Guidance

LA Welfare Direct 12/2023

Updated 12 December 2023

Contact

If you have queries about the:

• technical content of this bulletin then contact details are given at the end of each article
• general content and distribution of this bulletin, contact [email protected]

Who should read

All Housing Benefit staff

Action

For information

Editorial

Welcome to December’s edition of the LA Welfare Direct. I can’t believe we are in the final month of the year and how quickly this year has gone.

It’s still a busy time for us all. Hopefully you will have seen the details announced in the Autumn Statement, including the increase in the Local Housing Allowance and the uprating of benefits from April 2024. Whilst these changes are positive, particularly for claimants, we don’t underestimate the challenge both local authorities as well as the Department for Work and Pensions face in the coming months and years.
This month we also let you know about the remaining availability of Housing Benefit overpayment/debt workshops, a secondment opportunity within the Local Authority Partnership, Engagement and Delivery (LA-PED) division and an update on the Move to Universal Credit.

Finally, I wish you all a very Merry Christmas and Happy New Year!

Beck Bryning
Head of Local Authority Grants, LA-PED

Refresh of the Housing Benefit Assurance Process Module X for the financial year ending March 2023

1. The Department for Work and Pensions (DWP) has recently refreshed  the Housing Benefit Assurance Process (HBAP) Module X: DWP reporting framework instruction for further work. The updated module will apply to further work requests in respect of the financial year ending (FYE) March 2023.

2. Read the refreshed Module X along with other HB Assurance Process (HBAP) modules on www.gov.uk.

3. If you have any questions regarding this article, contact [email protected]

Reminder: Procurement of reporting accountants for the FYE March 2025 HBAP

4. As part of HBAP, DWP has published a number of instructional and guidance modules.

5. Module 1 (which includes the standard engagement terms for the HBAP) was originally issued in March 2018, supported by further guidance in circular HB S7/2018.

6. This is a reminder that, as part of the standard engagement terms, each local authority (LA) is required to provide DWP with notification confirming the procurement of a reporting accountant to carry out HBAP testing in relation to the FYE March 2025, by no later than 1 March 2024.

7. The firms currently registered on the Local Public Audit register and available to facilitate the HBAP in respect of the FYE ending March 2024 and FYE March 2025 are:

• Azets
• BDO
• Ernst & Young
• Grant Thornton
• KPMG
• Mazars

8. Included below is the relevant extract from Module 1 of the HBAP guidance.

Role of the LA

9. Module 1 includes the relevant responsibilities and timings pertinent to the receipt of the reporting accountant notification as follows:

• the LA is required to appoint a reporting accountant by 1 March prior to the commencement of the financial year for which this procedure will apply, to perform the specific test requirements set out in the DWP’s HBAP modules in force for that year
• if the LA fails to appoint a reporting accountant by the deadline of 1 March the Secretary of State may withhold part or all of subsequent payments of subsidy. The amount and scale of withholdings will be the decision of the Secretary of State. When the LA confirms the appointment of a reporting accountant the subsidy withheld can be released
• it is for the LA to appoint a reporting accountant to undertake this work and notify the DWP of the successful appointment, no later than the 1 March prior to the commencement of the financial year for which this procedure will apply.

10. The notification confirming the audit firm procurement should be forwarded to [email protected] and include the:

• name of the audit firm
• length of the contract
• lead audit contact name
• audit office location

Multiple year arrangements covering the FYE March 2024 and FYE March 2025 reporting periods and future years

11. If an LA secured a multi-year engagement with a reporting accountant that covers HBAP in respect of the FYE March 2024 and FYE March 2025 and previously notified the DWP of that engagement, then a further notification is not required.

The importance of LAs keeping up to date with IT software supplier releases

12. In recent months, DWP has become increasingly aware of some LAs being significantly behind in terms of downloading, installing and using the latest software releases from the three main suppliers of their IT systems, namely Capita, Civica and NEC.

13. We realise that each LA will need to go through its own process of testing the software to ensure it fully works and that this can take differing amounts of time for each LA and, indeed, for each different software release. However, we have found instances of some LAs being six releases behind and, therefore, needing a significant amount of time to catch up.

14. Being so far behind can create a number of problems:

• useful updates which create efficiencies for LAs, such as increasing data automation, are not realised as quickly as they could be
• delays in the ability to carry out other key activities that DWP needs LAs to undertake by certain deadlines.

15. It is good practice for:

• LAs to download, install and start using new software no later than six weeks (or sooner if possible) of it becoming available.
• LA Revenues and Benefits teams to have close working relationships and appropriate arrangements in place with their in-house IT teams in order to ensure that the software updates are implemented promptly.

16. If your LA does not normally manage to download, install and start using new software releases within a maximum of six weeks, you should take the necessary action so that you are able to do so. Failure to do so is likely to cause your LA problems in the future. In some instances this may require escalation within your LA from DWP to ensure prompt remedial action.

