Letter of Appreciation for a Manager from an Employee by mhi13984

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									                           Retirement Policy and Procedure




Reference Number                                  HR/RET

Version                                           6

Name of responsible (ratifying) committee         HR Policy Group

Date ratified                                     7.6.11

Document Manager (job title)                      Operational HR Manager

Date issued                                       27.6.11

Review date                                       July 2013

Electronic location                               Corporate Policies

Related Procedural Documents                      N/A

Key Words (to aid with searching)                 Retirement; long service; pension;




Policy for Retirement. Version 6. Issued: 22.6.11(review date July 2013)         Page 1 of 10
27/06/2011
CONTENTS

     QUICK REFERENCE GUIDE....................................................................................................... 3
1.   INTRODUCTION.......................................................................................................................... 4
2.   PURPOSE ................................................................................................................................... 4
3.   SCOPE ........................................................................................................................................ 4
4.   DEFINITIONS .............................................................................................................................. 4
5.   DUTIES AND RESPONSIBILITIES .............................................................................................. 4
6.   PROCESS ................................................................................................................................... 5
7.   TRAINING REQUIREMENTS ...................................................................................................... 6
8.   REFERENCES AND ASSOCIATED DOCUMENTATION ............................................................ 6
9.   MONITORING COMPLIANCE WITH, AND THE EFFECTIVENESS OF, PROCEDURAL
     DOCUMENTS .............................................................................................................................. 6


Appendices:

Appendix 1: Request for Long Service Gratuity
Appendix 2: Reimbursement of Catering Costs for Retirement Function
Appendix 3: Retirement Letter Request




Policy for Retirement. Version 6. Issued: 22.6.11(review date July 2013)                                         Page 2 of 10
27/06/2011
QUICK REFERENCE GUIDE

For quick reference the guide below is a summary of actions required. This does not negate the need
for the document author and others involved in the process to be aware of and follow the detail of this
policy.

    1.    Where an employee has had long service in the NHS at their retirement, the Trust wishes to
         recognise and reward that service. The policy provides a framework for such rewards.

    2. On retirement, the Trust provides a letter of thanks for all employees; a long service gratuity
       for those with over 20 years service and funding towards a retirement function for those with
       over 10 years service.




Policy for Retirement. Version 6. Issued: 22.6.11(review date July 2013)      Page 3 of 10
27/06/2011
 1. INTRODUCTION

  1.1      Portsmouth Hospitals NHS Trust (“the Trust”) recognises that for many employees, on
           reaching retirement, they will have given many years of loyal service. The Trust would
           therefore wish to recognise and reward that service upon the employee’s retirement.


 2. PURPOSE

  2.1      The policy contains a framework for rewarding employees on reaching retirement, where
           they have provided long and loyal service.


 3. SCOPE

 3.1       The policy applies equally to all employees of the Trust, irrespective of staff group.
           However it does not apply to bank or agency workers or volunteers.

 3.2       The Trust has a policy of positively recognising long service by making an award to long
           serving employees on their retirement. Even if the retiring employee has not had long
           service, the Trust would wish to thank any employee for their contribution. For long serving
           employees, the Trust provides a long service gratuity, funding towards the cost of a
           retirement function and a letter of thanks from the Chairman. Long service commences at
           ten years service for funding for a retirement function and twenty years service for a long
           service gratuity. Any retiring employee with less than ten years service will still receive a
           letter of thanks from the Chairman.

           In the event of an infection outbreak, flu pandemic or major incident, the Trust
           recognises that it may not be possible to adhere to all aspects of this document. In such
           circumstances, staff should take advice from their manager and all possible action must
           be taken to maintain ongoing patient and staff safety.


 4. DEFINITIONS

        Long service – for the purposes of this policy, long service is classed over 10 years NHS
        service at the date of retirement.


 5. DUTIES AND RESPONSIBILITIES

 5.1       Employees

         Employees are responsible for:

               Advising their manager, providing appropriate notice, when they wish to retire;
               Applying for their NHS pension (where applicable), again providing the NHS Pensions
                Agency with the appropriate notice.

 5.2       Managers

         Managers are responsible for:
            Completing forms for long service award, retirement function and letter of thanks
              where appropriate.


