Further information can be found on our Planning for retirement webpage.

Action to be taken by the employer: You should agree the date of retirement with the member and forward the form to the employee for completion of section 1. The member should then return the form to the employers to complete section 2. They should do this at least four months prior to their agreed date of retirement.

Part 2, Section 1 must be completed. Forms submitted without this information will be returned to the employer.

Please ensure you complete the relevant sections as shown below:

1995 Members – please complete Section 2A if full time or 2B if part time.

2008 Members – please complete Section 2C if full time or 2D if part time.

2015 CARE Members

• if the member has previous service in the 1995 scheme, complete Section 2A or 2B, as appropriate
• if the member has previous service in the 2008 scheme, complete Section 2C or 2D, as appropriate
• if the member only has 2015 CARE service, please complete Section 2C or 2D, as appropriate

Where a member has worked on a whole-time (W/T) and part-time (P/T) basis during the last 3 years pensionable pay period, please complete both of the relevant sections (W/T and P/T).

If the applicant is retiring on premature grounds, please complete Section 3. If the applicant is applying for partial retirement, please complete Section 4.

Where a backdated pay award, or a promotion results in an arrears payment being paid, the figures provided in columns 4 and 5 (whole-time) and columns 4, 5a and 5b (part-time/bank worker) must reflect the actual payments that should have been paid during each calendar period identified. Arrears should be apportioned to the years that they are relevant to, not necessarily the year that payment was made i.e. they should not be included as a lump sum payment in one financial year unless the arrears are relevant to that financial year only.

You should make a final check of the fully completed form before forwarding all information to us. Ideally, the SPPA should receive the NHS:RET application form at least three months before the intended date of retirement to enable us to check and process the application and make the necessary payment arrangements.

Section 1

You should ensure Part 1 has been completed by the member and that the details provided by the member are correct. Please confirm the members date of birth on the application matches what you hold on your system by ticking the ‘confirmed by employer’ box.

Section 2A Pay details, 1995 section whole time

Section 2A example

Inclusive date to which earnings will be paid

This is the last day the member had or will have superannuation deducted from their salary. If the member had untaken annual leave at the time of retirement, this should be added to their retirement date as annual leave is superannuable.

Annual/weekly rate of salary at date of retiral

You should provide the rate of annual salary plus allowances in payment at retirement. This figure should not include any other superannuable payments (OSP’s).

Column 1 - Period to which pensionable pay relates

We require the last three calendar years, prior to the date of retirement, to be split in to the relevant rows on the page. You must include any date changes in rates of pensionable pay i.e. after an annual pay award. Each row must provide 365 contributing day's pensionable pay.

Column 2 - Number of days contributing

Cross check that the calendar periods of contributing days in column 1 total a 365 day calendar period. This is particularly relevant where separate rates of pay are included in the 365 day period.

Column 3 – Number of days non-contributing

The 365 days pensionable information relates to contributing days. If the member had an unpaid period (e.g. due to sickness absence or strike days) the 365 day period should be extended to take account of this. The relevant dates of any non-contributing period should be shown as a separate entry of dates in column 6. Please supply a reason for the non-con days at the bottom of the page.

Example:

A member retiring on 31/7/2018 had a nil pay period from 1/6/18 to 5/6/18 (5 days), therefore the 365 day calendar period should be extended to cover 27/7/17 to 31/7/18. Column 3 should note the 5 days non-contributing period and dates shown in column 6.

The two preceding year periods would be (assuming no non-contributing periods):

• 27/7/16 to 26/7/17
• 27/7/15 to 26/7/16

Column 4 - Pay (excluding OSPs)

This column should show basic salary payments during the periods noted in column 1. The basic salary should also include the following types of allowance:

• AFC
• allowances such as long term RRP
• alternating shift allowance and rotating shift allowance
• Whitley allowances such as geriatric lead, psychiatric lead, A&C proficiency allowances and student training allowance
• medical staff allowances such as Distinction Awards and Discretionary Points.

Overtime is not superannuable for whole-time staff.

Column 5 – Other Superannuable Payments (OSPs)

This column should show any OSPs not covered by column 4, paid during the periods noted in column 1, such as:

• enhanced hours payments
• AFC
• unsocial hours percentage payments
• on-call payments.

As most employees have a future retirement date, OSPs should not be estimated for periods that the employee has not yet worked (from the date the form is completed to the date of retirement).

Column 6 - Dates of non-contributory service during each pensionable year.

Exact dates of any unpaid leave/non-contributory service.

Total annual pensionable pay (4) + (5)

For each year in column (1) (final year, 2nd year and 3rd year), the total of columns 4 and 5 for that years pensionable pay should be shown here.