Update: Transformation of the SHBE returns using a real time Application Programme Interface

SHBE Application Programme Interface pilot

17. Since the last update in November’s LAWD 11/2023 bulletin, the department has started closing down the pilots of the SHBE (Single Housing Benefit Extract) Application Programme Interface (API), with the final assurances being acquired by DWP and LA IT software suppliers.

National rollout and next steps

18. DWP started national rollout of SHBE API the week commencing 20 November 2023.

19. DWP has:

• published tranche lists specific to all LA IT software supplier groups on each Glasscubes workspace.
• notified LAs in the first few tranches to start the onboarding activities outlined in the DWP’s national rollout guidance.
• held all-LA calls in partnership with all LA IT software suppliers’ groups to provide an overview of SHBE API and answer LA queries
• held additional mop-up all LA calls with each LA IT software supplier for those unable to attend the first.
• questions from the all-LA calls and mop-up sessions have been collated and published on Glasscubes for LAs to review.
• published Gnu Privacy Guard (GPG) key guidance for LAs to use in readiness for the SHBE API enhanced security changes being released in December 2023.

Note: LAs can find GPG key guidance on Glasscubes and complete the activities in advance of their go live date.

Reminder for LAs

20. As a reminder to LAs due to go live in the coming weeks, LA Revenues and Benefits teams must:

• review and complete the activities advised in LAWD 9/2023 (paragraph 21)
• ensure your software release is tested and installed into live in readiness for your onboarding tranche (Important note: software release required for SHBE API is detailed in the DWP national rollout guidance available under each IT software supplier’s area on Glasscubes)
• utilise any products or tools made available by your LA IT software supplier.

21. If you need any further information, email [email protected] 

Update: National Fraud Initiative supplementary matches for student loans

22. The National Fraud Initiative (NFI) matches for 2022 to 2023 were released to LAs and DWP in January 2023. As you know, these matches are delivered every two years and aim to identify fraud and error in HB only and related DWP benefits, using a range of data sources.

23. The matches relating to DWP administered benefits are only released to DWP, thereby significantly reducing the volume of matches that LAs need to action.

24. The HB only data held by NFI was refreshed in December 2023 and, at this point, the student loan data was also refreshed which included information for the majority of students entering higher education in September 2023.

25. These data refreshes have enabled NFI to undertake a supplementary match between these datasets to identify new potential fraud and error cases.

26. The student loan matches within the NFI tool have historically proven to be the most productive of the matches.

27. The NFI expect the matches to be released to LAs from mid-January 2024.

28. To help support LAs in dealing with these matches, NFI has taken the usual steps to reduce false positives and filter the matches that need review. This should assist LAs to identify cases that are for either compliance or investigation.

LA action to take

29. Once LAs receive these matches it is important that action is taken as quickly as possible to sift cases, especially given that many students’ courses are likely to end in June 2024.

30. If you need to contact DWP for further information regarding these matches, you should follow normal business as usual procedures.

31. For any NFI queries you can email [email protected]

The Chancellor’s Autumn Statement 2023

32. The Chancellor delivered his Autumn statement on 22 November 2023 which included various measures from DWP including, raising Local Housing Allowance (LHA) rates, the uprating of benefits and further measures to tackle Fraud and Error. A range of measures on numerous work programmes were also announced as detailed in section 5.15 Back to Work Plan - Supporting the long term unemployed into work and 5.22 - Supporting the long-term sick and disabled into work

Raising LHA rates

33. LHA rates are used to calculate HB and housing support in Universal Credit (UC) for tenants renting from private landlords.

34. LHA rates have been frozen for several years, however the Chancellor announced in his statement that LHA rates in Great Britain will be raised to the 30th percentile of local market rents from April 2024 for the next financial year. The Secretary of State has committed to review the LHA rates annually.

35. LHA rates will be officially published the last working day of January 2024, after the relevant legislation has come in to force.

New DWP powers to tackle Fraud and Error

36. The government is legislating to give DWP further access to claimant data to better identify fraud and error in the welfare system in Great Britain.

37. For any further information on any of the content listed above, please contact [email protected]

HB overpayment/debt workshops for LAs: Remaining availability

38. As previously advised in LAWD 9/2023 and LAWD 11/2023, the Local Authority Performance, Engagement and Delivery (LA-PED) division is holding a series of HB overpayment/debt workshops for LAs running from October 2023 through to January 2024.

39. The workshops are aimed at HB recovery leaders and the objectives are to:

• raise the profile of HB debt recovery within LAs
• ensure the understanding of debts recovered through DWP benefits is embedded
• obtain any good practice to refresh the Overpayments Good Practice Guide
• share any ideas from attendees relating to dealing with recovery in the current social economic climate and in the future
• further understand any qualitative information not reflected in the HB debt statistics.

