020. The funding and volumes in the table earlier in this letter are on the basis of a 5 October 2020 re-launch date so will be reduced pro-rata if LAs choose a later re-launch date.

If you have any queries regarding the HB Award Accuracy Initiative activities, funding or one of the flexible start dates please contact [email protected]

Performance Development Team support

For those LAs that confirm their participation, LA-PED’s Performance Development Team (PDT) will receive performance information on the Initiative’s activities. Though, as part of the response to the COVID-19 pandemic, LA-PED has suspended our usual approach to performance management. However, we will continue to monitor this information as it comes through and engage directly with LAs once we have moved to ‘steady state’ working arrangements.

In the meantime, PDTs) Performance Relationship Managers continue to undertake their routine regular calls with HB service managers within each LA. Do use this as an opportunity to discuss the HB Award Accuracy Indicator or Initiative, or any issues you may have about the delivery of your HB service.

As with all PDT’s performance engagement activity, evidence of exceptional circumstances will be considered if performance is below expectations.

Many of you will also be aware we also offer free professional consultancy support. So, if you wish to work ‘virtually’ with us on this, or any particular HB service delivery issue we are happy to assign someone to provide this support. You can contact PDT at [email protected]

Next steps for LAs

LAs should review circular HB A9/2020 which provides more detail on the HB Award Accuracy Initiative.

We intend to run an ‘All LA conference call’ to support the re-launch of the HB Award Accuracy Initiative on Thursday 13 August 2020 from 10.30am to 12.00noon. The dial in details and conference PIN are as follows:

  • dial in number: xxxxxxxxxx
  • conference PIN: xxxxxxxxxx

A replay facility will be available for 31 days following the call. The dial-in-details and conference PIN for the replay are as follows:

  • replay dial in number: xxxxxxxxxx
  • conference PIN: xxxxxxxxxx

We ask that each LA acknowledges receipt of this letter by close 7 August 2020 at the latest to [email protected]

Subsequent to that, we then require a further response to the same email address by close 18 September 2020 with either:

  • confirmation of your participation in the re-launch on 5 October or your chosen alternative proposed re-launch date of either 2 November or 30 November
  • your formal decision to opt out completely until 2021-22, (meaning that you will not receive 2020-21 funding)

Yours faithfully

Clare Elliott
Head of LA-PED

Annex B: SHBE LA timetable of returns 2020-21

Breaks Dates
End of year Week commencing 30/03/2020 and 06/04/2020
Christmas Week commencing 21/12/2020 and 28/12/2020
Day of Transfer Relevant Month Earliest Data Extraction Date Data Transfer Date Local Authority Name Local Authority Number
Monday Apr-20 07/04/2020 14/04/2020 Blackpool 12302
  May-20 04/05/2020 11/05/2020 Bolton 20101
  Jun-20 01/06/2020 08/06/2020 Bury 20102
  Jul-20 29/06/2020 06/07/2020 Cheshire East UA 10609
  Aug-20 27/07/2020 03/08/2020 Cheshire West & Chester UA 10610
  Sep-20 25/08/2020 01/09/2020 Chorley 12304
  Oct-20 21/09/2020 28/09/2020 Fylde 12305
  Nov-20 19/10/2020 26/10/2020 Halton 10605
  Dec-20 16/11/2020 23/11/2020 Hyndburn 12306
  Jan-21 28/12/2020 04/01/2021 Knowsley 20201
  Feb-21 25/01/2021 01/02/2021 Lancaster 12307
  Mar-21 22/02/2021 01/03/2021 Liverpool 20202
        Preston 12309
           
Tuesday Apr-20 07/04/2020 14/04/2020 Allerdale 10901
  May-20 05/05/2020 12/05/2020 Blackburn 12301
  Jun-20 02/06/2020 09/06/2020 Carlisle 10903
  Jul-20 30/06/2020 07/07/2020 Copeland 10904
  Aug-20 28/07/2020 04/08/2020 Oldham 20104
  Sep-20 25/08/2020 01/09/2020 Ribble Valley 12310
  Oct-20 22/09/2020 29/09/2020 Rochdale 20105
  Nov-20 20/10/2020 27/10/2020 Rossendale 12311
  Dec-20 17/11/2020 24/11/2020 Salford 20106
  Jan-21 29/12/2020 05/01/2021 Sefton 20204
  Feb-21 26/01/2021 02/02/2021 South Ribble 12312
  Mar-21 23/02/2021 02/03/2021 St Helens 20203
        Stockport 20107
        Tameside 20108
        Trafford 20109
        Warrington 10608
        West Lancashire 12313
        Wigan 20110
        Wyre 12314
           
Wednesday Apr-20 08/04/2020 15/04/2020 Barking & Dagenham 50101
  May-20 06/05/2020 13/05/2020 Barnet 50102
  Jun-20 03/06/2020 10/06/2020 Bexley 50103
  Jul-20 01/07/2020 08/07/2020 Brent 50104
  Aug-20 29/07/2020 05/08/2020 Bromley 50105
  Sep-20 26/08/2020 02/09/2020 Broxbourne 11901
  Oct-20 23/09/2020 30/09/2020 Burnley 12303
  Nov-20 21/10/2020 28/10/2020 Camden 40101
  Dec-20 18/11/2020 25/11/2020 Charnwood 12402
  Jan-21 30/12/2020 06/01/2021 Coventry 20502
  Feb-21 27/01/2021 03/02/2021 Ealing 50107
  Mar-21 24/02/2021 03/03/2021 Enfield 50108
        Hackney 40103
        Hammersmith & Fulham 40104
        Hart 11706
        Havant 11707
        Islington 40105
        Lambeth 40107
        Lewisham 40108
        London (City Of) 30101
        Mendip 13301
        Sheffield 20304
        South Oxfordshire 13103
        Southwark 40109
        Swindon 13904
        Vale of White Horse 13104
        Welwyn Hatfield 11910
        Westminster 40112
           
