NHS FORTH VALLEY Retirement Policy

Date of First Issue 01 / 04 / 2007 Approved 19 / 12 / 2008 Current Issue Date 04 / 01 / 2017 Review Date 04 / 01 / 2020 Version V3.07 EQIA Yes 04 / 01 / 2017 Author / Contact Staff Governance, 01324 618347 Group Committee – Area Partnership Forum Final Approval This document can, on request, be made available in alternative formats

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Management of Policies Procedure control sheet (Non clinical documents only) Name of document to be loaded

Retirement Policy

Area to be added to

NHSFV Intranet Policy

Type of document

Guidance

Protocol

Other (specify)

2 days

7 days

30 days X

No

X

Internal only

X

X Immediate

Priority Questions Yes

Understanding

Options External and Internal

Where to be published

Target audience NHSFV wide

X

Specific Area / service

Consultation and Change Record – for ALL documents Contributing Authors:

Area Policy Steering Group

Consultation Process:

NHSFV Partnership Fora

Distribution:

NHSFV Intranet

Change Record

Date

Author

Change

Version

19/12/2008

Area Policy Steering Group

Policy revised following review process

V2.00

06/01/2011

EH

NHSFV Policy template applied and contact details updated

V2.01

23/11/2011

EH

APF agreed Policy extended to 1/4/2012

V2.02

January

Area Policy

The following updates have been made:

V3.00

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2014

Steering Group



Policy template updated.



Information relating to NHS Retirement Fellowship Scotland added.



Endowments information removed from section 10 – Recognising Long Service on Retirement.



Removal of sections relating to requesting to work beyond the age of 65.



Appendix 2 SPPA information updated.



Policy review date extended.

23/06/2014

LS

Wording from previous policy version added regarding Phased Retirement.

12/11/2014

Staff Section 10: Recognising Long Service on Governance Retirement updated to reflect change to retirement tea funding and the new Retirement Tea Hospitality Booking Form added to Appendix 4.

V3.02

15/12/2014

Staff The following updates have been made: Governance  Phased Retirement wording from V3.01 added to section 6 as this was missing from V3.02.

V3.03



V3.01

Review date extended in line with the other work-life balance policies.

08/01/2015

Staff Arrangements updated for Retirement Teas Governance taking place out with Forth Valley Royal Hospital.

V3.04

13/02/2015

Staff Review date updated in line with the release of Governance the new Work-Life Balance PIN Policy

V3.05

18/03/2016

Staff Review date extended whilst review of the Governance Work-Life Balance PIN Policy is ongoing and Staff Governance telephone number updated.

V3.06

04/01/2017

HR Policy Steering Group

V3.07

Version 3.07

The following updates were made: 

Scope wording updated in line with the Supporting the Work-Life Balance PIN Policy.



Employee responsibilities updated to include at least 6 months notice to allow forward planning and pension arrangements.



Manager’s responsibilities updated to th

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include meeting with the employee to discuss their retirement plan.

Version 3.07



Phased Retirement updated in line with the PIN policy.



Retirement Tea form updated to include a point on confirmed numbers.

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Contents 1.

Introduction.........................................................................................................6

2.

Scope...................................................................................................................6

3.

Roles & Responsibilities....................................................................................6  Managers  Employees  Staff Side Representatives  Human Resources

4.

Occupational Health...........................................................................................7

5.

Retirement Options............................................................................................8  Non NHS Superannuation Scheme Members  NHS Superannuation Scheme Members: a. Age b. Premature Retirement c. Ill-Health Retirement d. Voluntary Early Retirement on reduced pension

6.

Phased Retirement...........................................................................................10

7.

Retirement Documentation..............................................................................10

8.

Annual Leave....................................................................................................11

9.

Preparation for Retirement..............................................................................11  Pre-Retirement Workshop  NHS Retirement Fellowship Scotland  Volunteering

10.

Recognising Long Service on Retirement.....................................................12

11.