40. Many of the places at the face-to-face workshops have been reserved, however, there is still availability at three venues.

41. Regions with workshops that still have availability at time of publishing are:

Location	Venue	Date
Wales – Cardiff city centre	Government Hub, Ty William Morgan, 6 Central Square, Cardiff, CF10 1EP	Wednesday 13 December 2023
North East – Longbenton	Benton Park View, Benton Park Road, Longbenton, Newcastle Upon Tyne, NE98 1YX	Thursday 11 January 2024
Scotland – Falkirk	Falkirk Jobcentre Plus, Heron House, 10b Wellside Place, Falkirk, FK1 5SE	Tuesday 23 January 2024

42. You can contact [email protected] to secure a place.

Virtual workshops

43. In addition to the face-to-face workshops, we will hold two virtual workshops for those that cannot attend in person. Virtual workshop dates are Tuesday 16 January 2024 and Thursday 25 January 2024.

44. As with face-to-face workshops they will run from 10am to 3:30pm, with breaks and lunch factored in. An agenda will be sent with the invite.

45. Please note, there are only two places available for each LA due to the demand for virtual sessions.
46. If your LA has not already expressed an interest in a virtual workshop, you can contact [email protected]

Secondment opportunity in LA-PED division’s new Management Information Insight team

47. Working with LAs, as one of our major stakeholders in Welfare Reform, continues to feature heavily and for this reason the LA-PED division value the expertise and knowledge that LA HB experts can bring.

48. LA-PED has had a long and successful programme of bringing HB experts from LAs in to work alongside data sharing, subsidy, change and performance teams on secondment.

49. We are now looking for an LA secondee to join our new Management Information Insight team.

50. This is an exciting opportunity to join a new team, working alongside data analysts; generating and providing reports and dashboards with actionable insights.

Essential criteria

• excellent numerical skills and experience in data analysis, data manipulation and data processing. Experience of working with Microsoft products with advanced Excel skills as a minimum. 
• experience in presenting data and information clearly using an appropriate style, considering the needs of the intended audience. 
• strong team player, always looking for ways to improve how things are done. 
• able to work flexibly and maintain high quality outputs.
• evidence of effective organisational, time management and prioritisation skills and using these to successfully deliver outcomes.
• experience working with partners and stakeholders, including taking a positive approach in difficult situations and of finding ways to identify suitable solutions.

Desirable criteria

• experience in data visualisation and dashboard design, particularly using Microsoft Power BI. 

Further information

51. This secondment post would be offered for either 12 months or 24 months. The role may require some travel and overnight stays.

52. The post would usually be full time and be based across the country – to give you an idea, we have hub locations in Blackpool, Glasgow, Leeds, London, Manchester, Newcastle-upon-Tyne and Sheffield. No moves at public expense would be considered.

53. If you are keen to register your interest and your current salary is in the region of National £40,201 to £43,347 or London £45,724 to £47,986 (which equates to civil service SEO grade):

• please check with your LA you can be released and then send your CV by email to [email protected]

Secondment opportunity in LA-PED division’s new Memorandum of Understanding Compliance team

54. LA-PED is responsible for the Memorandum of Understanding (MOU) between DWP and LAs. The MOU is used to set, communicate and monitor the data security standards required of LAs. The MOU is the framework which governs and enables the continued access to DWP derived information. It details the key requirements LAs must adhere to in order to receive DWP derived data, such as the security vetting standards required of LAs and the standards of IT that enable the secure transfer, processing and storage of that data in transit and at rest.

55. LA-PED is widening our team to recruit experienced staff to test LA compliance of the terms and conditions outlined within the MOU. This newly formed team will utilise the parameters set out within the MOU to carry out face-to-face or remote compliance audits with LAs. The audit will ensure the complex IT security standards of the MOU are being adhered to, whilst ensuring the data is being used for the purposes in which it was originally sent. Where a lack of compliance is discovered, the team will work with LAs to ensure remedial action is completed and risks are mitigated, to support the continuation of the data shares. This is an exciting opportunity to join a new compliance team.

Essential criteria

• excellent engagement and influencing skills with a strong focus on building collaborative working relationships with colleagues and stakeholders across the team, department and with external providers.
• the ability to lead by example and provide inspiration, direction and support to colleagues and internal/external stakeholders by communicating with clarity and purpose and challenging in a professional manner.
• the ability to work flexibly to meet changing demands and manage multiple competing priorities in a complex and challenging environment.
• proven experience of producing excellent communications with the ability to assimilate and interpret information quickly and explain complex propositions simply and clearly.