Thursday Apr-20 09/04/2020 16/04/2020 Croydon 50106
  May-20 07/05/2020 14/05/2020 Greenwich 40102
  Jun-20 04/06/2020 11/06/2020 Haringey 50109
  Jul-20 02/07/2020 09/07/2020 Harrow 50110
  Aug-20 30/07/2020 06/08/2020 Hillingdon 50112
  Sep-20 27/08/2020 03/09/2020 Kensington & Chelsea 40106
  Oct-20 24/09/2020 01/10/2020 Kingston upon Thames 50114
  Nov-20 22/10/2020 29/10/2020 Manchester 20103
  Dec-20 19/11/2020 26/11/2020 Merton 50115
  Jan-21 31/12/2020 07/01/2021 Newham 50116
  Feb-21 28/01/2021 04/02/2021 Redbridge 50117
  Mar-21 25/02/2021 04/03/2021 Richmond upon Thames 50118
        Sandwell 20504
        Sutton 50119
        Tower Hamlets 40110
75          
Monday Apr-20 13/04/2020 20/04/2020 Barnsley 20301
  May-20 11/05/2020 18/05/2020 Bradford 20601
  Jun-20 08/06/2020 15/06/2020 Calderdale 20602
  Jul-20 06/07/2020 13/07/2020 Doncaster 20302
  Aug-20 03/08/2020 10/08/2020 East Riding of Yorkshire 17001
  Sep-20 31/08/2020 07/09/2020 Eden 10905
  Oct-20 28/09/2020 05/10/2020 Havering 50111
  Nov-20 26/10/2020 02/11/2020 Kingston upon Hull 17002
  Dec-20 23/11/2020 30/11/2020 Kirklees 20603
  Jan-21 04/01/2021 11/01/2021 Plymouth 11105
  Feb-21 01/02/2021 08/02/2021 Rotherham 20303
  Mar-21 01/03/2021 08/03/2021 South Lakeland 10906
        South Tyneside 20404
        Sunderland 20405
           
Tuesday Apr-20 14/04/2020 21/04/2020 Darlington 11302
  May-20 12/05/2020 19/05/2020 Dudley 20503
  Jun-20 09/06/2020 16/06/2020 Hambleton 17902
  Jul-20 07/07/2020 14/07/2020 Harrogate 17903
  Aug-20 04/08/2020 11/08/2020 Hartlepool 15701
  Sep-20 01/09/2020 08/09/2020 Leeds 20604
  Oct-20 29/09/2020 06/10/2020 Middlesbrough 15702
  Nov-20 27/10/2020 03/11/2020 Newcastle-upon-Tyne 20402
  Dec-20 24/11/2020 01/12/2020 North East Lincolnshire 17003
  Jan-21 05/01/2021 12/01/2021 North Lincolnshire 17004
  Feb-21 02/02/2021 09/02/2021 North Tyneside 20403
  Mar-21 02/03/2021 09/03/2021 Northumberland UA 12807
        Ryedale 17905
        Scarborough 17906
        Selby 17907
        Stockton-on-Tees 15704
        Wakefield 20605
        York 17908
           
Wednesday Apr-20 15/04/2020 22/04/2020 Aylesbury Vale 10401
  May-20 13/05/2020 20/05/2020 Basingstoke & Deane 11701
  Jun-20 10/06/2020 17/06/2020 Bedford 10203
  Jul-20 08/07/2020 15/07/2020 Central Bedfordshire UA 10205
  Aug-20 05/08/2020 12/08/2020 Cheltenham 11601
  Sep-20 02/09/2020 09/09/2020 Cherwell 13101
  Oct-20 30/09/2020 07/10/2020 Chiltern 10402
  Nov-20 28/10/2020 04/11/2020 Colchester 11506
  Dec-20 25/11/2020 02/12/2020 Cotswold 11602
  Jan-21 06/01/2021 13/01/2021 Craven 17901
  Feb-21 03/02/2021 10/02/2021 Dacorum 11902
  Mar-21 03/03/2021 10/03/2021 Durham UA 11309
        Forest of Dean 11603
        Gateshead 20401
        Gloucester 11604
        Hertsmere 11904
        Luton 10201
        Milton Keynes 10403
        Oxford 13102
        Richmondshire 17904
        South Buckinghamshire 10404
        South Northamptonshire 12706
        St Albans 11906
        Stevenage 11907
        Stroud 11605
        Tewkesbury 11606
        Three Rivers 11908
        Watford 11909
        West Oxfordshire 13105
        Wiltshire UA 13906
        Wycombe 10405
           
Thursday Apr-20 16/04/2020 23/04/2020 Barrow-in-Furness 10902
  May-20 14/05/2020 21/05/2020 East Hampshire 11702
  Jun-20 11/06/2020 18/06/2020 Eastleigh 11703
  Jul-20 09/07/2020 16/07/2020 Elmbridge 13601
  Aug-20 06/08/2020 13/08/2020 Epsom & Ewell 13602
  Sep-20 03/09/2020 10/09/2020 Fareham 11704
  Oct-20 01/10/2020 08/10/2020 Gosport 11705
  Nov-20 29/10/2020 05/11/2020 Guildford 13603
  Dec-20 26/11/2020 03/12/2020 Isle of Wight 12103
  Jan-21 07/01/2021 14/01/2021 Mole Valley 13604
  Feb-21 04/02/2021 11/02/2021 New Forest 11708
  Mar-21 04/03/2021 11/03/2021 Portsmouth 11709
        Reading 10303
        Redcar & Cleveland 15703
        Reigate & Banstead 13605
        Runnymede 13606
        Rushmoor 11710
        Solihull 20505
        Southampton 11711
        Spelthorne 13607
        Surrey Heath 13608
        Tandridge 13609
        Test Valley 11712
        Waltham Forest 50120
        Waverley 13610
        West Berkshire 10302
        Winchester 11713
        Windsor & Maidenhead 10305
        Woking 13611
        Wokingham 10306
93          
Monday Apr-20 20/04/2020 27/04/2020 Bournemouth 11201
  May-20 19/05/2020 26/05/2020 Christchurch 11202
  Jun-20 15/06/2020 22/06/2020 Cornwall UA 10807
  Jul-20 13/07/2020 20/07/2020 East Devon 11101
  Aug-20 10/08/2020 17/08/2020 East Dorset 11208
  Sep-20 07/09/2020 14/09/2020 Exeter 11102
  Oct-20 05/10/2020 12/10/2020 North Devon 11104
  Nov-20 02/11/2020 09/11/2020 North Dorset 11203
  Dec-20 30/11/2020 07/12/2020 Poole 11204
  Jan-21 11/01/2021 18/01/2021 Purbeck 11205
  Feb-21 08/02/2021 15/02/2021 Slough 10304
  Mar-21 08/03/2021 15/03/2021    
           