Are pay and OSPs provisional or final?

This shows whether the figures provided are final or could be subject to amendment. As the form for retirement is normally completed prior to the member's date of retirement it is difficult to predict actual earnings for the final part year in advance. This may be because a pay award is pending, or the member may change shift patterns in the lead up to retirement. If an estimated figure is given, box 'P' should be used to note that the figures provided are estimated/provisional. When final figures are known, the employer should provide revised figures, again using this page of the application form and indicate that this is final information by completing box 'F'.

Section 2B Pay details, 1995 section part-time officer and bank worker

Section 2B example

Inclusive date to which earnings will be paid

This is the last day the member had or will have superannuation deducted from their salary. If the member had untaken annual leave at the time of retirement, this should be added to their retirement date as annual leave is superannuable. PART-TIME OFFICER Part-time fraction for contracted hours i.e. 20/37.5 The fraction of hours the member is on at the time of their retirement date, for example, if they worked 24 hours per week and the full time equivalent was 37.5 hours per week, it would be 24/37.5

Annual whole time equivalent rate of salary at date of retiral

You should provide information of the whole time rate of annual salary plus allowances in payment at retirement, inclusive of any allowances not in column 4.

This figure should not include any other superannuable payments (OSP’s).

Column 1 - Period to which pensionable pay relates

We require the last three calendar years prior to the date of retirement split in to the relevant rows on the page. You must include any date changes in rates of pensionable pay i.e. after an annual pay award. Each row must provide 365 contributing day's pensionable pay plus any non-contributing days.

Column 2 - Number of days contributing

Cross check that the calendar periods of contributing days in column 1 total a 365 day calendar period. This is particularly relevant where separate rates of pay are included in the 365 day period.

Column 3 - Number of days non-contributing (Not relevant to Bank Workers)

The 365 days pensionable information relates to contributing days. If the member had an unpaid period (e.g. due to sickness absence or strike days) the 365 day period should be extended to take account of this. The relevant dates of any non-contributing period should be shown as a separate entry of dates in column 1. Please supply a reason for the non-con days at the bottom of the page.

Example:

A member retiring on 31/7/2018 had a nil pay period from 1/6/18 to 5/6/18 (5 days); therefore the 365 day calendar period should be extended to cover 27/7/17 to 31/7/18. Column 3 should note the 5 days non-contributing period and dates shown in column 1.

The two preceding year periods would be (assuming no non-contributing periods):

• 27/7/16 to 26/7/17
• 27/7/15 to 26/7/16

Column 4 - Actual Pay (exclude OSPs)

This column should show basic salary payments during the periods noted in column 1, the SB203 hours for this period should be used in this calculation. For the purposes of this column basic part-time salary should include the following types of allowances:

• AFC
• allowances such as long term RRP
• alternating shift allowance and rotating shift allowance
• Whitley allowances such as geriatric lead, psychiatric lead, A&C proficiency allowances and student training allowance
• medical staff allowances such as Distinction Awards and Discretionary Points.
• Earnings for extra hours worked above the members contracted part-time hours. Any hours worked OVER the standard whole-time (usually 37.5 hours per week) are NOT superannuable.

The entry in this column should reflect the member’s actual pay (part-time).

Column 5a - OSPs to be uprated by SPPA

This column should show any OSPs not covered by column 4, paid during the periods noted in column 1, such as:

• enhanced hours payments
• AFC
• unsocial hours percentage payments
• on-call payments

Part-time OSP’s will be uprated by SPPA in the benefits calculation, in accordance with the number of hours worked, and the potential whole-time hours in the period (shown in columns 6 & 7).

As most employees have a future retirement date, OSPs should not be estimated for periods that the employee has not yet worked (from the date the form is completed to the date of retirement). Column 5b - OSPs not to be uprated by SPPA.

The entry in this column should only relate to payments such as the AFC, on call percentage payments and Whitley on call payments, where the full time rate is also paid to part-time staff. This figure will NOT be uprated by SPPA in the benefits calculation as the full time rate has already been paid.

If you are unsure if OSPs are uprated or not, this should be confirmed with the health department.

If you enter the OSP amount in the wrong column and this results in an overpayment, SPPA will refer the member back to you.

Column 6 - No of hours (estimate/actual hours) worked during period in column 1

To allow SPPA to uprate the payments in column 5a (OSP’s to be uprated by SPPA), they require a note of the actual part-time hours worked in each period shown in column 1, including any additional part time hours worked.

Column 7 - Standard whole time hours for period in column 1

To uprate the payments in column 5a, details of the whole time equivalent hours are required for each period in column 1. Using the example below, the following formula should be used to calculate the WTE hours for the period.