Desirable criteria

• an understanding and awareness of the current DWP/LA MOU

Further information

56. The secondment post would be offered for either 12 months or 24 months and may require some travel and overnight stays. The post would usually be full time and based at a hub across the country – to give you an idea, we have hub locations in Blackpool, Glasgow, Leeds, London, Manchester, Newcastle-upon-Tyne and Sheffield. No moves at public expense would be considered.

57. If you are keen to register your interest and your current salary is in the region of National £34,173 to £36,545 or London £39,150 to £41,567 (which equates to civil service HEO grade):

• please check with your LA you can be released and then send your CV by email to [email protected]

LA access issues to Glasscubes’ notifications and services

58. We have been made aware that some Glasscubes users are having issues with the site.

59. Issues you may be experiencing include:

• not receiving notifications
• notifications going straight to junk folders
• a warning page appearing when accessing Glasscubes site
• blocked from downloading documents from Glasscubes links
• completely blocked from the site

60. Unfortunately, this is an internal issue within each LA and it is not something DWP is able to resolve on LAs behalf.

61. When DWP users were experiencing similar issues, our digital security colleagues added the Glasscubes third party domain to the DWP allow list. This successfully resolved all our issues.

62. If you are experiencing issues, we suggest you contact your local IT provider.

Latest update: Move to UC

63. The expansion of move to UC continues for Tax Credit only claimants and we are now able to share the remaining locations. This will complete the Tax Credit only expansion.

64. In December 2023, we are expanding into:

• Berkshire
• Buckinghamshire
• Oxfordshire

65. This will be followed in January 2024 by:

• Leicestershire
• Northamptonshire
• Northumberland
• Tyne and Wear
• remaining Devon and Cornwall Jobcentres

66. In February 2024, Move to UC expands into:

• Surrey
• Sussex
• South Yorkshire
• Mercia
• Northern Scotland
• West London
• North and Mid Wales
• Birmingham
• Solihull
• Merseyside
• North East Scotland
• Bedfordshire
• Hertfordshire

67. Finally, the Black Country follows in March 2024. At this point Move to UC will be operating in all Jobcentre Plus Districts across Great Britain.

68. The department’s plans for April 2024 onwards and moving households on other benefit combinations (excluding Employment and Support Allowance (ESA) only and ESA with HB) will be communicated in due course.

69. For Migration Notices that would have had a deadline date for the claimant to apply for UC (that fell between 11 December 2023 and 5 January 2024), 30 days has been automatically added to this date.

Practitioners’ Operational Group and LA Welfare Steering Group

70. The last LA Welfare Steering Group meeting took place on 23 November 2023. Agenda items included the LA Welfare issues Highlight Report, Autumn Statement, LA funding, Move to UC, Cost of Living and an update on the MOU (Memorandum of Understanding) Compliance Working Group.

71. Both groups’ meetings are held bi-monthly (and alternately) so the next Practitioners’ Operational Group (POG) meeting is scheduled to take place on 14 December 2023.

72. If you have any questions regarding the topics raised at these consultation groups, you can email [email protected]

HB decisions by the Upper Tribunal

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

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

75. If you have any queries about cases before the UT Judges or courts, please contact us by email at [email protected]

New Legislation

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

• 2023 No.1283 The Carer’s Leave Act 2023 (Commencement) Regulations 2023, laid on 1 December 2023
• 2023 No.1277 The Renting Homes (Wales) Act 2016 and Homelessness (Suitability of Accommodation) (Wales) Order 2015 (Amendment) Regulations 2023, laid on 29 November 2023
• 2023 No.1269 The State Pension Revaluation for Transitional Pensions Order 2023, laid 28 November 2023
• 2023 No.1265 The Occupational Pensions (Revaluation) Order 2023, laid on 27 November 2023
• 2023 No.1238 The Universal Credit (Transitional Provisions) (Amendment) Regulations 2023, laid on 22 November 2023
• 2023 No.1237 The Social Security (Widow’s Benefit and Retirement Pensions) (Amendment) Regulations 2023, laid on 22 November 2023
• 2023 No.1219 The British Nationality (Eswatini, Gabon and Togo) Order 2023, laid on 22 November 2023

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

What’s new on our HB pages on www.gov.uk

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

Document Type	Subject	Link
LAWD 11/2023 bulletin	Editorial – Further issues with adding deduction reasons to the local Council Tax – Reduction data share – Update: Transformation of the SHBE returns using a real time Application Program Interface – New Carers Support Payment in Scotland – Publication of HB speed of processing statistics for April to June 2023 – Latest update: Move to UC – Practitioners’ Operational Group and LA Welfare Steering Group – HB decisions by the Upper Tribunal – New Legislation – What’s new on our HB pages on www.gov.uk	LAWD 11/2023
Adjudication Circular HB A7/2023	The Social Security (Habitual Residence and Past Presence, and Capital Disregards) (Amendment) Regulations 2023	Circular HB A7/2023