Tuesday Apr-20 21/04/2020 28/04/2020 Bath & North East Somerset 15101
  May-20 19/05/2020 26/05/2020 Bracknell Forest 10301
  Jun-20 16/06/2020 23/06/2020 Dartford 16103
  Jul-20 14/07/2020 21/07/2020 East Hertfordshire 11903
  Aug-20 11/08/2020 18/08/2020 Herefordshire 18102
  Sep-20 08/09/2020 15/09/2020 Sedgemoor 13302
  Oct-20 06/10/2020 13/10/2020 Sevenoaks 16108
  Nov-20 03/11/2020 10/11/2020 South Gloucestershire 15104
  Dec-20 01/12/2020 08/12/2020 South Hams 11106
  Jan-21 12/01/2021 19/01/2021 South Somerset 13305
  Feb-21 09/02/2021 16/02/2021 Stafford 13406
  Mar-21 09/03/2021 16/03/2021 Taunton Deane 13303
        Teignbridge 11107
        Thanet 16111
        Torbay 11108
        Torridge 11109
        Wandsworth 40111
        West Devon 11110
        West Dorset 11206
        West Somerset 13304
        Weymouth & Portland 11207
        Wirral 20205
           
Wednesday Apr-20 22/04/2020 29/04/2020 Birmingham 20501
  May-20 20/05/2020 27/05/2020 Bristol 15102
  Jun-20 17/06/2020 24/06/2020 Dundee 101902
  Jul-20 15/07/2020 22/07/2020 East Dunbartonshire 101802
  Aug-20 12/08/2020 19/08/2020 Malvern Hills 18103
  Sep-20 09/09/2020 16/09/2020 Mid Devon 11103
  Oct-20 07/10/2020 14/10/2020 North Hertfordshire 11905
  Nov-20 04/11/2020 11/11/2020 North Warwickshire 13701
  Dec-20 02/12/2020 09/12/2020 Nuneaton & Bedworth 13702
  Jan-21 13/01/2021 20/01/2021 Rugby 13703
  Feb-21 10/02/2021 17/02/2021 Shropshire UA 13207
  Mar-21 10/03/2021 17/03/2021 South Staffordshire 13405
        Stratford-upon-Avon 13704
        Telford & Wrekin 13206
        Walsall 20506
        Warwick 13705
        Wolverhampton 20507
        Worcester 18105
        Wychavon 18106
        Wyre Forest 18107
           
Thursday Apr-20 23/04/2020 30/04/2020 Aberdeen 101501
  May-20 21/05/2020 28/05/2020 Aberdeenshire 101502
  Jun-20 18/06/2020 25/06/2020 Angus 101901
  Jul-20 16/07/2020 23/07/2020 Argyll & Bute 101801
  Aug-20 13/08/2020 20/08/2020 Bromsgrove 18101
  Sep-20 10/09/2020 17/09/2020 Clackmannanshire 101201
  Oct-20 08/10/2020 15/10/2020 Dumfries & Galloway 101301
  Nov-20 05/11/2020 12/11/2020 East Ayrshire 101806
  Dec-20 03/12/2020 10/12/2020 East Lothian 101702
  Jan-21 14/01/2021 21/01/2021 East Renfrewshire 101808
  Feb-21 11/02/2021 18/02/2021 Edinburgh 101701
  Mar-21 11/03/2021 18/03/2021 Falkirk 101202
        Fife 101401
        Glasgow 101809
        Highland 101601
        Hounslow 50113
        Inverclyde 101810
        Midlothian 101703
        Moray 101503
        North Ayrshire 101807
        North Lanarkshire 101805
        Orkney Islands 90101
        Pendle 12308
        Perth & Kinross 101903
        Redditch 18104
        Renfrewshire 101812
        Scottish Borders 101101
        Shetland Islands 90102
        South Ayrshire 101811
        South Lanarkshire 101804
        Stirling 101203
        West Dunbartonshire 101803
        West Lothian 101704
        Western Isles (Comhairle nan Eilean Siar) 90103
87          
Monday Apr-20 27/04/2020 04/05/2020 Arun 13802
  May-20 25/05/2020 01/06/2020 Ashford 16101
  Jun-20 22/06/2020 29/06/2020 Blaenau Gwent 71401
  Jul-20 20/07/2020 27/07/2020 Bridgend 71301
  Aug-20 17/08/2020 24/08/2020 Brighton & Hove 14101
  Sep-20 14/09/2020 21/09/2020 Caerphilly 71402
  Oct-20 12/10/2020 19/10/2020 Canterbury 16102
  Nov-20 09/11/2020 16/11/2020 Carmarthenshire 71202
  Dec-20 07/12/2020 14/12/2020 Ceredigion 71201
  Jan-21 18/01/2021 25/01/2021 Chichester 13803
  Feb-21 15/02/2021 22/02/2021 Conwy 71101
  Mar-21 15/03/2021 22/03/2021 Crawley 13804
        Denbighshire 71103
        Dover 16104
        Eastbourne 14102
        Flintshire 71104
        Gwynedd 71102
        Isle of Anglesey (Ynys Mon) 71106
        Lewes 14104
        Merthyr Tydfil 71404
        Monmouthshire 71405
        Neath Port Talbot 71302
        Newport 71406
        Oadby & Wigston 12408
        Pembrokeshire 71203
        Powys 71204
        Rhondda Cynon Taff 71303
        Swansea 71304
        Torfaen 71407
           
Tuesday Apr-20 28/04/2020 05/05/2020 Adur 13801
  May-20 26/05/2020 02/06/2020 Amber Valley 11001
  Jun-20 23/06/2020 30/06/2020 Ashfield 13001
  Jul-20 21/07/2020 28/07/2020 Bassetlaw 13002
  Aug-20 18/08/2020 25/08/2020 Blaby 12401
  Sep-20 15/09/2020 22/09/2020 Bolsover 11002
  Oct-20 13/10/2020 20/10/2020 Broxtowe 13003
  Nov-20 10/11/2020 17/11/2020 Cannock Chase 13401
  Dec-20 08/12/2020 15/12/2020 Cardiff 71403
  Jan-21 19/01/2021 26/01/2021 Chesterfield 11003
  Feb-21 16/02/2021 23/02/2021 Corby 12701
  Mar-21 16/03/2021 23/03/2021 Daventry 12702
        Derby 11004
        Derbyshire Dales 11009
        East Northamptonshire 12703
        East Staffordshire 13402
        Erewash 11005
        Folkestone & Hythe 16109
        Gravesham 16105
        Hastings 14103
        Horsham 13805
        Maidstone 16106
        Medway 16107
        Mid Sussex 13806
        North East Derbyshire 11007
        Rother 14105
        Swale 16110
        Tonbridge & Malling 16112
        Tunbridge Wells 16113
        Wealden 14106
        Worthing 13807
        Vale of Glamorgan 71305
           