Days in period x WTE weekly hours / 7 = WTE hours 274 x 37.5/7 = 1,467.86 WTE hours

Column 8 - Annual whole time equivalent pensionable pay for column (4) with dates of change the same as column 1

This should be the annual whole-time equivalent salary rate on which the part-time figure in column 4 is based. Each increase in the members whole time annual salary should be shown in this column, and reflected in the dates in column 1. We must have the annual whole-time salary, and not the potential whole-time earnings for the number of days in column 2.

Column (8) provides us with the essential information required to enable us to uprate the pensionable pay of part-time members.

Total annual pensionable pay (4) + (5a +5b)

For each year in column (1) (final year, 2nd year and 3rd year), the total of columns 4, 5a & 5b for that years pensionable pay should be shown here.

Domiciliary consultation fees

Enter the monetary value of any Domiciliary Consultation Fees paid during the 365 contributing days period used.

Are pay and OSPs Provisional or Final?

This shows whether the figures provided are final or could be subject to amendment. As the form for retirement is normally completed prior to the member's retirement it is difficult to predict actual earnings for the final part year in advance. This may be because a pay award is pending, or the member may change shift pattern in the lead up to retirement. If an estimated figure is given, box 'P' should be used to note that the figures provided are estimated/provisional. When final figures become known, the employer should provide revised figures, again using this page of the application form and indicate that this is final information by completing box 'F'.

Section 2C Pay details, 2008 section and 2015 scheme members - whole time

Section 2C example

Inclusive date to which earnings will be paid

This is the last day the member had or will have superannuation deducted from their salary. If the member had untaken annual leave at the time of retirement, this should be added to their retirement date as annual leave is superannuable.

Earnings details for the year prior to the final part year

This is the most recent annual return, for example, if the member retired 20/08/2019, we would require details of the members pensionable earnings from 1/4/2018 to 31/3/2019 (year 18/19).

Earnings details for the final part year from 1 April to the inclusive date of retirement

As we already have the most recent annual return, this is for the final part year up to the members retirement date. Using the above example, if the member retired 20/08/2019, we would need the final part year from 01/04/2019 to 20/08/2019.

As the final part year is from 01/04/2019 to 20/08/2019, 19 would be entered in the year field, so the form should read 01/04/19. You do not need to enter the date of retirement as it is already shown at the top of the page.

The “Total superannuable pay” column will include earnings and OSP payments.

Total pensionable pay for final part year

This is the total of the Total superannuable pay column(s).

Annual rate of salary at date of retiral

You should provide information of the rate of annual salary plus allowances in payment at retirement.

Is total pay (including OSPs) provisional or final?

This shows whether the figures provided are final or could be subject to amendment. As the form for retirement is normally completed prior to the member's retirement it is difficult to predict actual earnings for the final part year in advance. This may be because a pay award is pending, or the member may change shift pattern in the lead up to retirement. If an estimated figure is given, box 'P' should be used to note that the figures provided are estimated/provisional. When final figures become known, the employer should provide revised figures, again using this page of the application form and indicate that this is final information by completing box 'F'.

Section 2D Pay details, 2008 section and 2015 scheme members – part time and bank workers only

Section 2D example

Inclusive date to which earnings will be paid

This is the last day the member had or will have superannuation deducted from their salary. If the member had untaken annual leave at the time of retirement, this should be added to their retirement date as annual leave is superannuable.

Earnings details for the year prior to the final part year

This is the most recent annual return, for example, if the member retired 20/08/2019, we would require details of the members pensionable earnings from 1/4/2019 to 31/3/2019 (year 18/19).

Part-time fraction for contracted hours i.e. 20/37.5

The fraction of hours the member is on at the time of their retirement date, for example, if they worked 24 hours per week and the full time equivalent was 37.5 hours per week, it would be 24/37.5. The full time contracted hours may decrease as time goes on from 37.5 depending on agenda for change moving to reduce the full time working week. 

Earnings details for the final part year from 1 April to the inclusive date of retirement

As we already have the most recent annual return, this is for the final part year up to the members retirement date (inclusive). Using the above example, if the member retired 20/12/2024, we would need the final part year from 01/04/2024 to 20/12/2024.

As the final part year is from 01/04/2024 to 20/12/2024, 24 would be entered in the year field, so the form should read 01/04/24. You do not need to enter the date of retirement as it is already shown at the top of the page.

The “Total superannuable pay” column will include the member’s part-time pay and any OSP payments.

The “Actual number of Days Worked” would reflect the expected reckonable service which would be submitted as part of the members annual returns/leaver details for the period. 

