Employee Payroll Deduction Scheme. Protocol for direct deductions from wages between. [ ] ( the Credit Union ) and

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1 Employee Payroll Deduction Scheme Protocol for direct deductions from wages between [ ] ( the Credit Union ) and Cumbria County Council of the Courts, English Street, Carlisle, CA3 8LZ ( the Council ) 1. Introduction 1.1. This protocol sets out the means by which the Payroll Deduction Scheme shall be established and operated 1.2. The Payroll Deduction Scheme is a scheme by which Council employees can arrange to have deductions made directly from their wages and paid directly to the Credit Union and credited to their account with the Credit Union The aim of the Payroll Deduction Scheme is to make it easier for employees to access the services credit unions provide 1.4. The Credit Union is regulated by the Financial Conduct Authority (FCA) and the Prudential Regulation Authority (PRA). Members savings are protected by the Financial Services Compensation Scheme (FSCS) for up to a maximum of 85,000. Operation of the Payroll Deduction Scheme 2. Establishing deductions 2.1. In order for deductions to be made under the Scheme, employees of the Council will need to become a member of the Credit Union. To become a member, employees of the Council shall contact the Credit Union directly 2.2. If the employee wishes to make deposits with the Credit Union through the Payroll Deduction Scheme, he/she shall complete and sign the required payroll deduction form, authorising the Council to make such deductions and specifying the sum to be deducted and return this form to the Credit Union The Credit Union shall provide the Council with the signed and completed payroll deduction form, and the Council will arrange for the setting up of direct deductions from wages with effect from the first available pay date 2.4. Where agreed with the Credit Union, the employee may instead send the payroll deduction form in electronic format via to both the Credit Union and the Council simultaneously, provided the form has been signed by hand and scanned in The payroll deduction form used shall be in a form agreed between the Credit Union and the Council, and materially the same as the form attached at Appendix A

2 3. Changes to deductions 3.1. In order to increase, decrease or cancel the payroll deductions the employee will be asked to complete and sign a payroll deduction amendment form and provide this to the Council s Payroll department 3.2. The payroll deduction amendment form used shall be in a form agreed between the Credit Union and the Council, and materially the same as the form attached at Appendix B 3.3. On receipt of the payroll deduction amendment form, the Council will arrange for the payroll deduction to be increased, decreased or cancelled as appropriate with effect from the first available pay date 3.4. The Monthly Deduction Schedule will reflect the amended deduction, and the Credit Union may contact the employee and/or the Council if it has any queries as to this amendment and the reasons for it The payroll deduction amendment form, or any other formal notification of the amendment, will not be sent to the Credit Union unless it is requested In the event of the Council receiving instruction from the employee to increase, decrease or cancel the direct deduction from their wages without completing and returning the payroll deduction amendment form, the Council shall comply with these instructions as soon as reasonably practicable and reflect this change in the Monthly Deduction Schedule A payroll deduction amount shall not be amended unless instruction is received from the employee. If the payroll deduction amendment form is not completed, the employee may be asked to confirm their instructions in writing, and a record will be kept of the instruction. 4. Payments from the Council to the Credit Union 4.1. The sums deducted from employees payroll in accordance with employee instructions contained on payroll deductions forms and payroll deduction amendment forms will be transferred from the Council to the Credit Union by BACS within 14 days of the end of the month in which the deduction is taken (subject to all information being available) On or before the date payment is made, the Council shall send to the Credit Union a list of: employee names; employee numbers; and the value of the payment deducted from their wages to be paid to the Credit Union for the employees participating in the Scheme (the Monthly Deduction Schedule ).

3 General Obligations 5. Each Party s responsibilities 5.1. The Council s responsibilities under this protocol are: to pay deductions according to employee instructions to keep copies of all forms sent to the Council authorising, increasing, decreasing or cancelling payroll deductions, including records of any instructions given by the employee without completing the payroll deduction amendment form to inform employees of the availability of the scheme, and direct interested employees to the credit union in accordance with this protocol to work in accordance with this protocol at all times 5.2. The Credit Union s responsibilities under this protocol are: to maintain relationships with employees who are members to keep adequate and accurate records of the value of deductions payable and paid under the Payroll Deduction Scheme by employees who are members to send all forms establishing, amending or cancelling direct payroll deductions to the Council at least two weeks before the payroll date on which the deduction is to be made to approve any promotional materials communicated to employees by the Council, in accordance with the Financial Services and Markets Act 2000 to work in accordance with this protocol at all times 6. Freedom of Information and Data Protection 6.1. The Credit Union acknowledges that the Council is subject to the requirements of the Freedom of Information Act 2000 (FOIA) and the Environmental Information Regulations 2004 (EIR) and shall assist and co-operate with the Council (at the Credit Union's expense) to enable the Council to comply with information disclosure requirements under the FOIA or EIR The Council shall be responsible for determining at its absolute discretion whether any information in connection with this protocol is exempt from disclosure in accordance with the provisions of the FOIA or the EIR and/or is to be disclosed in response to a request for information 6.3. The Council and the Credit Union shall both comply with the Data Protection Act Information sharing 7.1. The only information that will be shared between the Council and the Credit Union will be employee number name amount deposited the payroll deduction form the payroll deduction amendment form if requested