Wednesday Apr-20 29/04/2020 06/05/2020 Basildon 11501
  May-20 27/05/2020 03/06/2020 Boston 12501
  Jun-20 24/06/2020 01/07/2020 Brecklands 12601
  Jul-20 22/07/2020 29/07/2020 Brentwood 11503
  Aug-20 19/08/2020 26/08/2020 Broadland 12602
  Sep-20 16/09/2020 23/09/2020 East Cambridgeshire 10502
  Oct-20 14/10/2020 21/10/2020 Gedling 13004
  Nov-20 11/11/2020 18/11/2020 Harborough 12403
  Dec-20 09/12/2020 16/12/2020 High Peak 11006
  Jan-21 20/01/2021 27/01/2021 Hinckley & Bosworth 12404
  Feb-21 17/02/2021 24/02/2021 Kettering 12704
  Mar-21 17/03/2021 24/03/2021 Leicester 12405
        Lichfield 13403
        Mansfield 13005
        Melton 12406
        Newark & Sherwood 13006
        Newcastle-under-Lyme 13404
        North West Leicester 12407
        Northampton 12705
        Nottingham 13007
        Rushcliffe 13008
        Rutland 12409
        South Derbyshire 11008
        Staffordshire Moorlands 13407
        Stoke-on-Trent 13408
        Tamworth 13409
        Thurrock 11513
        Wellingborough 12707
        West Suffolk (previously: Forest Heath, St Edmundsbury) 13508
        Wrexham 71105
           
Thursday Apr-20 30/04/2020 07/05/2020 Babergh 13501
  May-20 28/05/2020 04/06/2020 Braintree 11502
  Jun-20 25/06/2020 02/07/2020 Cambridge 10501
  Jul-20 23/07/2020 30/07/2020 Castle Point 11504
  Aug-20 20/08/2020 27/08/2020 Chelmsford 11505
  Sep-20 17/09/2020 24/09/2020 East Lindsey 12502
  Oct-20 15/10/2020 22/10/2020 Epping Forest 11507
  Nov-20 12/11/2020 19/11/2020 East Suffolk (previously: Suffolk Coastal, Waveney) 13509
  Dec-20 10/12/2020 17/12/2020 Fenland 10503
  Jan-21 21/01/2021 28/01/2021 Great Yarmouth 12603
  Feb-21 18/02/2021 25/02/2021 Harlow 11508
  Mar-21 18/03/2021 25/03/2021 Huntingdonshire 10504
        Ipswich 13503
        Lincoln 12503
        Maldon 11509
        Mid Suffolk 13504
        North Kesteven 12504
        North Norfolk 12605
        North Somerset 15103
        Norwich 12606
        Peterborough 10505
        Rochford 11510
        South Cambridge 10506
        South Holland 12505
        South Kesteven 12506
        South Norfolk 12607
        Southend-on-Sea 11511
        Tendring 11512
        Uttlesford 11514
        West Lindsey 12507
        West Norfolk & Kings Lynn 12604

Annex C: HBMS rules

HBMS Self-employed Earnings rules

Rule Description
HBHB405 This rule is designed to identify Housing Benefit (HB) claims where the amount of self-assessed earning declared to HB for the HB Customer and/or Partner has not changed for a period of 12 months
HBSA002 This rule is designed to identify a Housing Benefit (HB) customer and/or partner with undeclared Self Assessed (SA) earnings which are less than £10,000 per annum.
HBSA003 This rule is designed to identify HB claimants and/or partners who have declared self-employed earnings which differs from Self-Assessed declarations and result in a potential overpayment of HB.
HBSA004 This rule is designed to identify HB claimants and/or partners who have declared self-employed earnings which differs from Self-Assessed declarations and result in a potential underpayment of HB.

HBMS rules

Rule Description
HBDB101 This rule is designed to identify Housing Benefit (HB) Customers or Partners who have failed to declare that they are in receipt of Industrial Injuries Disability Benefit (IIDB).
HBES105 This rule is designed to identify Housing Benefit (HB) for customer or partners who have stated they are in receipt of Employment and Support Allowance (ESA) Income Related (IR) but there is no match within the ESA system.
HBHB001 This rule is designed to identify concurrent claims to Housing Benefit (HB) by the same person within one Local Authority.
HBHB403 This rule is designed to identify HB/CTB cases with no change to Child Tax Credit or Working Tax Credit in the last 13 months
HBHB501 This rule is designed to identify Housing Benefit (HB) and Council Tax Benefit (CTB) claims showing a dependant aged 19 and over.
HBHB911 This rule is designed to identify concurrent claims to Housing Benefit (HB) by the same person as a customer at two different LAs.
HBIB005 This rule is designed to identify Housing Benefit (HB) customers who have failed to notify the Local Authority of a change of address (within the UK) using PSCS data
HBIC201 This rule is designed to identify Housing Benefit (HB) customers or partners who have failed to declare that they are in receipt of Carer’s Allowance (CA).
HBIS005 This rule is designed to identify Housing Benefit (HB) customers who have failed to notify the Local Authority of a change of address.
HBIS105 This rule is designed to identify claims to Housing Benefit (HB) made on the basis that Income Support (IS) is in payment, but no current entitlement to this benefit exists.
HBJS055 This rule is designed to identify Housing Benefit (HB) customers who have failed to notify the Local Authority of a change of address.
HBJS105 This rule is designed to identify claims to Housing Benefit (HB) made on the basis the Jobseekers Allowance (JSA) Income Based (IB) is in payment but no current entitlement to the benefit exists.
HBPC005 This rule is designed to identify a Housing Benefit (HB) for customer or partners (if applicable) falsely declaring that Pension Credit (PC) is in payment.
HBRM101 This rule is designed to identify Housing Benefit (HB) customers who have failed to declare a change of address
HBRP103 This rule is designed to identify customers or partners who fail to declare receipt of Retirement Pension (RP) to Housing Benefit (HB).
HBJS212 This rule is designed to identify fraudulent HB claims made on the basis that JSA [C] is in payment.
HBPD001 This rule is designed to identify customers in an English or Welsh prison who have been or are going to be in prison for 13 weeks or more.
HBSP001 This rule is designed to identify customers in a Scottish prison who have been or are going to be in prison for 13 weeks or more.
HBBB001 This rule is designed to identify Housing Benefit (HB) Customers who have failed to declare payment of a Bereavement Benefit (BB).
HBIN004 This rule is designed to identify failure to notify the Local Authority of the death of a customer.
HBUC007 This rule is designed to identify where Universal Credit Housing Costs and Housing Benefit are in payment at the same time

