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:

• general or technical content of this circular, email: uclocalauthority.liaisonteam@dwp.gov.uk
• distribution of this circular, contact: housing.correspondenceandpqs@dwp.gsi.gov.uk

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 hbms@dwp.gov.uk

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 lawelfare.frauderrordebt@dwp.gov.uk

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 hdd.pdtprm@dwp.gov.uk

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 lawelfare.frauderrordebt@dwp.gov.uk

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 lawelfare.frauderrordebt@dwp.gov.uk. 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 LAs’ HB 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.