retirement and long service recognition procedure ......hr-0029-v4 page 2 of 21 approved date: 15...

Retirement and Long Service Recognition Procedure (Including Retire and Return Scheme) Ref HR-0029-v4

Status: Approved Document type: procedure

HR-0029-v4 of 21 Approved date: 15 January 2019 Retirement and Long Service Procedure Last amended: 11 February 2019

Contents 1. Purpose ............................................................................................................. 3

2. Related documents ........................................................................................... 3

3. What does an employee do once deciding on retirement? ........................... 3

3.1. What notice does an employee need to give ....................................................... 4

4. There are three different options for flexible retirement. ............................... 5

5. Gifts and rewards on retirement and long service recognition ..................... 6

5.1. Catering for retirement function ........................................................................... 6

6. Retire and Return - Scheme ............................................................................. 7

7. Definitions ......................................................................................................... 8

8. Useful Contacts ................................................................................................ 8

9. Document Control ............................................................................................ 9

Appendix 1 - Request to Retire and Return to Your Current Role ....................... 10

Appendix 2 - Request to Retire and Return to a different post within the Trust .. 12

Appendix 3 - Returning to the NHS after Retirement .............................................. 14

Appendix 4 - Equality Analysis Screening Form .................................................... 16


1. Purpose Following this procedure will help the Trust to:-

• Make sure staff retire from work when they want to

• Make sure staff start to receive their pension payments as soon as they retire from work

• Acknowledge valued long service

• Comply with the Equality Act 2010 and the legislation introduced on 6th April 2011 which removed the Default Retirement Age

• Ensure fairness and consistency

2. Related documents

This procedure describes what you need to do to implement the Retirement and Long Service Recognition section of the During Employment Policy.

This procedure also refers to:- Sickness Absence Management Procedure End of Employment Procedure

3. What does an employee do once deciding on retirement?

• You must inform your line manager of your decision to retire in writing (your line manager will send a copy of the letter to the Human Resources Manager and Pensions Officer).

If you are a member of the NHS Pension Scheme (or any other pension scheme), you are advised to give 4 months’ notice (to the pension department) in order to give time for the pension benefit to be processed – if you do not give 4 months’ notice you may not start to receive your pension payments as soon as you would like. If you are not a member of the NHS Pension scheme (or any other pension scheme your resignation notice is outlined in Section 3.1

The Trust runs regular pre-retirement courses throughout the year which provide an opportunity for staff to help inform any retirement options they may wish to consider. The annual appraisal review and/or talent management conversation offer an opportunity to discuss the option of retiring and returning to work with your line manager. Representatives from the Human Resources and Organisational Development team are also available to help with any queries.

http://flc-intouch:35000/Docs/Documents/Policies/TEWV/Human%20Resources/Sickness%20Absence%20Management%20Procedure.pdf

http://flc-intouch:35000/Docs/Documents/Policies/TEWV/Human%20Resources/End%20of%20Employment%20Procedure.pdf


3.1. What notice does an employee need to give

Position Notice period

Temporary contract of less than 6 months

1 weeks’ notice

Temporary contract of 6 months or more 1 months’ notice

AfC Grades 1 – 5 1 months’ notice

AfC Grades 6 – 7 2 months’ notice

AfC Grades 8 - 9 3 months’ notice

Consultant and SAS doctors 3 months’ notice

Registrars 1 months’ notice


4. There are three different options for flexible retirement.

Option 1 Wind down into part-time work in a way that does not reduce pension benefits. (please note this will reduce the buildup of membership)

Option 2 Step down into a less demanding, lower paid role that preserves pension entitlement from the higher-level post.

Option 3 Retire and return - Please see Section 6 (retire and receive your pension and return to the NHS)

You must discuss the options above with your line manager, who will then discuss your request with the Director of the Service and Human Resources Manager before a request can be agreed.

It is not possible to claim your NHS pension unless you retire from work.

If you retire and return to NHS employment or re-employment before your normal pension age your pension may be subject to a reduction. This is known as abatement. Please see “Returning to the NHS After Retirement” appendix 3 You should contact the pension agency to discuss individual circumstances.


5. Gifts and rewards on retirement and long service recognition

Retirement Gift

• Staff members with a minimum of 10 years’ aggregated NHS service are entitled to High Street gift vouchers to the value of £10 for every year of service. The vouchers cover a range of High Street shops, restaurants and days out.

• They will receive a thank you letter personally signed from the Chief Executive for their valued service upon notification of retirement.

Long service recognition

• During the staff member’s 25th anniversary year of working in the NHS they will be invited to a long service award presentation ceremony.

• They will receive a long service certificate signed personally by the Chairman. They will also receive £100 worth of high street voucher.