Annex D: Monthly clerical HBMS MI returns timetable 2020-21

Breaks Dates
End of year Week commencing 30/03/2020 and 06/04/2020
Christmas Week commencing 21/12/2020 and 28/12/2020
Week Number Day of Transfer Relevant Month Data Transfer Date Local Authority Name Local Authority Number
Week 1 Monday Apr-20 14/04/2020 Blackpool 12302
    May-20 11/05/2020 Bolton 20101
    Jun-20 08/06/2020 Bury 20102
    Jul-20 06/07/2020 Cheshire East UA 10609
    Aug-20 03/08/2020 Cheshire West & Chester UA 10610
    Sep-20 01/09/2020 Chorley 12304
    Oct-20 28/09/2020 Fylde 12305
    Nov-20 26/10/2020 Halton 10605
    Dec-20 23/11/2020 Hyndburn 12306
    Jan-21 04/01/2021 Knowsley 20201
    Feb-21 01/02/2021 Lancaster 12307
    Mar-21 01/03/2021 Liverpool 20202
        Preston 12309
13          
Week 1 Tuesday Apr-20 14/04/2020 Allerdale 10901
    May-20 12/05/2020 Blackburn 12301
    Jun-20 09/06/2020 Carlisle 10903
    Jul-20 07/07/2020 Copeland 10904
    Aug-20 04/08/2020 Oldham 20104
    Sep-20 01/09/2020 Ribble Valley 12310
    Oct-20 29/09/2020 Rochdale 20105
    Nov-20 27/10/2020 Rossendale 12311
    Dec-20 24/11/2020 Salford 20106
    Jan-21 05/01/2021 Sefton 20204
    Feb-21 02/02/2021 South Ribble 12312
    Mar-21 02/03/2021 St Helens 20203
        Stockport 20107
        Tameside 20108
        Trafford 20109
        Warrington 10608
        West Lancashire 12313
        Wigan 20110
        Wyre 12314
19          
Week 1 Wednesday Apr-20 15/04/2020 Barking & Dagenham 50101
    May-20 13/05/2020 Barnet 50102
    Jun-20 10/06/2020 Bexley 50103
    Jul-20 08/07/2020 Brent 50104
    Aug-20 05/08/2020 Bromley 50105
    Sep-20 02/09/2020 Broxbourne 11901
    Oct-20 30/09/2020 Burnley 12303
    Nov-20 28/10/2020 Camden 40101
    Dec-20 25/11/2020 Charnwood 12402
    Jan-21 06/01/2021 Coventry 20502
    Feb-21 03/02/2021 Ealing 50107
    Mar-21 03/03/2021 Enfield 50108
        Hackney 40103
        Hammersmith & Fulham 40104
        Hart 11706
        Havant 11707
        Islington 40105
        Lambeth 40107
        Lewisham 40108
        London (City Of) 30101
        Mendip 13301
        Sheffield 20304
        South Oxfordshire 13103
        Southwark 40109
        Swindon 13904
        Vale of White Horse 13104
        Welwyn Hatfield 11910
        Westminster 40112
28          
Week 1 Thursday Apr-20 16/04/2020 Croydon 50106
    May-20 14/05/2020 Greenwich 40102
    Jun-20 11/06/2020 Haringey 50109
    Jul-20 09/07/2020 Harrow 50110
    Aug-20 06/08/2020 Hillingdon 50112
    Sep-20 03/09/2020 Kensington & Chelsea 40106
    Oct-20 01/10/2020 Kingston upon Thames 50114
    Nov-20 29/10/2020 Manchester 20103
    Dec-20 26/11/2020 Merton 50115
    Jan-21 07/01/2021 Newham 50116
    Feb-21 04/02/2021 Redbridge 50117
    Mar-21 04/03/2021 Richmond upon Thames 50118
        Sandwell 20504
        Sutton 50119
        Tower Hamlets 40110
15 75        
Week 2 Monday Apr-20 20/04/2020 Barnsley 20301
    May-20 18/05/2020 Bradford 20601
    Jun-20 15/06/2020 Calderdale 20602
    Jul-20 13/07/2020 Doncaster 20302
    Aug-20 10/08/2020 East Riding of Yorkshire 17001
    Sep-20 07/09/2020 Eden 10905
    Oct-20 05/10/2020 Havering 50111
    Nov-20 02/11/2020 Kingston upon Hull 17002
    Dec-20 30/11/2020 Kirklees 20603
    Jan-21 11/01/2021 Plymouth 11105
    Feb-21 08/02/2021 Rotherham 20303
    Mar-21 08/03/2021 South Lakeland 10906
        South Tyneside 20404
        Sunderland 20405
14          
Week 2 Tuesday Apr-20 21/04/2020 Darlington 11302
    May-20 19/05/2020 Dudley 20503
    Jun-20 16/06/2020 Hambleton 17902
    Jul-20 14/07/2020 Harrogate 17903
    Aug-20 11/08/2020 Hartlepool 15701
    Sep-20 08/09/2020 Leeds 20604
    Oct-20 06/10/2020 Middlesbrough 15702
    Nov-20 03/11/2020 Newcastle-upon Tyne 20402
    Dec-20 01/12/2020 North East Lincolnshire 17003
    Jan-21 12/01/2021 North Lincolnshire 17004
    Feb-21 09/02/2021 North Tyneside 20403
    Mar-21 09/03/2021 Northumberland UA 12807
        Ryedale 17905
        Scarborough 17906
        Selby 17907
        Stockton-on-Tees 15704
        Wakefield 20605
        York 17908
18          
Week 2 Wednesday Apr-20 22/04/2020 Aylesbury Vale 10401
    May-20 20/05/2020 Basingstoke & Deane 11701
    Jun-20 17/06/2020 Bedford 10203
    Jul-20 15/07/2020 Central Bedfordshire UA 10205
    Aug-20 12/08/2020 Cheltenham 11601
    Sep-20 09/09/2020 Cherwell 13101
    Oct-20 07/10/2020 Chiltern 10402
    Nov-20 04/11/2020 Colchester 11506
    Dec-20 02/12/2020 Cotswold 11602
    Jan-21 13/01/2021 Craven 17901
    Feb-21 10/02/2021 Dacorum 11902
    Mar-21 10/03/2021 Durham UA 11309
        Forest of Dean 11603
        Gateshead 20401
        Gloucester 11604
        Hertsmere 11904
        Luton 10201
        Milton Keynes 10403
        Oxford 13102
        Richmondshire 17904
        South Buckinghamshire 10404
        South Northamptonshire 12706
        St Albans 11906
        Stevenage 11907
        Stroud 11605
        Tewkesbury 11606
        Three Rivers 11908
        Watford 11909
        West Oxfordshire 13105
        Wiltshire UA 13906
        Wycombe 10405
31          
Week 2 Thursday Apr-20 23/04/2020 Barrow-in-Furness 10902
    May-20 21/05/2020 East Hampshire 11702
    Jun-20 18/06/2020 Eastleigh 11703
    Jul-20 16/07/2020 Elmbridge 13601
    Aug-20 13/08/2020 Epsom & Ewell 13602
    Sep-20 10/09/2020 Fareham 11704
    Oct-20 08/10/2020 Gosport 11705
    Nov-20 05/11/2020 Guildford 13603
    Dec-20 03/12/2020 Isle of Wight 12103
    Jan-21 14/01/2021 Mole Valley 13604
    Feb-21 11/02/2021 New Forest 11708
    Mar-21 11/03/2021 Portsmouth 11709
        Reading 10303
        Redcar & Cleveland 15703
        Reigate & Banstead 13605
        Runnymede 13606
        Rushmoor 11710
        Solihull 20505
        Southampton 11711
        Spelthorne 13607
        Surrey Heath 13608
        Tandridge 13609
        Test Valley 11712
        Waltham Forest 50120
        Waverley 13610
        West Berkshire 10302
        Winchester 11713
        Windsor & Maidenhead 10305
        Woking 13611
        Wokingham 10306
30 93        
Week 3 Monday Apr-20 27/04/2020 Bournemouth 11201
    May-20 26/05/2020 Christchurch 11202
    Jun-20 22/06/2020 Cornwall UA 10807
    Jul-20 20/07/2020 East Devon 11101
    Aug-20 17/08/2020 East Dorset 11208
    Sep-20 14/09/2020 Exeter 11102
    Oct-20 12/10/2020 North Devon 11104
    Nov-20 09/11/2020 North Dorset 11203
    Dec-20 07/12/2020 Poole 11204
    Jan-21 18/01/2021 Purbeck 11205
    Feb-21 15/02/2021 Slough 10304
    Mar-21 15/03/2021    
11          
Week 3 Tuesday Apr-20 28/04/2020 Bath & North East Somerset 15101