4 7.2. The Credit Union will not inform the Council of: withdrawals that are made any loans taken out or payment information the balance on accounts any other information 7.3. All information of a confidential, person or sensitive nature regarding the Payroll Deduction Scheme and employees participating in the Payroll Deduction Scheme shall be kept confidential between the Credit Union and the Council and shall not be disclosed to any third party without the prior written consent of the Credit Union, the Council and, where appropriate, the employee(s) in question. This shall at all times be subject to any disclosure requirements under the FOIA, EIR or Data Protection Act The Monthly Deductions Schedule shall be sent by marked Confidential to the Credit Union s nominated address All other information being shared between the Credit Union and the Council shall be sent by first class registered post unless agreed otherwise. 8. Rights of Third Parties 8.1. This protocol shall not create any rights which are enforceable by third parties under the Contracts (Rights of Third Parties) Act Withdrawals and Loans 9.1. An employee wishing to withdraw money or make a loan application will contact the Credit Union directly 10. Promotion The Council will inform its employees of the possibility of saving with the Credit Union through: Hard copy promotional materials such as leaflets, flyers and posters Internet and based webpages and communications 11. General enquiries and disputes Any enquiries with regard to the amount deducted will be made with the Council. Any other enquiries will be made directly with the Credit Union 12. Non-Discrimination The Council and the Credit Union shall at all times operate in compliance with the Equality Act Review of the Protocol

5 13.1. This protocol may be reviewed on an annual basis and amended on written agreement between the Credit Union and the Council. 14. Termination The Council shall be entitled to terminate this protocol and cease to operate the Payroll Deduction Scheme at any time by giving to the Credit Union not less than 30 days written notice to that effect Governing Law This protocol shall be governed by and construed in accordance with the laws of England and Wales and shall be subject to the exclusive jurisdiction of the courts of England and Wales. Signed Date Print name: On behalf of the Credit Union Signed Date Print name: On behalf of the Council

6 Appendix A CREDIT UNION LOGO Payroll Deduction Form Please ensure the information provided is accurate and clear. * Indicates Mandatory Field Start date for Deductions:* Amount of Monthly Deduction?* Credit Union Membership Number:* Cumbria County Council Employee Number:* NI Number:* Title:* Surname:* Forename(s):* Mr/Mrs/Miss/Ms/Dr/Councillor/Other Date of Birth:* Home Address in Full (including Post Code): Contact Details: Telephone: By signing and completing this form, you agree to the following terms: This form can be provided to Cumbria County Council by X credit union and the information contained within it can be shared between Cumbria County Council and X credit union where required. This form and the information contained within it shall be used solely for the purposes of arranging for payments to be made directly to X credit union in accordance with your instructions. Each month, Cumbria County Council will provide X credit union with details of your name, employee number and the amount you are paying to X credit union to ensure that the funds are allocated to your account with the credit union.

7 This form and the information contained within it shall be kept confidential and shall not be released to anyone other the Cumbria County Council or X credit union without your written consent. Employee Signature Signature:* Date Completed:* Please return to credit union, who will forward onto the County Council HR Service Centre For office use only: CRM Number Processed by Checked by

8 Appendix B Payroll Deduction Amendment Form Credit Union Logo Please ensure the information provided is accurate and clear. * Indicates Mandatory Field Start date for Change to Payroll Deduction:* New Amount of Monthly Deduction?* Credit Union Membership Number:* Cumbria County Council Employee Number:* NI Number:* Title:* Surname:* Forename(s):* Date of Birth:* Home Address in Full (including Post Code): Mr/Mrs/Miss/Ms/Dr/Councillor/Other Contact Details: Telephone: By signing and completing this form, you agree to the following terms: The information contained within this form can be shared between Cumbria County Council and X credit union to implement the change in your monthly payments. Each month, the Cumbria County Council will provide X credit union with details of your name, employee number and the amount you are paying to X credit union to ensure that the funds are allocated to your account with the credit union. This will reflect the amended sum given above.

9 X credit union may contact you or Cumbria County Council to query the amendment to your deduction amount and a copy of this form may be provided to X credit union if they request it. This form and the information contained within it shall be used solely for the purposes of amending payments made directly to X credit union in accordance with your instructions, and informing X credit union of the change. This form and the information contained within it shall be kept confidential and shall not be released to anyone other the Cumbria County Council or X credit union without your written consent. Employee Signature Signature:* Date Completed:* completed form to: hrservicecentre@cumbria.gov.uk or send by post to: HR Service Centre, Cumbria County Council, Parkhouse Building, West Wing, Kingmoor Business Park Carlisle CA6 4SJ For office use only: CRM Number Processed by Checked by