Monitoring & Review of the Policy..................................................................13

Appendix 1 Appendix 2 Appendix 3 Appendix 4

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Retirement Information Form..........................................................14 The Scottish Public Pension Agency Forms.................................15 Useful Contacts................................................................................16 Retirement Tea Hospitality Booking Form.....................................17

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1. Introduction NHS Forth Valley is an equal opportunities employer as well as committed to employing and retaining experienced and knowledgeable staff to ensure the highest standard of service and patient care is provided. A change from work to retirement is one of the most significant events encountered during a person’s life. It is therefore appropriate that employees are supported and advised to enable them to experience as smooth a transition from work to retirement as possible suitable to their own needs. There is no longer a statutory retirement age; this is now an individual’s choice. The date in which you can access your State Pension is dependant on your date of birth and further information on this is available from the following website: GOV.UK NHS Forth Valley recognises that individuals may, for a variety of reasons, wish to continue to work after the date in which they can access their pensions. This would allow NHS Forth Valley to retain highly experienced and skilled staff for longer. It is also acknowledged that staff may prefer to consider retirement on a phased basis and this would allow staff an opportunity to balance choice and flexibility in planning their retirement. This policy has been developed in partnership with staff side organisations and is based on the ‘Supporting the Work-Life Balance’ PIN Policy and Practice document. The Policy also reflects relevant employment legislation including the Equality Act and the Employment Rights Act.

2. Scope This policy applies to employees with a confirmed retirement date who have given 6 months’ notice of their intention to retire. In exceptional circumstances where the notice period is less than 6 months the policy may be applied with mutual agreement between employer and employee.

3. Roles & Responsibilities Managers: Managers will ensure the effective application of the retirement process, and specifically to:  Ensure that the employee is aware of their entitlement within this policy 

Advise staff of flexible working options as an alternative to retirial. This will ensure we retain skills and experience whilst acknowledging that personal expectations and desire will alter.



Acknowledge an employee’s intention to retire and meet with the employee to discuss their retirement plan.

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

Ensure that the employee is supported through the retirement process and pension documentation is completed within the relevant timescale

Employees: All employees for whom this policy applies will be given the opportunity to access the benefits detailed in this policy. There is now no compulsory retirement age. However, employees should give as much notice as possible, but no less than 6 months, of their intention to retire, to their manager in writing to assist forward planning and pension arrangements. Staff Side Representatives: Staff Side Representatives will: 

Advise and guide the employee regarding retirement options



Support employees through the retirement process

Human Resources: Human Resources will: 

Ensure that the manager is supported and the employee is made aware of their rights and entitlements



Ensure that the retirement procedure is applied fairly and consistently



Administer appropriate pension documentation

4. Occupational Health To encourage a long and healthy retirement, employees will have access to a health check from the Occupational Health Department prior to their retirement date if they wish.

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5. Retirement Options Non NHS Superannuation Scheme Members Employees who are not members of the NHS Superannuation Scheme but wish to retire should:   

Seek advice from the Government website on State Pensions Give as much notice as possible of their intention to retire, in writing, to their manager to assist forward planning. If an employee wishes to take phased retirement then sufficient notice should be given to the line manager

NHS Superannuation Scheme Members The NHS Superannuation Scheme is administered by the Scottish Public Pensions Agency (SPPA). Employees who are members of the scheme and wish to retire should:    

Discuss their plan with their manager Give at least 6 months notice of their intention to retire Contact Human Resources for the relevant pension forms or access the forms from the SPPA website. Confirm their intention to retire in writing

Employees who are members of the NHS Superannuation Scheme have the following retirement options: NB. New pension arrangements were introduced for public sector pension schemes at April 2015. For further information please visit the following SPPA website – SPPA April 2015 Changes. a. Age: For members who joined the scheme prior to 1st April 2008 the age at which your occupational pension will normally be paid is 60. This means your accrued benefits will be paid in full with no reduction. For those members who joined the scheme from 1st April 2008 or who have rejoined following a five year absence the normal pension age is 65. In certain circumstances, you may be able to apply for your pension before normal pension age. Members in the 1995 section who hold Special Class status have a normal pension age of 55 and are entitled to retire from that age without reduction to their benefits. “Special Classes” are Nurses and Midwives, Physiotherapists, Health Visitors and Mental Health Officers appointed prior to 1st April 1995 (including male Nurses, Midwives and Physiotherapists for service prior to 1st May 1990).

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b. Premature Retirement: If you are retired prematurely because of redundancy or in the interests of service efficiency, your benefits can be paid without reduction immediately upon leaving. You must have reached minimum pension age and have at least two years continuous service. c. Ill-Health Retirement: The decision to pay any pension rests with the SPPA and not NHS Forth Valley. Forth Valley NHS Board cannot guarantee what the SPPA decision will be in any particular case. Applications for retirement on the grounds of ill-health will be subject to discussions between the employee, Human Resources, the line manager and Occupational Health Service. It is essential that Occupational Health advice is sought to support any application for retirement on the grounds of ill-health for payment of a superannuation pension. In addition HR advice must be sought prior to consideration of termination of employment on the grounds of ill-health. Members of the scheme will be required to complete an AW8P form (available from the Human Resources department or SPPA website). The SPPA often ask for more information and as a consequence, authorisation to pay any pension may take a number of months to confirm.