    May-20 26/05/2020 Bracknell Forest 10301
    Jun-20 23/06/2020 Dartford 16103
    Jul-20 21/07/2020 East Hertfordshire 11903
    Aug-20 18/08/2020 Herefordshire 18102
    Sep-20 15/09/2020 Sedgemoor 13302
    Oct-20 13/10/2020 Sevenoaks 16108
    Nov-20 10/11/2020 South Gloucestershire 15104
    Dec-20 08/12/2020 South Hams 11106
    Jan-21 19/01/2021 South Somerset 13305
    Feb-21 16/02/2021 Stafford 13406
    Mar-21 16/03/2021 Taunton Deane 13303
        Teignbridge 11107
        Thanet 16111
        Torbay 11108
        Torridge 11109
        Wandsworth 40111
        West Devon 11110
        West Dorset 11206
        West Somerset 13304
        Weymouth & Portland 11207
        Wirral 20205
22          
Week 3 Wednesday Apr-20 29/04/2020 Birmingham 20501
    May-20 27/05/2020 Bristol 15102
    Jun-20 24/06/2020 Dundee 101902
    Jul-20 22/07/2020 East Dunbartonshire 101802
    Aug-20 19/08/2020 Malvern Hills 18103
    Sep-20 16/09/2020 Mid Devon 11103
    Oct-20 14/10/2020 North Hertfordshire 11905
    Nov-20 11/11/2020 North Warwickshire 13701
    Dec-20 09/12/2020 Nuneaton & Bedworth 13702
    Jan-21 20/01/2021 Rugby 13703
    Feb-21 17/02/2021 Shropshire UA 13207
    Mar-21 17/03/2021 South Staffordshire 13405
        Stratford-upon Avon 13704
        Telford & Wrekin 13206
        Walsall 20506
        Warwick 13705
        Wolverhampton 20507
        Worcester 18105
        Wychavon 18106
        Wyre Forest 18107
20          
Week 3 Thursday Apr-20 30/04/2020 Aberdeen 101501
    May-20 28/05/2020 Aberdeenshire 101502
    Jun-20 25/06/2020 Angus 101901
    Jul-20 23/07/2020 Argyll & Bute 101801
    Aug-20 20/08/2020 Bromsgrove 18101
    Sep-20 17/09/2020 Clackmannanshire 101201
    Oct-20 15/10/2020 Dumfries & Galloway 101301
    Nov-20 12/11/2020 East Ayrshire 101806
    Dec-20 10/12/2020 East Lothian 101702
    Jan-21 21/01/2021 East Renfrewshire 101808
    Feb-21 18/02/2021 Edinburgh 101701
    Mar-21 18/03/2021 Falkirk 101202
        Fife 101401
        Glasgow 101809
        Highland 101601
        Hounslow 50113
        Inverclyde 101810
        Midlothian 101703
        Moray 101503
        North Ayrshire 101807
        North Lanarkshire 101805
        Orkney Islands 90101
        Pendle 12308
        Perth & Kinross 101903
        Redditch 18104
        Renfrewshire 101812
        Scottish Borders 101101
        Shetland Islands 90102
        South Ayrshire 101811
        South Lanarkshire 101804
        Stirling 101203
        West Dunbartonshire 101803
        West Lothian 101704
        Western Isles (Comhairle nan Eilean Siar) 90103
34 87        
Week 4 Monday Apr-20 04/05/2020 Arun 13802
    May-20 01/06/2020 Ashford 16101
    Jun-20 29/06/2020 Blaenau Gwent 71401
    Jul-20 27/07/2020 Bridgend 71301
    Aug-20 24/08/2020 Brighton & Hove 14101
    Sep-20 21/09/2020 Caerphilly 71402
    Oct-20 19/10/2020 Canterbury 16102
    Nov-20 16/11/2020 Carmarthenshire 71202
    Dec-20 14/12/2020 Ceredigion 71201
    Jan-21 25/01/2021 Chichester 13803
    Feb-21 22/02/2021 Conwy 71101
    Mar-21 22/03/2021 Crawley 13804
        Denbighshire 71103
        Dover 16104
        Eastbourne 14102
        Flintshire 71104
        Gwynedd 71102
        Isle of Anglesey (Ynys Mon) 71106
        Lewes 14104
        Merthyr Tydfil 71404
        Monmouthshire 71405
        Neath Port Talbot 71302
        Newport 71406
        Oadby & Wigston 12408
        Pembrokeshire 71203
        Powys 71204
        Rhondda Cynon Taff 71303
        Swansea 71304
        Torfaen 71407
29          
Week 4 Tuesday Apr-20 05/05/2020 Adur 13801
    May-20 02/06/2020 Amber Valley 11001
    Jun-20 30/06/2020 Ashfield 13001
    Jul-20 28/07/2020 Bassetlaw 13002
    Aug-20 25/08/2020 Blaby 12401
    Sep-20 22/09/2020 Bolsover 11002
    Oct-20 20/10/2020 Broxtowe 13003
    Nov-20 17/11/2020 Cannock Chase 13401
    Dec-20 15/12/2020 Cardiff 71403
    Jan-21 26/01/2021 Chesterfield 11003
    Feb-21 23/02/2021 Corby 12701
    Mar-21 23/03/2021 Daventry 12702
        Derby 11004
        Derbyshire Dales 11009
        East Northamptonshire 12703
        East Staffordshire 13402
        Erewash 11005
        Folkestone & Hythe 16109
        Gravesham 16105
        Hastings 14103
        Horsham 13805
        Maidstone 16106
        Medway 16107
        Mid Sussex 13806
        North East Derbyshire 11007
        Rother 14105
        Swale 16110
        Tonbridge & Malling 16112
        Tunbridge Wells 16113
        Wealden 14106
        Worthing 13807
        Vale of Glamorgan 71305
32          
Week 4 Wednesday Apr-20 06/05/2020 Basildon 11501
    May-20 03/06/2020 Boston 12501
    Jun-20 01/07/2020 Brecklands 12601
    Jul-20 29/07/2020 Brentwood 11503
    Aug-20 26/08/2020 Broadland 12602
    Sep-20 23/09/2020 East Cambridgeshire 10502
    Oct-20 21/10/2020 Gedling 13004
    Nov-20 18/11/2020 Harborough 12403
    Dec-20 16/12/2020 High Peak 11006
    Jan-21 27/01/2021 Hinckley & Bosworth 12404
    Feb-21 24/02/2021 Kettering 12704
    Mar-21 24/03/2021 Leicester 12405
        Lichfield 13403
        Mansfield 13005
        Melton 12406
        Newark & Sherwood 13006
        Newcastle-under Lyme 13404
        North West Leicester 12407
        Northampton 12705
        Nottingham 13007
        Rushcliffe 13008
        Rutland 12409
        South Derbyshire 11008
        Staffordshire Moorlands 13407
        Stoke-on-Trent 13408
        Tamworth 13409
        Thurrock 11513
        Wellingborough 12707
        West Suffolk (previously: Forest Heath, St Edmundsbury) 13508
        Wrexham 71105
30          
Week 4 Thursday Apr-20 07/05/2020 Babergh 13501
    May-20 04/06/2020 Braintree 11502
    Jun-20 02/07/2020 Cambridge 10501
    Jul-20 30/07/2020 Castle Point 11504
    Aug-20 27/08/2020 Chelmsford 11505
    Sep-20 24/09/2020 East Lindsey 12502
    Oct-20 22/10/2020 Epping Forest 11507
    Nov-20 19/11/2020 East Suffolk (previously: Suffolk Coastal, Waveney) 13509
    Dec-20 17/12/2020 Fenland 10503
    Jan-21 28/01/2021 Great Yarmouth 12603
    Feb-21 25/02/2021 Harlow 11508
    Mar-21 25/03/2021 Huntingdonshire 10504
        Ipswich 13503
        Lincoln 12503
        Maldon 11509
        Mid Suffolk 13504
        North Kesteven 12504
        North Norfolk 12605
        North Somerset 15103
        Norwich 12606
        Peterborough 10505
        Rochford 11510
        South Cambridge 10506
        South Holland 12505
        South Kesteven 12506
        South Norfolk 12607
        Southend-on-Sea 11511
        Tendring 11512
        Uttlesford 11514
        West Lindsey 12507
        West Norfolk & Kings Lynn 12604