Eligibility for the Retirement Gift and Retirement Function, also include any premature retirement, e.g. on health grounds where Occupational Health have advised an individual is unable to carry out their role or are unfit to carry out any form of work, resulting in an application for ill health retirement. Also in instances where a staff member of pensionable age has their employment terminated during a management meeting (following significant long term sickness absence and regardless of whether they are in the pension scheme or not)

5.1. Catering for retirement function

The catering department will provide a standard buffet including a retirement cake. The cost of the buffet will be charged against the appropriate service budget. The maximum number of attendees is at the discretion of the appropriate service budget holder


6. Retire and Return - Scheme

Decision made to retire and request to return to the Trust – (4 months notice

required)

Request to return to the same or similar post

Request to return to a different post within the Trust

If you wish to retire from your current post and return to a different post please complete the retire and return form at appendix 2 to register your interest

If you wish to retire and return to your current role, please complete the form at appendix 1

On receipt of the form, your manager will consider your request and discuss this with the Director of Service. You will be advised within 3 weeks, whether or not your request can be accommodated.

You will need to apply for a post and will be supported by receipt of a vacancy alert.

If this can be accommodated you will be notified in writing by your line manager using the form at appendix 1 If this cannot be accommodated you will be asked if you wish to be considered for the same or a similar role in another team/ward/department. All decisions will be notified to you in writing by using appendix 1

You will remain on the retire and return register for a period of 3 months after your date of retirement Or Until you have successful secured a post to return to (whichever is the sooner)

If you wish to pursue the option of returning to work in the same or a similar role within another team/ward/department this will be explored by the relevant Head of Service/Head of Nursing/Head of Department within 4 weeks of receipt of appendix 1. You will be notified of the outcome in writing. Any concerns in relation to the retire and return process, should be addressed in line with the Trust’s Grievance Procedure. As part of the retire and return process, we will require to make you a leaver on the ESR system. Upon your return to the Trust your manager must contact the Trust Education and Training Department to request reinstatement of your mandatory and statutory competencies.


7. Definitions

Term Definition

Aggregated NHS Service (Only actual NHS service will count for this purpose – not service with other employers e.g. local authorities)

• Total number of years employed within the NHS – even if there have been breaks in service, and/or employment with a number of different NHS organisations within that time

Abatement • Abatement is the name of the process whereby a member’s NHS pension is reduced pound for pound if their earnings on re-employment in the NHS, plus the unearned element of their NHS pension, exceed their pre-retirement NHS pensionable earnings.

Actuarially reduced pension benefits • There are some circumstances where you can take your pension before your normal Pension age. The minimum pension age and implications will depend on the section of the scheme you are on. Your pension is reduced to allow for the fact you are being paid earlier than expected, this is known as actuarial reduction.

8. Useful Contacts For further information on the Occupational Pension please visit the following website: www.nhsbsa.nhs.uk, or call the NHS Pension Helpline on: - 01253 774774. For further information on the State Pension please visit the following website: -www.thepensionservice.gov.uk You can contact the Pensions Department, Flatts Lane Centre, Flatts Lane, Normanby, Middlesbrough, TS6 0SZ on (01642) 451745 (01642) 451741. Catering Departments: Please check current contact details in the up to date Hospitality Brochure available on In Touch: http://intouch/Services/Corporate/Estates%20and%20Facilities%20Management/Operational%20services/Hotel%20Services/Pages/Welcome%20to%20Hotel%20Services.aspx

http://www.nhsbsa.nhs.uk/

http://www.thepensionservice.gov.uk/

http://intouch/Services/Corporate/Estates%20and%20Facilities%20Management/Operational%20services/Hotel%20Services/Pages/Welcome%20to%20Hotel%20Services.aspx

http://intouch/Services/Corporate/Estates%20and%20Facilities%20Management/Operational%20services/Hotel%20Services/Pages/Welcome%20to%20Hotel%20Services.aspx


9. Document Control

Date of approval: 15 January 2019 Next review date: 15 January 2022 This document replaces: Retirement and Long Service Recognition Procedure

HR-0029-v3.2

Lead: Name Title Nicola Rutherford Senior HR Team Manager

Members of working party: Name Title Policy Working Group Workforce Task and Finish Group

This document was approved by:

Name of committee/group

Date

JCC 15.01.2019 An equality analysis was completed on this document on:

30 October 2018

Amendment details: Incorporation of the revised retire and return scheme Section 6. Addition of Appendix 3 – Returning to the NHS after Retirement


Appendix 1 - Request to Retire and Return to Your Current Role

EMPLOYEE DETAILS

Title First Name Surname

Home Address

Home Tel No

Mobile No

Home Email

RETIREMENT SUPPORT PLAN Briefly describe your Retire and Return Request

If your request cannot be accommodated would you like consideration to be given to a comparable post within another area/ward

Yes/No

If yes, please give details of areas/wards that you would be interested in working.