The Ill-health Retirement/Termination process is detailed in the policy on Attendance Management. d. Voluntary Early Retirement on reduced pension: You can choose to take voluntary early retirement, from age 50 for members of the amended arrangements (1995 Section) and from 55 for members of the new arrangements (2008 Section), and receive a reduced pension. Your benefits will be reduced to take into account the fact they are being paid over a longer period of time. If you hold Special Class status and choose to retire before age 55, your benefits will be reduced as if your normal pension age was age 60. Members with preserved benefits who had active service in the scheme after 30 th March 2000 are also entitled to take Voluntary Early retirement on reduced pension. Please apply by contacting the SPPA in the first instance. If you take early retirement, your dependants will still receive any benefits they are entitled to based on your full pension. Please note, in the unlikely event that your reduced pension is less than the Guaranteed Minimum Pension (GMP), you will not be able to take voluntary early retirement with a reduced pension.

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6. Phased Retirement Working Hours Reduction In order that an employee can adjust to the prospect of retirement, a gradual reduction in working hours may be introduced three months prior to retirement.   

Third month before retiral – 80% of contracted hours Second month before retiral – 60% of contracted hours Last month before retiral – 40% of contracted hours

During this time employees will be paid as if at work. The pattern of reduced hours can only be permitted on the basis shown i.e. the paid time off cannot be aggregated over a longer or shorter period of time. During this 3 month period employees will receive their full basic pay including any enhancements due, i.e. shift allowance. Commencement of a phased retirement plan will not result in payment of a pension. The process detailed in section 7 of this policy should be followed to ensure that the documentation to release a pension goes through the appropriate process and in a timely manner. If the employee wishes to take annual leave during the period of phased retirement, normal contractual hours must be used i.e. for one week’s annual leave for a full-time member of staff, 37.5 hours annual leave must be used regardless of phased retirement hours scheduled to work. Employees are not entitled to and will not be authorised to work bank shifts on the phased retirement days.

7. Retirement Documentation Dependent upon the mode of retirement, the appropriate documentation (see Appendix 2 – SPPA forms) will be required to be completed by the retiring employee normally 6 months prior to the date of retirement. In the case of ill-health retirement, an application should be made as soon as it is apparent that this is the appropriate route. The necessary forms can be obtained from the HR department. Once completed, the forms should be returned to the HR department who will ensure that they are forwarded to Payroll for processing. The relevant sections of the forms will be completed by the Payroll department and forwarded to the SPPA. When applications are forwarded to the SPPA, NHS Forth Valley receives no further information about its progress. Should employees wish to check on the progress of their application they may do so in writing to: The Scottish Public Pensions Agency, Tweedside Park, Tweedbank, Galashiels TD1 3TE or by telephone on 01896 893000. In either case your Superannuation (SB) Number, National Insurance Number and Date of Birth should be quoted.

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8. Annual Leave Annual leave should be taken in advance of the retirement date. If however an employee has been unable to take this for reasons of extended sick leave or requested by their manager to delay leave for service reasons, the balance of their annual leave entitlement will be paid when they retire. When annual leave has been taken in excess of part-year entitlement, this will normally be deducted from final salary.

9. Preparation for Retirement Pre-Retirement Workshop For employees who are considering retirement within the next 2 years the HR Department offer a Pre-Retirement Workshop. The workshop has been designed to assist employees in the transition from work to retirement by providing them with the relevant information relating to lifestyle, finance, security, leisure and health. A further aim of the programme is to enable attendees to meet with others who are also nearing retirement age to share common issues and hopes for the future. By the end of the programme you will:  Meet with others also considering retirement and be able to exchange thoughts and concerns  Be aware of how to approach retirement  Be introduced to opportunities available to you For further information on the Pre-Retirement Workshop or to book a place on the next available workshop please contact the Learning, Education and Training Department on 01324 567390 or alternatively visit the Learning Zone Intranet page. NHS Retirement Fellowship Scotland For employees who are retiring or contemplating retiring there is an organisation called NHS Retirement Fellowship Scotland which can offer many benefits and facilities. The Fellowship was founded nationally in 1978 with 16 branches now in Scotland. Forth Valley’s local branch, the “Forth Valley Retirement Fellowship” has been in existence for over 30 years. Forth Valley Retirement Fellowship meet alternatively in Stirling and Falkirk on a monthly basis. They have a syllabus of events including regular meetings with speakers, musical items, slideshows, an annual outing to a place of interest and meet during the festive period. Employees are very welcome to come to one of the meetings with no obligation to join. Membership is open to anyone who has retired from the NHS and from all grades, posts and settings. If you would like further information on the Forth Valley Retirement Fellowship then please contact Mrs Flo Valance, Secretary, at Stirling 01786 475340 or Mrs Lesley Douglas, Treasurer, at Larbert 01324 562662.