Annex E: HB Award Accuracy Initiative activities – questions and answers

Q1. What is the definition of an FCR?

A1. A FCR requires the LA to consider and look at all the current claim details and evidence associated with the claim, as well as any other fresher information and evidence they can source, in order for the weekly HB amount to be reviewed.

LAs can validate this information with appropriate evidence in accordance with their verification policies, including application of risk-based verification (RBV), (if the LA operates to an agreed RBV policy – see circular HB S11/2011.

We are not prescribing how LAs undertake these reviews. In the pilot most LAs issued postal review forms, some used a combination of postal reviews and visits, and some contacted claimants over the telephone. We note that the Covid-19 pandemic may make some intervention types impossible. Further details are described in paragraph 7 of this Circular.

Q2. What activities are required for participating LAs?

A2. DWP is providing additional funding to enable LAs to undertake the following activities:

  • HB Full Case Reviews (FCRs)
  • Housing Benefit Matching Service (HBMS) referrals, including:
    • Self-employed Earnings Reviews (SERs)
  • The correct recording of cases and the return of Management Information (MI) to DWP, including:
    • the correct recording of case outcomes on LA Information Technology (IT) systems to inform SHBE (Single Housing Benefit Extract)
    • the return of clerical management information (MI) to DWP for HBMS case outcomes.

Q3. What will happen if a participating LA fails to process activities which they have received funding to undertake?

A3. Local Authority Partnership, Engagement and Delivery Division (LA-PED) will be engaging with LAs to offer virtual consultancy support.

Q4. Will confirming participation in these activities have an impact on subsidy?

A4. No. There are no additional subsidy impacts from opting in to these activities. The subsidy calculation for cases reviewed under these initiatives will be as normal.

Q5. How will the Performance Development Team (PDT) work with LAs to improve HB Award Accuracy?