The “Annual whole time equivalent pensionable pay” should reflect what the member would be entitled to if they worked full time for 365days prior to enhancements/OSP’s. 

Total pensionable pay for final part year

This is the sum of the Total superannuable pay column(s).

Domiciliary Consultation fees paid to an officer over the last 365 days

Enter here the monetary value of any Domiciliary Consultation Fees paid during the 365 contributing days period used.

Are pay and OSPs provisional or final?

This shows whether the figures provided are final or could be subject to amendment. As the form for retirement is normally completed prior to the member's retirement it is difficult to predict actual earnings for the final part year in advance. This may be because a pay award is pending, or the member may change shift pattern in the lead up to retirement. If an estimated figure is given, box 'P' should be used to note that the figures provided are estimated/provisional. When final figures become known, the employer should provide revised figures, again using this page of the application form and indicate that this is final information by completing box 'F'.

Section 2E Employer Declaration

The officer who completes the application form should complete the Employer Declaration and if possible stamp the address field. Please also supply a contact email address. If the employer declaration is not completed we will not be able to accept the application form as completed and it will be returned.

Section 3 Partial retirement certificate by employer

Members wishing to take partial retirement should have consulted with their employer before completing the NHS: RET form, to ensure that they qualify and match the criteria.

To qualify for applying for Partial retirement, the member:

• must be in pensionable employment and remain in at least one employment if there are more than one
• reached the minimum pension age of 55 years or 50 years for members of the 1995 section with a protected minimum pension age.
• will incur a reduction in pay of at least 10% of actual pay earned in the 12 months prior to the reduction taking place (in case of concurrent employments, this is from all employments)
• be aware that the reduction will remain in place for a period of at least 12 months

HR or Payroll should sign and date the certificate for partial retirement.

Section 4 Certification relating to Premature retirement

There are two options for members retiring prematurely

1. Prematurely retired because of redundancy or organisational change.

2. Prematurely retired in the interest of efficiency of the service.

Section 4 must be signed by a senior officer in the Employing Authority as stated on the form

Section 1

You should ensure Part 1 has been completed by the member and that the details provided by the member are correct. Please confirm the members date of birth on the application matches what you hold on your system by ticking the ‘confirmed by employer’ box.

Section 2A Practitioner Members Only – Please complete for all sections/schemes

To be completed for all sections/schemes

Period to which entry relates

The pensionable earnings information from the last annual return supplied to us up to the inclusive date or retirement to which earnings will be paid, for example:

The member is retiring 30/06/2019 and we have already been supplied with annual return information up to 31/3/2017.

The first row would be the annual return remuneration for 1/4/2017 to 31/3/2018.

The second row would be the annual return remuneration for 1/4/2018 to 31/3/2019.

The third row would be the remuneration for the final part year 1/4/2019 to the inclusive retirement date of 30/06/2019.

Total pensionable earnings for period

This column should show the member’s remuneration payments during the periods noted in the “Period to which entry relates” column.

Section 2B Employer Declaration

To be filled in where Section 2A has been completed.

The officer who completes the application form should complete the Employer Declaration and if possible stamp the address field. Please also supply a contact email address. If the employer declaration is not completed we will not be able to accept the application form as completed and it will be returned.

Section 2C, 2D, 2E or 2F 

See Guidance detailed in “A guide to completing the employer section (Part 2 NHS:RET form)” 

Section 2C – Refer to Section 2A

Section 2D – Refer to Section 2B

Section 2E – Refer to Section 2C

Section 2F – Refer to Section 2D

Section 2G Employer Declaration

To be filled in when either Section 2C, 2D, 2E or 2F has been completed.

The officer who completes the application form should complete the Employer Declaration and if possible stamp the address field. Please also supply a contact email address. If the employer declaration is not completed we will not be able to accept the application form as completed and it will be returned.

Section 3 Certification Relating to Partial Retirement

Members wishing to take partial retirement should have consulted with their employer before completing the PRAC:RET form, to ensure that they qualify and match the criteria.

To qualify for applying for Partial retirement, the member:

• has reduced their working commitment by 10%
• reached the minimum pension age of 55 years or 50 years for members of the 1995 section with a protected minimum pension age.
• is aware of the option to only claim legacy scheme benefits (1995/2008 Section) for membership up to 31 March 2015 

HR or Payroll should sign and date the certificate for partial retirement.

Section 4 Certification relating to Premature retirement

There are two options for members retiring prematurely

1. Prematurely retired because of redundancy or organisational change.

2. Prematurely retired in the interest of efficiency of the service.

Section 4 must be signed by a senior officer in the Employing Authority as stated on the form