Ministry of Defence Statement of Civilian Personnel

MINISTRY OF DEFENCE
STATEMENT OF CIVILIAN PERSONNEL POLICY
RESIGNATION, RETIREMENT AND PARTIAL

RETIREMENT
Version: 2.1
Effective date: 1 April 2010
EDRM file reference:

20100401-Resignation, Retirement and Partial
Retirement-U
Contact: People Service Centre PPPA

- 93345 7772 or 0800 345 7772
or +44 1225 829572 (if calling from overseas)
Version 2.1. : Effective date: 1 April 2010 Page 1 of 35

THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED
RESIGNATION, RETIREMENT AND PARTIAL RETIREMENT
DESCRIPTION
These policies and rules tell you as an employee about:
• resignation;
• resignation after the approval of Actuarially Reduced Retirement and
Individual Approved Early Retirement;
• resignation with immediate payment of pension (i.e. retirement);
• partial retirement;
• the amount of notice of resignation you must give; and
• attending the Planning for Retirement course.
They will also explain to you as a line manager:
• what you need to do when one of your staff resigns; or

• requests partial retirement.
OVERVIEW
Resignation is the formal means by which an employee terminates their

employment. Employees may resign at any time after giving an appropriate
period of notice. This PRG explains the resignation process and associated
matters.
With the removal of the Normal Retirement Age from 1 April 2010 the MOD no
longer requires its employees to retire at a specific age; this means that
employees can carry on working and must follow the resignation process
when they decide to leave and draw their pension. This PRG also explains
partial retirement and the Planning for Retirement course.
EQUALITY AND DIVERSITY ASSESSMENT
This policy has been Equality and Diversity Impact Assessed in accordance
with the Department’s Equality and Diversity Impact Assessment Tool against:
Part 1 Assessment Only (no diversity impact found/policy is a reflection

of legal requirements and has been cleared by a Legal Adviser)

WHO DOES THIS APPLY TO?
Applies to all MOD employees, except:
• MOD Police Officers and Defence Fire & Rescue Service personnel –
see separate Policy, Rules & Guidance.
• Locally engaged civilians
• Former MOD employees, pensioners and dependents
• Prospective employees
• Fee earners and contractors
• People seconded or on loan to the MOD from OGDs, industry and
academia, or on work experience placements (who must follow their
parent organisation’s procedure)
Note: the rules and processes set out below include variations for members of
the Senior Civil Service, the Royal Fleet Auxiliary, school-based teachers
employed by Service Children’s Education and US Visiting Forces personnel.

TASK 1 – HOW TO RESIGN AND HOW TO APPROVE AND RECORD
RESIGNATIONS

FOR YOU AS AN EMPLOYEE
WHAT YOU NEED TO KNOW
1. You may resign at any time, giving the correct period of notice for your
substantive grade as follows:
• Staff at Band B and above recruited or promoted to the grade on or

after 2 April 1990 – 3 months;
• Staff at Band B and above recruited or promoted to the grade before 2

April 1990 – 1 month;
• All staff below Band B including Skill Zone – 1 month;
• Teachers – 3 months notice during the summer term or 2 months

notice during other terms, giving a last day of service as the last day of
a school term (i.e. 30 April for Spring Term, 31 August for Summer
Term and 31 December for Winter Term);
• Head Teachers - 4 months notice during the summer term or 3 months

• RFA Employees – It is the right of all Company Service Contract

employees to submit their formal resignation from the RFA Service to
DACOS RFA PERS OPS, in accordance with the conditions of their
contract, at any time that they choose to do so. All such resignations
will only be accepted in writing and a period of three months notice to
terminate employment is mandatory in all cases.
• Casual Staff – 1 week unless a longer period is called for in the letter of
appointment;
• Fixed Term Appointments:
o Senior Civil Service – 6 months

o Band B – 1 month - normally but for some key posts the contract
may specify up to a maximum of 3 months
o C1 and below – 1 month
You must make sure that your last day of service is a working day.
One month in this instance means 28 days.
2. Contractually you are not required to give extra notice if you want to
resign and claim your pension. However, you should be aware that the
Pension Administrator may need about 4 months to process your pension
paperwork. If you want your pension to start at the same time as your
FOR YOU AS A MANAGER
1. An employee can resign at any time but must do so in writing. You

cannot refuse to accept a letter of resignation.
2. Line managers have no role in the resignation process for the SCS.
This is undertaken by Corporate Capability.
3. Before accepting the resignation you must check that the appropriate
period of notice has been given for the substantive grade. The notice
periods are as follows:
• Staff at Band B and above recruited or promoted to the grade on or

after 2 April 1990 – 3 months;
• Staff at Band B and above recruited or promoted to the grade before 2