A5. LA-PED’s PDT will monitor MI on the activities at individual LA level that have commenced and completed, and the outcome from those, along with the quarterly HB Award Accuracy Indicator information. PDT consultants will engage with LAs based on their performance, seek an understanding of what underlying reasons may be driving that performance and offer consultancy support.

Q6. What do I need to do to update FCR, SER, HBMS correctly?

A6. You should refer to paragraphs 26 to 34 for FCRs and paragraphs 46 to 56 for both SER and HBMS.

Q7. What MI will I need to manage HB Award Accuracy Initiatives effectively?

A7. You can monitor your own performance for:

Full Case Reviews (FCR) – by extracting data locally from your SHBE. It is important to accurately record your activity on front end IT Systems, in line with your IT Supplier Guidance, to enable the accurate capture of MI via SHBE, otherwise the MI extracted will not accurately reflect the activity undertaken by your LA. Paragraphs 26 to 34 of this circular provide you with more information.

HBMS Referrals including SERs – by capturing all information on the HBMS MI Spreadsheets issued to LAs with each monthly set of HBMS data referrals. LAs will need to put their own processes in place locally to collate the information from the spreadsheets into a report to meet their own local requirements. Again the accuracy of completion of the spreadsheets is essential in ensuring it reflects the activity undertaken by the LA. Details on the completion of the HBMS MI Spreadsheets has been revised and is contained within the HBMS Rules Guide available via Glasscubes. Paragraphs 46 to 56 of this circular provide you with more information.

Q8. Will the HB Award Accuracy Indicator be published?

A8. LA-PED will provide each LA with their own HB Award Accuracy Indicator data on a quarterly basis via a separate communication. We expect to start providing this information from February 2021 and this will enable LAs to see how their performance has changed over time and how it compares to other areas. The decision not to publish the information more widely will allow LAs to receive it in a timelier manner.

Q9. Can the funding be used to cover costs of existing staff carrying out business as usual activities?

A9. The funding is to be utilised to drive activity under the three initiatives. It should not be used for funding IT or business as usual reviews.

To secure this funding DWP has had to assure HM Treasury that it will used to pay for additional staff or backfill for existing staff.

One of the requirements that comes with the funding is that funding is used to generate additional resources to undertake these activities. If LAs choose to use existing experienced HB staff the expectation is that these posts would be backfilled either through redeployment within the LA or by new staff recruitment to ensure the HB delivery activities, they were undertaking are maintained. The feedback we have already received is that many LAs are planning to retain staff they would otherwise have to release due to funding reductions. You can use overtime or outsource the work if necessary. However, if you use overtime your funding may not be sufficient to deliver the expected volumes and you will still be required to process all the activities.

You may be required, on request, to provide evidence that the funding provided to support the delivery of the activities has resulted in additional HB staff resources.

Q10. What happens if I confirm participation, but then unexpected events at a later date mean that I can’t meet the promised requirements?

A10. We recognise that the COVID-19 pandemic means we live in uncertain times and, therefore, that unexpected events may occur. In that case, we would expect LAs to inform us as soon as possible by email to [email protected]. We would then work with and support the LA to understand what options we both have to ensure as many of the requirements associated with the funding are met.

Q11. When will I get the funding?

A11. 2020-21 funding will be paid by October 2020 in one instalment as grant payment for those LAs who have confirmed their participation.

Q12. Can I obtain additional funding if I agree to undertake review activity on data supplied via the HBMS File between March 2020 and August 2020?

A12. No. Although considered, it was concluded that providing this aspect of flexibility would be counter-productive, given the additional resource intensive burden required to provide accurate MI to enable the intelligent monitoring of performance. Furthermore, the impact of COVID-19 on the HB caseload would mean much of the data issued around March to August is too dated and likely to result in high levels of nugatory work.

Q13. Is there any way DWP could counter the impact of LAs losing out financially in terms of more Fraud and Error resulting in more overpayments, loss of subsidy, the costs of recovery and resources needed?

A13. It is not possible to estimate the level of potential subsidy loss due to LAs finding increased Fraud and Error. LAs have a statutory obligation to ensure HB claims are correct and the HB Award Accuracy Initiative will incentivise LAs to focus more effort in this area.

Overpayments relating to claimant error and fraud attract a 40% subsidy. LAs on average collect 67% of overpayments. If an LA improves its collection it could benefit from recovering the loss of subsidy and the amount of HB paid (equating to 140%). PDT is working to support LAs with recovery and has published the HB Overpayment Recovery Good Practice Guide.

Q14. To mitigate the impact of overpayments created as a result of finding more reductions to weekly benefit entitlement, could LAs calculate the overpayment from the week in which the change is identified rather than the date of change?

A14. DWP guidance to LAs in the Calculation of Overpayments Guide (section 3.2) is to calculate the overpayment from the benefit week in which any change in HB should have been actioned up to the date entitlement actually reduced or ended. LAs should also adhere to the provisions of the HB Regulations 2006.

Q15. When will I receive the first set of data and who will this go to?

A15. LAs will receive their first set of data in scope for the re-launched 2020-21 Initiative in line with September 2020 HBMS data issued between the week commencing 7 September and the week commencing 28 September. The HBMS file will be delivered via Transfer Your File. This will be adjusted where LAs opt for a later start date of 2 November or 30 November respectively.

Q16. How do I select FCRs and manage these each month?

A16. Each LA has received funding to enable it to undertake an estimated volume of high priority FCRs during 2020-21 – the new risk data received as part of the monthly HBMS file will contain each LAsHB Caseload in ranked priority order, with those deemed as the highest priority flagged accordingly.

At present we have not been able to arrange for the new risk data file to be automatically uploaded into LAs IT systems, so it will be necessary for each LA to decide on the volume of FCRs it plans to undertake each month, (profiled on the estimated six months of volumes funded), and arrange for a proportion of cases flagged as highest priority to be manually uploaded from the risk data file into their LA IT Systems. This will be adjusted where LAs opt for a later start date of 2 November or 30 November 2020 respectively.

Guidance issued by IT Suppliers should enable LAs to manually manipulate the new risk data into a suitable format for it to be uploaded and accepted into their IT System. LAs will need to ensure that existing functionality and/or other processes can identify appropriate cases that have already been uploaded and review activity commenced/completed, in order to avoid duplication.

Note: the risk data file will always provide a risk score for a live HB claim each month, it will not at this time remove the record where the LA has previously undertaken an FCR.