Policy for Retirement. Version 6. Issued: 22.6.11(review date July 2013)       Page 4 of 10
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  5.3      Human Resources

        The Human Resources department are responsible for:

               Advising managers and employees on the application of the policy.


 6. PROCESS

  6.1      Application for payment of NHS Pension

  6.1.1    Employees who have paid into the NHS Pension Scheme for over two years will be entitled
           to a NHS pension on retirement.

  6.1.2    Employees approaching their retirement date must contact the Pensions section within the
           Payroll Department within a minimum of four months from the date of retirement to notify
           them of their intention to retire. The Pensions section will then forward the relevant
           documents directly to the employee for completion as soon as possible.

  6.1.3    Where employees contact the Pensions section later than four months prior to their
           retirement date, this may result in payment of their pension being delayed.


  6.2      Long Service Gratuity for employees with over 20 years service at retirement

  6.2.1    The Trust has a policy of positively recognising long service and loyalty by making an award
           to long serving employees on their retirement.

  6.2.2    Any employees who, on their retirement, have accrued 20 years service or more with the
           NHS will be eligible. Discretion may be used when counting service, but should then be
           authorised by the appropriate General Manager, Clinical Director or Executive Director.

  6.2.3    The award will take the form of either a payment or, should the employee who is retiring
           wish, a gift to the maximum monetary values as indicated below:


           Number of years service                               Net monetary value (£)

                    20 – 29                                                150
                    30 – 39                                                250
                    40 +                                                   500


  6.2.4    The decision as to whether the employee receives a gift or the cash alternative should rest
           with the retiring employee themselves. Payment of the gratuity or reimbursement for a
           purchased gift will be funded by the relevant budget holder’s budget and charged against
           the employee’s cost centre. The gratuity is liable to a tax deduction that will be calculated
           by the Payroll Department; the above amounts are those received by the employee, net of
           tax. Expenditure from the budget will be a gross payment. Gifts should be funded to a
           maximum of the net monetary value.

  6.2.5    In order to request payment of the gratuity, the line manager must complete the request for
           long service gratuity form at Appendix 1. The form must be forwarded to the Payroll
           Department at least four weeks prior to the retirement date; Payroll will then ensure that the
           appropriate payment is included in the employee’s final salary.


Policy for Retirement. Version 6. Issued: 22.6.11(review date July 2013)         Page 5 of 10
27/06/2011
  6.2.6    Gifts should be ordered through the Supplies department. The Trust already receives
           discount on orders over certain monetary values with some retailers and it is therefore
           recommended that managers liaise with Supplies for the purchase at the earliest
           opportunity.


  6.3      Retirement functions

  6.3.1    Contributions towards the cost of retirement functions will be funded by the appropriate
           budget manager and charged against the employee’s cost centre.

  6.3.2    Managers have the discretion to fund contributions as follows:

           Number of years service                               Contribution (£)

                    10 – 20                                            £100
                    Over 20                                            £200

           Funds should only be used for catering purposes within the Trust and must be spent in a
           reasonable and economic manner. All receipts for catering should be retained and
           forwarded to the Finance Department for reimbursement, using the form in Appendix 2.


  6.4      Chairman’s Letter of Appreciation

  6.4.1    At least two weeks ahead of the proposed retirement date, the manager should arrange for
           an official letter of appreciation to be sent from the Chairman of the Trust to the retiring
           employee. The form at Appendix 3 should be completed by the line manager, to advise the
           Chairman of the employee’s key service details. A letter will then be sent to the employee’s
           home address.


 7. TRAINING REQUIREMENTS

  7.1      Managers will be briefed on the content of this policy and will be able to seek guidance and
           assistance on its implementation from the Human Resources Department.


 8. REFERENCES AND ASSOCIATED DOCUMENTATION

        NHS Pension Scheme – see http://www.nhsbsa.nhs.uk/pensions for details


 9. MONITORING COMPLIANCE WITH, AND THE EFFECTIVENESS OF,
    PROCEDURAL DOCUMENTS

  9.1      The policy will be reviewed on a bi-annual basis by the HR Policy Group.




Policy for Retirement. Version 6. Issued: 22.6.11(review date July 2013)            Page 6 of 10
27/06/2011
   Appendix 1                    REQUEST FOR LONG SERVICE GRATUITY



    To: Payroll Services
    c/o Job Shop
    A Level
    QAH

    NAME:

    DEPARTMENT:

    DATE OF RETIREMENT:
                                                             (Last day of service including annual leave etc.)
    LENGTH OF NHS SERVICE:

    Verified By : ..................................................
                 (Human Resources Department - Signature)

    Dr/Mr/Mrs/Miss                                                  will be entitled to a payment of

    ...........................................(net of tax) in respect of ................... Years’ service.