April 1990 – 1 month;
• All staff below Band B including Skill Zone – 1 month;
• Teachers – 3 months notice during the summer term or 2 months

• Head Teachers - 4 months notice during the summer term or 3 months

• RFA Employees – It is right of all Company Service Contract

employees to submit their formal resignation from the RFA Service to
DACOS RFA PERS OPS, in accordance with the conditions of their
contract of employment, at any time that they choose to do so. All such
resignations must only be accepted in writing and a period of three
months notice to terminate employment is mandatory in all cases.
• Casual Staff – 1 week unless a longer period is called for in the letter of
appointment;
• Fixed Term Appointments:
o Senior Civil Service – 6 months

Band B – 1 month- normally but for some key posts the contract
may specify up to a maximum of 3 months
o C1 and below – 1 month
You must make sure that the last day of service is a working day.
One month in this instance means 28 days.
4. You can exercise discretion on the length of notice to be given and on

the choice of the last day of service. If this is to be considered you must seek
advice from the PPPA about the financial implications (e.g. the employee
could have an outstanding advance of salary or a shorter period of notice
could result in an overpayment of salary) and then advise the employee.
5. Where disciplinary action is pending the intention must be to ensure

wherever possible that any disciplinary action and the award of a penalty are
completed before the individual’s last day of service. If the employee leaves
before the disciplinary action is completed, the case against the individual will
fall. You can neither extend the period of notice nor can you allow an
individual to leave early.
6. If an employee resigns without giving notice you must telephone PPPA

straight away. It may be, for example, that an individual hands in their
resignation and leaves on the same day or telephones you to advise of their
resignation. When you notify PPPA of the resignation they will take steps to
terminate the employment.
7. If an employee has not been seen at work and no one is aware of an

authorised absence you should follow the rules for absence without leave.
See Related Document - Dealing with Unauthorised Absence from Work.
WHAT YOU NEED TO DO
1. If an employee writes telling you that he or she wishes to resign, you

must discuss with the individual their intention. In addition you must agree the
last day of service and the balance of annual leave. You can find advice on
how to calculate the balance of annual leave using the Annual Leave
Calculator. If the individual has been issued with MOD provided clothing or
equipment you must ensure that it is returned before he/she leaves. You must
also ensure that the individual hands back their MOD pass (and any building
or establishment passes).
2. Within 5 working days of receiving the resignation letter you must

respond in writing to the individual, copying correspondence to the PPPA to
authorise the action necessary to terminate employment.
3. If the individual is looking for a shorter notice period than set out above
you must seek advice from the PPPA about the financial implications before
agreeing to it. You must then discuss the situation with the individual. Where a
shorter notice period is agreed you must write to the individual, copied to the
PPPA within 2 days of receiving the original resignation letter.
4. You must complete the template letter under Related Documents -

PPPA Form 039: Acceptance of Resignation. Give the original to the
individual and a copy (together with the original resignation letter) to the
PPPA. If there is a paper rather than online annual leave sheet, this must also
be sent to the PPPA attached to the letter.
5. The template letter asks you to certify that you have agreed the last
day of service and balance of annual leave with the individual.
6. The letter is the written authority for the PPPA to terminate

employment.
7. You must send the letter and any associated material to the PPPA at:
People Pay and Pensions Agency
Leavers Team
PO Box 38
Cheadle Hulme
Cheshire SK8 7NU
You can contact the PPPA on 93345 7772 or 0800 345 7772 or by e-mail to
[email protected].
8. Having done that you must then update HRMS by recording the first
day of non effective service online (not the last day of service). If you
know that your employee is resigning to take their pension you must say so.
Alternatively you can telephone the People Service Centre on 93345 7772 or
0800 345 7772 and a customer service agent will enter the information for
you.
9. You must also examine the resignation letter to determine whether, in

your view, there is a grievance or implied grievance in the body of the letter. If
there is, you should then confirm (in writing) with the individual whether they
want to proceed with the grievance. If so, it will be conducted in accordance
with the Department’s full grievance procedure. Copies of the correspondence
should be forwarded to the PPPA for inclusion on the individual’s personal file.
10. If the employee works under a Flexible Working Hours (FWH)

arrangement then the account must be returned to zero by the last day of
service. The rules about the termination of FWH accounts can be found under
Related Documents - Working Patterns.
11. You must also consider whether a valedictory letter (see Related
Document – Valedictory letters) is appropriate.
12. To help you to keep track of what you and others need to do at the
various stages of the resignation process there is a checklist under Related
Documents that you may find useful.
TIPS, HINTS AND FAQS
Teachers and Workers with children or vulnerable adults.