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Volunteering Employees who are retiring may wish to apply for volunteering opportunities within the organisation. Volunteering is recognised as playing a vital role, providing important benefits on a number of levels. For NHS Forth Valley, volunteers provide support in the delivery of services, enhancing patient and carer experience and supporting people to make choices. For further information on volunteering with NHS Forth Valley, please contact Helena Buckley, Quality Manager on 01786 454736.

10. Recognising Long Service on Retirement NHS Forth Valley acknowledges the contribution made by all employees in the delivery of high quality health care. It is appropriate that employees who are retiring from the organisation, be it early, phased, age or on ill-health grounds, have their service and contribution recognised. This service should be recognised in line with the criteria set out as follows and that the arrangements will be funded through the Staff Governance Team. Criteria To be eligible the following criteria need to be met:   

Employee of NHS Forth Valley at the date of retirement. 10 years or more service within NHS Forth Valley at the date of retirement. Mode of leaving is early, phased, age or ill-health retirement (termination of contract on the grounds of ill-health).

Entitlement  

Personal letter of recognition and thanks from the Chief Executive. Retirement tea consisting of tea, coffee, sandwiches and dainty cakes or sausage rolls.

Responsibilities The line manager will be responsible for:  



Identifying the employees who meet the criteria. Organising the retirement tea. To book a retirement tea please complete Section A and B of the Retirement Tea Hospitality Booking Form (see Appendix 4) and email a scanned copy to [email protected] The Staff Governance Team will authorise the request and then send to SERCO. Please note that if the retirement tea is taking place out with Forth Valley Royal Hospital then arrangements will need to be made for the retirement tea to be picked up from Forth Valley Royal Hospital or an Ad Hoc Transport Request Form should be authorised by the Transport Department. The request should be submitted by email to [email protected], the Transport Department may be able to assist in completing this form. If you require any uplift from your department then another Ad Hoc Transport Request Form should be submitted to the Transport Department. Crockery and hot drink

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   

containers are unable to be transported, therefore these will need to be supplied locally, tea bags etc will be provided with the retirement tea. Providing the Chief Executive’s office with the relevant employee. Liaising with the Chief Executive’s office regarding a senior manager attending the retirement tea, if appropriate. Providing the Chief Executive’s office with the relevant employee information (using the Retirement Information Form at Appendix 1) to be included in the letter of recognition/thanks. Liaising with the Communications Department on 01786 457243 regarding a photograph for a local newspaper and internal newsletter. Permission from the employee should be sought prior to contacting the Communications Department.

11. Monitoring & Review of the Policy

This policy will be subject to ongoing monitoring and evaluation to ensure that it is being implemented fairly, consistently, effectively and in line with the policy's stated principles and values. The policy will be subject to regular review, in partnership, to ensure that any new standards and/or structures are incorporated when necessary and that it remains fit for purpose.

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Appendix 1 Retirement Information Form This form is for completion by the retiring employee’s line manager to allow the Chief Executive to issue a letter of recognition/thanks. Please complete and return to the PA to the Chief Executives office at least 4 weeks before the date of retirement – please print your responses and ensure that the information provided is accurate and up to date. Title ( box) Name (in full)

Mr

Mrs

Miss

Ms

Dr

Home Address

Department Current Post Title Site Date employment commenced with NHS FV Years of Service Date of Retirement

Reason Retirement

for Early

Age

Ill Health

Summary of Employment History / specific or special contribution:

Date: Line Manager, Please Print Name (in Line Manager Signature: full): Line Manager’s tel no:

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Line Manager’s e-mail:

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Appendix 2 The Scottish Public Pensions Agency (SPPA) Forms The following forms are available from the HR Department or on the SPPA website at SPPA Forms. Pension Forms Available: Application for the award of: 

Pension and Lump Sum on Age Retirement, Premature Retirement, Voluntary Early Retirement with Actuarial reduction, Preserved Retirement, Preserved Voluntary Early Retirement with Actuarial reduction & Partial Retirement (NHS : RET)