    Please ensure that this form arrives at Payroll Services in time to allow inclusion in the
    final salary payment.


    ..................................................
    (Manager’s Signature)

                                                         £
    Payroll Use Only:

    Net Payment Required

    Tax due on Payment
                                          ______________
    Gross Payment
                                          ______________




Policy for Retirement. Version 6. Issued: 22.6.11(review date July 2013)                          Page 7 of 10
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        Appendix 2        Reimbursement of Catering Costs for Retirement Function

    From Human Resources Department

    To (Manager)

   REIMBURSEMENT OF CATERING COSTS

    NAME:

    DEPARTMENT:

    DATE OF RETIREMENT:

    LENGTH OF NHS SERVICE:

    CONTRIBUTION:

    The catering costs of the retirement function will be funded by the budget holder and
    charged against the employee’s cost centre.

    If the function is provided by the Trust Catering Department you must provide the catering
    department with the employee’s budget cost centre against which the charge will be made.

    Please retain all receipts for catering which is NOT provided by the Trust Catering
    Department. The attached form must then be completed and forwarded with the receipts to
    the Finance Department who will arrange for reimbursement to the claimant.




Policy for Retirement. Version 6. Issued: 22.6.11(review date July 2013)   Page 8 of 10
27/06/2011
    From (Manager)

    To Financial Manager

    REIMBURSEMENT OF CATERING COSTS FOR RETIREMENT FUNCTION


    EMPLOYEE NAME:

    DEPARTMENT:

    DATE OF RETIREMENT:

    LENGTH OF NHS SERVICE:

    NAME OF CLAIMANT:                                                                        PAY NO:

    AMOUNT CLAIMED:


    I attach receipts for the catering costs of the above retirement function.

    Please reimburse the claimant named above and charge this to the employee’s cost
    centre.

    Account Code: ...........................             Cost Centre : ..............................

    Signed:                                          ..................................................
                                                                  (Budget Holder)


    Print Name :                   ..................................................


    Countersignature:              ..................................................

    Please note that the budget holder’s manager must also sign if the budget holder is the
    claimant.

    Encs.




Policy for Retirement. Version 6. Issued: 22.6.11(review date July 2013)                                  Page 9 of 10
27/06/2011
           Appendix 3                          RETIREMENT LETTER REQUEST

To: Mr D Rhind, Chairman
Portsmouth Hospitals Trust
c/o Susanna Kayley
Trust Headquarters
F Level, QAH

I write to advise you that the employee named below is due to retire in the near future. Please would
you write to this member of staff to acknowledge their service.

SURNAME:................................................................................................ (MR/MRS/MISS/DR/PROF)

FORENAME: ..........................................................................................................................................

HOME ADDRESS: ..................................................................................................................................
.................................................................................................................................................................
.................................................................................................................................................................

RETIREMENT DATE: .............................................................................................................................

LENGTH OF SERVICE:                             NHS: ........................................................................................................
                                               PORTSMOUTH HOSPITALS:
                                               .............................................................................................................

CURRENT DEPARTMENT: ...................................................................................................................


DETAILS OF PREVIOUS POSTS: ........................................................................................................
................................................................................................................................................................
................................................................................................................................................................



ANY PARTICULAR ACHIEVEMENTS: .................................................................................................
................................................................................................................................................................
................................................................................................................................................................



RELEVANT PERSONAL DETAILS: ......................................................................................................
.................................................................................................................................................................
.................................................................................................................................................................


OUTSIDE/LEISURE INTERESTS: .........................................................................................................
.................................................................................................................................................................
.................................................................................................................................................................




Policy for Retirement. Version 6. Issued: 22.6.11(review date July 2013)                                                Page 10 of 10
27/06/2011

								
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