Where misconduct of a teacher or other worker with children and young
people, (including service personnel, under the age of 18) or vulnerable adults
results in disciplinary action or dismissal, or might have led to dismissal if the
individual had not resigned, the matter may need to be reported to either:
• The General Teaching Council - where no issues concerning the safety
or welfare of children are raised but a registered teacher is dismissed for
misconduct or incompetence, or resigns in circumstances where
dismissal may otherwise have been considered - http://www.gtce.org.uk.
Or
• The Independent Safeguarding Authority – please refer to
http://www.isa-gov.org.uk/ for further information. If a referral is thought
to be required advice should be sought from the PPPA Health Welfare
and Conduct Team.
TASK 2 – RESIGNATION WITH IMMEDIATE PAYMENT OF PENSION

(RETIREMENT)

1. Discussion of pensions, resignations and retirement can be confusing.

It is important, therefore, to make certain distinctions:
• Normal Retirement Age. Prior to April 2010, the MOD, like

most employers, applied a Normal Retirement Age. This was the age
at which employees were expected to retire, although individuals could
apply to work beyond 65 in accordance with the rules set out in the
Employment Equality (Age) Regulations 2006. For MOD purposes,
age 65 was termed the Normal Retirement Age – or NRA for short.
However, from April 2010, the MOD no longer has an NRA. This
means that employees can continue working after 65 and must resign
when they decide to retire.
• Normal Pension Age. Normal pension age is the age set

down in the rules of the particular occupational pension scheme at
which a member can leave with full accrued pension benefits.
• Minimum Pension Age. Minimum pension age is the age set

down in the rules of the particular occupational pension scheme at
which a member can leave, but immediate payment of accrued benefits
are reduced for early payment.
Your normal and minimum pension ages will depend on the pension scheme
that you are in and whether you have “Scheduled Territory Service” (further
explanation of “Scheduled Territory Service” is given in paragraph 3 below).
2. Although it was commonplace for pension schemes to have a normal

pension age of 60, it is increasingly the case that newer pension schemes are
adopting a normal pension age of 65.
• The Principal Civil Service Pension Schemes of Classic, Classic plus

and Premium all have a normal pension age of 60 while the Nuvos
scheme has a normal pension age of 65.
• The NHS Pension Scheme has a normal pension age of 60 while the
New NHS Pension Scheme has a normal pension age of 65.
• The Teachers Pension Scheme (TPS) has a normal pension age of 60
for ‘existing’ members (i.e. those who were scheme members on 31
December 2006) and a normal pension age of 65 for ‘new’ members
(i.e. those who have joined on or after 1 January 2007).
• Members of the Merchant Navy Officers Pension Fund (MNOPF) have
a normal pension age of 61 and, on resigning from the Department,
can receive full accrued pension benefits between the ages of 61 and
65.
• Some members of the Principal Non-Industrial Superannuation
Scheme/AWE Pension Scheme (PNISS) have a normal pension age of
65 and cannot receive full accrued pension benefits before that age.
It follows that you should check the details of your particular scheme to be
sure of your normal pension age. But note that Scheduled Territory Service
can reduce the age at which you can leave with full accrued benefits – see
below.
3.
Version Scheduled
2.1. : EffectiveTerritory
date: 1 AprilService
2010 - If you were posted to certainPage
areas
11 of 35
overseas before THIS DOCUMENT
1 June 1972, youIS UNCONTROLLED WHEN
are able to receive PRINTED
full accrued pension
benefits earlier because your service is enhanced. The service is called
“Scheduled Territory Service” or “hot time” (in the Teachers Pension Scheme
1. The majority of employees in the MOD have a normal pension age of

60. This means that they can leave the Department on full accrued pension
benefits at any time after that age. However, in order to leave the MOD and
claim their pension they must resign following the appropriate process set out
in Task 1. Newer pension schemes (such as the PCSPS nuvos schemes and
the new NHS and Teachers Pension Schemes) have a normal pension age of
65.
2. Some former AWE employees who retained their membership of the