Pension and Lump Sum on Ill-Health Retirement (AW8)



Early Payment of Preserved Pension Benefits on Ill-Health Retirement (AW8P)

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Medical Report Form in support of Application for Ill-Health Retirement (AW8 MED) – Completed by Occupational Health)

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Award of Injury Benefits (INJ1)

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Death on Pension – Lump Sum on Death & Widow/Widowers/Partners Pension (AW6)



Re-instatement of Widow/Widowers Pension (AW6/3)



Death in Service – Lump Sum on Death & Widow/Widowers/Partners Pension (AW7)



Dependants Allowance (AW9)

The SPPA can also provide other information relating to pensions on request: 

Details of what your scheme benefits are likely to be when you retire.



The rights and options available to you if you decide to end your pensionable employment before normal pension age.



An estimate of the amount of the transfer value you could expect on leaving the scheme and information on how this is calculated.



An estimate of any refund of contributions that might be due if you left the scheme.

The SPPA website now offers Online Member Services; please visit SPPA Online Member Services for further information.

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Appendix 3 Useful Contact Information: Scottish Public Pensions Agency (SPPA) 7 Tweedside Park Tweedbank Galashiels TD1 3TE Telephone: 01896 893000 Website: SPPA If you contact the SPPA you will be asked for your SPPA reference number (SB number), which can be found, on your payslip. If you do not have a reference number you will need both your Date of Birth and National Insurance number.

Citizens Advice Scotland Helps people resolve their legal, money and other problems by providing free, independent and confidential advice. Telephone: 0131 550 1000 Email: [email protected] Website: Citizens Advice Scotland

HM Revenue and Customs Telephone: 0300 200 3000 Website: HM Revenue and Customs

Department for Work and Pensions Telephone: 0845 6060 265 Website: Department for Work and Pensions

International Pension Centre The Pension Centre Tyneview Park Newcastle upon Tyne NE98 18A Telephone: 0191 218 7777 Email: [email protected]

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Appendix 4 RETIREMENT TEA HOSPITALITY BOOKING FORM

To book a Retirement Tea please complete Section A and B below and email a scanned copy to [email protected] The Staff Governance Team will authorise the request and then send to SERCO. Completed Forms should be submitted to the Staff Governance Team no later than 5 days prior to the Retirement Tea. A Retirement Tea includes tea/coffee, sandwiches & dainty cakes or sausage rolls. If you require additional items this would not be funded by Staff Governance and a separate Hospitality Request Form should be submitted to Rae Kelso in SERCO. Retirement Teas Out With Forth Valley Royal Hospital Please note that if the retirement tea is taking place out with Forth Valley Royal Hospital then arrangements will need to be made for the retirement tea to be picked up from Forth Valley Royal Hospital or an Ad Hoc Transport Request Form should be authorised by the Transport Department. The request should be submitted by email to [email protected], the Transport Department may be able to assist in completing this form. If you require any uplift from your department then another Ad Hoc Transport Request Form should be submitted to the Transport Department. Crockery and hot drink containers are unable to be transported, therefore these will need to be supplied locally, tea bags etc will be provided with the retirement tea. Section A Name:

Telephone:

Address/Department:

Name of employee retiring:

Date of Retirement Tea:

Ward/Venue:

Time:

Confirmed numbers for the Retirement Tea: (To avoid over ordering please only order for confirmed numbers) Please state whether you would prefer dainty cakes or sausage rolls:

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Retirement Teas Out With Forth Valley Royal Hospital If the retirement tea is taking place out with Forth Valley Royal Hospital please select the collection option below: I will arrange for collection of the retirement tea from FVRH

Pick up time:

I have submitted an Ad Hoc Transport Request Form to [email protected]

Pick up time:

Section B Authorised By: Designation:

Date:

Section C (to be completed by the Staff Governance Team) Date Received:

Request Approved:

Authorised By:

Financial Code:

Designation:

Date:

N.B from Serco: If a booking is cancelled on the day, a cancellation fee will be charged depending on the costs/food ordered and prepared. Stainless Steel Platters must be returned on Hospitality Trolley – if not £5.00 per platter will be charged.

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Publications in Alternative Formats NHS Forth Valley is happy to consider requests for publications in other language or formats such as large print. To request another language for a patient, please contact 01786 434784. For other formats contact 01324 590886, text 07990 690605, fax 01324 590867 or e-mail - [email protected]

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