EMPLOYEE SIGNED:……………………………………….…DATE:……………………………………………………

CURRENT EMPLOYMENT DETAILS

Job Title

Band

Line Manager

Base

Work Tel No

Work Email

Retirement Date

Current Hours


Line Manager - to be completed and returned to the individual within 3 weeks of receipt of the request I can/cannot approve the request (delete as appropriate) If the request is considered within another team/ward/department

If approved – please give details of agreement/start date etc If not approved - please give details/rationale as to why unable to agree If approved – please give details of agreement/start date If not approved - please give details/rationale as to why unable to agree within another team/ward/department.

Signed Line Manager

Name……………………………. Signature……………………….. Signed – Manager Name………………………… Signature……………………


Appendix 2 - Request to Retire and Return to a different post within the Trust EMPLOYEE DETAILS

Title First Name Surname

Home Address

Home Tel No

Mobile No

Home Email

RETIREMENT SUPPORT PLAN Briefly describe what role you are looking for

If you can, describe the job titles of any roles you would like to be notified

Is it a clinical /non clinical role

Please specify locality and locations you are

CURRENT EMPLOYMENT DETAILS

Job Title

Band

Line Manager

Base

Work Tel No

Work Email

Retirement Date

Current Hours


able to consider

Preferred e-mail address to be used

I understand and accept the following:

• The terms and conditions outlined in the Extending Working Lives procedure □

• The trust will register my details on the retire and return register and support me to set up a vacancy alert on NHS Jobs

□

• I will remain on the register for a period of 3 months or until I secure a post with the Trust (whichever is the sooner) □

• The scheme cannot guarantee a job role □ REGISTREE SIGNED:…………………………………. DATE: …………………………………………………… OFFICE USE Date input by HR:

Input by:

Date removed by HR

Removed by:


Appendix 3 - Returning to the NHS after Retirement If I return to NHS employment after retirement will my benefits be affected?

If you have retired and are over the normal pension age : 60 for 1995 Section members, 65 for 2008 Section members and State Pension Age or age 65, if later, for 2015 Scheme members)

Then your pension will not be affected if you return to work in the NHS.

If you have retired before the normal pension age (as above) and: • you are in receipt of redundancy benefits and retired on or after 1 October 2011. This is because the unreduced element of your pension has been funded using some or all of your redundancy compensation lump sum. • you are in receipt of actuarially reduced early retirement benefits. This is because you have funded the early payment of your benefits by the actuarial reduction.

Then your pension will not be affected if you return to work in the NHS

If you retire between the ages of 55 and 59 with a Special Class or are a Mental Health Officer (MHO) member you will be subject to abatement. If you are a Special Class or Mental Health Officer (MHO) member, abatement applies when your earnings from re-employment plus your gross annual pension exceed your earnings before retirement. In all cases, the gross pension amount used in the calculation is the amount of pension before reduction to pay for any optional bigger lump sum. The reduction can be up to the total value of your annual pension and will continue until you reach age 60 or the earnings from your re-employment reduce sufficiently

If you have retired before your normal pension age (as above) your pension may be subject to a reduction. This is known as “abatement”. Whether your pension is reduced or not will depend on the level of your earnings whilst re-employed. This will also depend upon when you left the Scheme, when you claimed your pension benefits and the type of pension benefits claimed. Abatement rules cease once you have reached your normal pension age of the Section or Scheme from which you have claimed your pension benefits.


If you retire before 55 with a Special Class or MHO status and took your pension with an actuarial reduction, your benefits would have been reduced using a Normal Pension Age (NPA) of 60

Therefore your benefits would not be affected.

You are advised to contact the pension agency for advice on how your pension may be affected before you make a decision to return to work following retirement. For further information on the Occupational Pension please visit the following website: www.nhsbsa.nhs.uk, or call the NHS Pension Helpline on: - 01253 774774. For further information on the State Pension please visit the following website: -www.thepensionservice.gov.uk You can contact the Pensions Department, Flatts Lane Centre, Flatts Lane, Normanby, Middlesbrough, TS6 0SZ on (01642) 451745 (01642) 451741


Appendix 4 - Equality Analysis Screening Form Please note; The Equality Analysis Policy and Equality Analysis Guidance can be found on InTouch on the policies page

Name of Service area, Directorate/Department i.e. substance misuse, corporate, finance etc.