Principal Non-Industrial Superannuation Scheme (PNISS) have a normal
pension age of 65. This means they cannot receive their full accrued pension
benefits earlier than this. Members of the Merchant Navy Officers Fund
(MNOF) have a pension age of 61 and can therefore leave on full accrued
pension benefits at anytime between the ages of 61 and 65.
3. Because the MOD no longer operates a Normal Retirement Age (but

see separate PRG for MOD Police and Defence Fire & Rescue service
personnel), any decision to retire (resign and claim your pension) will be for
the individual to make. If an individual resigns and claims their pension after
reaching the minimum pension age but before reaching the normal pension
age the value of the pension benefits will be affected; this is known as an
actuarial reduction. However, once the individual reaches the normal pension
age, no such reduction applies.
4. No more than 12 months and no less than 6 months before employees

reach their normal pension age, the Pension Administrator will write to advise
them that they are about to reach the point when they can leave the MOD and
claim their full accrued pension benefits. You will receive a copy of that letter
via your employee. If your employee wants to leave they must follow the
process in Task 1. It is important to bear in mind that, whilst contractually an
employee is not required to give extra notice if they want to resign and
immediately receive their pension, the Pension Administrator may need about
4 months to process the pensions paperwork.
WHAT YOU NEED TO DO
1. If your employee intends to resign and claim their pension (i.e. retire)
you must:
• Tell them they must follow the procedures set down in Task 1;
• Remind them about the“Planning for Retirement” course, details of

which can be found at Task 6 of this document; and
• Take appropriate action to find a replacement (see Related

Document: Internal Recruitment and Moving Posts Internally
(Excluding Non Standard Occupational Groups).
• Take
Version action to
2.1. : Effective prepare
date: a valedictory letter (see Related Document
1 April 2010 – 35
Page 12 of
TIPS, HINTS AND FAQ
TIPS
National Insurance retirement pension (i.e. the State Pension) is payable from
the Monday following the date on which the person qualifies – currently that is
age 65 for men and age 60 for women (but note that the State pension for
women is being gradually raised to 65 by 2020). If the 65th (or 60th) birthday
falls on a Monday, the pension is payable with effect from that date. An
employee may incur a gap of several days between the end of employment
and the start of the State pension. Wherever possible, therefore, such staff
should remain in post until the last working day before the Monday on which
they are entitled to draw State pension if they want to avoid a gap in income.
FAQS
For Employees
Q1. What does “full accrued pension benefits” mean?
A. If, for example, you are in the Principal Civil Service Pension Scheme
(PCSPS), it is possible to leave the MOD before you reach your normal
pension age and to ask to receive your pension. Your particular pension
scheme will set a minimum pension age: typically, this will be 50 or, more
commonly now, 55. Provided that you are over the minimum pension age for
your scheme, and the resultant pension is greater than the Guaranteed
Minimum Pension, you can be paid your pension on an actuarially reduced
basis. This means that it will be reduced by a certain percentage for each year
that pension is paid early. The reduction is designed to take into account the
fact that, because it is being paid early, your pension will be paid for a longer
period of time. However, by leaving at your normal pension age you can
claim your pension without the reduction of benefits or, in other words, you
can receive your “full accrued benefits”.
Q2. How do I know if I have “Scheduled Territories Service” or

“Specified Country Service”?
A. You will only have Scheduled Territory Service if you were posted to
one of the areas shown in the Related Document: List of Scheduled
Territories before 1 June 1972. If you are in any doubt you can contact your
pension scheme administrator. Information on the relevant pension schemes
can be found under Related Links: Pension details and choices.
Q3. What happens to my pension if I continue to work beyond the

normal pension age?
A. You must seek advice from your Pension Administrator (see Related
Link: Pension details and choices) as to the precise impact on your pension
if you continue to work beyond the normal pension age of your particular
scheme. However, in very broad terms you can continue to accrue reckonable
service beyond the normal pension provided that you have scope to do so.
For example, the Principal Civil Service Pension Scheme 1972 “Classic”
Section allows the accrual of a maximum 45 years reckonable service up to
TASK 3 – HOW TO WITHDRAW A RESIGNATION

1, If you change your mind about resigning once you have sent in a letter
to your line manager, it may be possible to withdraw it though your line
management is not obliged to accept its withdrawal.
2. Your Line manager’s decision is final.
WHAT YOU NEED TO DO
You should discuss the matter with your line management and put your
request to them in writing. If they agree to the withdrawal of your resignation
they will confirm this in writing to you.

It is open to an individual to request the withdrawal of a letter of resignation

after it has been sent to you. You do not have to accept the withdrawal of a
resignation but in making your decision there are a number of things that you
may wish to consider. These may include consulting your line management
chain, the level of expenditure already committed to recruiting a replacement,
the value of the individual to the business, whether a new appointment has
already been made and at which stage of the resignation process the request
is made. These are only examples: you have to make a decision based on the
particular factors before you.
WHAT YOU NEED TO DO
1. If you agree to the withdrawal of a letter of resignation, you must

write to the individual to confirm your agreement, sending a copy to the PPPA
at the following address:

Leavers Team
PO Box 38
Cheadle Hulme
Cheshire
SK8 7NU
You must then telephone the PPPA on 93345 7772 or 0800 345 7772 and
advise them of the withdrawal of the resignation.
2. If you do not agree that your employee can withdraw their resignation
you must write to them to confirm your decision. A copy of your letter must be
passed to the PPPA Leavers Team for record purposes.