Trust Wide

Name of responsible person and job title Nicola Rutherford – Senior HR Team Manager

Name of working party, to include any other individuals, agencies or groups involved in this analysis

Workforce Task and Finish Group Head of Nursing Policy Working Group

Policy (document/service) name Retire and Recognition Procedure – including Retire and Return

Is the area being assessed a… Policy/Strategy Service/Business plan

Project

Procedure/Guidance x Code of practice

Other – Please state

Geographical area covered Trust wide

Aims and objectives Following this procedure will help the Trust to:- Support staff to retire from work when they want to. Make sure staff start to receive their pension payments as soon as they retire from work. Acknowledge valued long service.


Have a retire and return process that will aid the retention of valuable skills and experience in the organization. Ensure fairness and consistency.

Start date of Equality Analysis Screening (This is the date you are asked to write or review the document/service etc.)

1 October 2018

End date of Equality Analysis Screening (This is when you have completed the equality analysis and it is ready to go to EMT to be approved)

30th October 2018

You must contact the EDHR team if you identify a negative impact. Please ring Sarah Jay or Julie Barfoot on 0191 3336267/3046

1. Who does the Policy, Service, Function, Strategy, Code of practice, Guidance, Project or Business plan benefit?

All Trust Staff - to comply with the procedure. Those responsible for the implementation of this procedure should ensure it is carried out in a fair and consistent way.

2. Will the Policy, Service, Function, Strategy, Code of practice, Guidance, Project or Business plan impact negatively on any of the protected characteristic groups below?

Race (including Gypsy and Traveller)

Yes/No No

Disability (includes physical, learning, mental health, sensory and medical disabilities)

Yes/No No

Gender (Men, women and gender neutral etc.)

Yes/No No


Gender reassignment (Transgender and gender identity)

Yes/No No

Sexual Orientation (Lesbian, Gay, Bisexual and Heterosexual etc.)

Yes/No No

Age (includes, young people, older people – people of all ages)

Yes/No No

Religion or Belief (includes faith groups, atheism and philosophical belief’s)

Yes/No No

Pregnancy and Maternity (includes pregnancy, women who are breastfeeding and women on maternity leave)

Yes/No No

Marriage and Civil Partnership (includes opposite and same sex couples who are married or civil partners)

Yes/No No

Yes – Please describe anticipated negative impact/s No – Please describe any positive impacts/s The new retire and return procedure, allow decisions to be made at a local level, rather than staff having to apply for a post to return to (as with the current procedure). If the request cannot be accommodated, the request can be considered in the wider service. Retaining valuable skills and experience in the organisation. The Trust has removed the restriction on the amount of hours individual is allowed to work on returning to the Trust the procedure includes brief guidance on potential impact however (staff are encouraged to contact the pension agency to discuss any personal impact this may have on their pension) No direct reports have been made, that the current retire and return has had any impact upon younger employees. However as with the current scheme the risk of an adverse impact will continue to be acknowledged and will need to be kept under review.


3. Have you considered other sources of information such as; legislation, codes of practice, best practice, nice guidelines, CQC reports or feedback etc.? If ‘No’, why not?

Yes Yes

x

No

Sources of Information may include: • Feedback from equality bodies, Care Quality

Commission, Equality and Human Rights Commission, etc.

• Investigation findings • Trust Strategic Direction • Data collection/analysis • National Guidance/Reports

• Staff grievances • Media • Community Consultation/Consultation Groups • Internal Consultation • Research • Other (Please state below)


5. As part of this equality analysis have any training needs/service needs been identified?

Yes/No Please describe the identified training needs/service needs below No

4. Have you engaged or consulted with service users, carers, staff and other stakeholders including people from the following protected groups?: Race, Disability, Gender, Gender reassignment (Trans), Sexual Orientation (LGB), Religion or Belief, Age, Pregnancy and Maternity or Marriage and Civil Partnership

Yes – Please describe the engagement and involvement that has taken place

Workforce Task and Finish Group – Policy Working Group

No – Please describe future plans that you may have to engage and involve people from different groups EMT and JCC.


A training need has been identified for;

Trust staff Yes/No

Service users Yes/No Contractors or other outside agencies

Yes/No

Make sure that you have checked the information and that you are comfortable that additional evidence can provided if you are required to do so The completed EA has been signed off by: You the Policy owner/manager: Nicola Rutherford, Senior HR Team Manager Type name:

Date: 2.11.18

Your reporting (line) manager: Type name: Beverley Vardon-Odonkor, Head of HR and Workforce Assurance

Date: 5.11.18

If you need further advice or information on equality analysis, the EDHR team host surgeries to support you in this process, to book on and find out more please call: 0191 3336267/3046