TASK 4 – HOW TO CHANGE A RESIGNATION DATE
If you need to change your resignation date after it has been agreed with your
line manager, it may be possible but is not guaranteed.
WHAT YOU NEED TO DO
You should discuss the matter with your line management: if they agree to a
change in the date they will confirm this in writing to you.
1. If you are asked to change a last day of service for any reason, it
should only be considered where the change can be achieved without
affecting the termination process and where it does not affect the business.
2. Things to consider may include:
• consulting your line management chain;

• current stage of the resignation process;
• current stage at which any pension has been processed; and
• effects on the business.
WHAT YOU NEED TO DO
3. If you agree to the change in date, you must write to the individual to
confirm your agreement. In addition you must:
• telephone the People Service Centre on 93345-7772 or 0800 345

-7772 to advise the Leavers Team of the change;
• send PPPA a copy of your written agreement; and
• complete an amended statement of annual leave for payment or

recovery - PPPA Form 035: Notification of Under / Overtaken
Annual Leave or Flexi Debit upon Leaving (Related document) with
the new resignation date stating the balance of un-taken leave for
payment or recovery action. Please send the form to:

Leavers Team
PO Box 38
Cheadle Hulme
Cheshire SK8 7NU

FAQs
For Employees:
Q1. Do I have to sign the Official Secrets Act (OSA)?
A. There is no requirement to sign the OSA when you leave. You will have
signed the OSA when you were recruited to the MOD and the commitments
made at that time and signified by your signing the OSA are life-long.
Q2. What are the rules on confidentiality after I have left and on
speaking to or dealing with the media?
A. You continue to be bound by the same rules as when you were serving
– more information see Related Links - Standards of Conduct and
Behaviour.
Q3. What happens to my PAR and am I eligible for consideration for a

bonus?
A. Your PAR should be completed as normal before you leave – see

Performance – Appraise and Bonuses for guidance. Your bonus
recommendation will be considered in the normal way and you will be notified
of the outcome.
Q4. If my new employer needs an employment reference who should

they write to?
A. Employment references will be provided by PPPA direct to your

prospective new employer. Further details can be found under Related
Documents - Employment References and Certificates of Service.
For Line Managers:
Q1. Can I refuse to accept a resignation?
A. No, but you may consider discussing the resignation with the individual
to establish the reason for the resignation and whether there is scope for the
decision to be reconsidered
Q2. Can I ask for a longer period of notice than that prescribed?
A. You cannot insist on a longer period of notice but you can discuss it
with the individual and if they agree an extension may be granted. There is no
compulsion on the individual to agree.
Q3. What are valedictory letters and is it appropriate to write one if

someone resigns?
A. Valedictory letters are written for those who have worked in Page
Version 2.1. : Effective date: 1 April 2010
the MOD
23 of 35
TASK 5 – PARTIAL RETIREMENT
1. Partial retirement (which might also be described as flexible or phased

retirement) is designed to enable employees, who reduce their pensionable
earnings by a minimum amount (by reshaping their jobs through a reduction in
working hours) to take some or all of their accrued pension benefits while
continuing to work. The aim is to facilitate a gradual move from work to
retirement. Partial retirement will enable you to achieve a more gradual
approach to retirement, reducing the amount of time you spend at work and
thereby avoiding the cliff-edge effect that many dread when full retirement
arrives. You can choose to draw some or all of your pension and lump sum.
Your service during partial retirement can continue to build up more pension
benefits, subject to scheme limits.
2. To be eligible, you have to be over the minimum pension age for your
pension scheme and you must reshape your job so that your pensionable
earnings reduce by a minimum amount. Note that the rules may be different
for other pension schemes: for example the PCSPS requires a minimum 20%
reduction in earnings while the Teachers’ Pension Scheme requires a 25%
reduction in earnings. Some schemes might not offer an equivalent facility;
for instance the National Health Pension Scheme (NHS PS) only offers partial
retirement to members of the new NHS PS introduced from 1 April 2008 and
the PNISS scheme does not have an equivalent facility. You must check the
relevant website for your pension scheme. What follows in this Task relates
primarily to the rules of the Civil Service Pension Schemes.
Job Reshaping
3. Job reshaping is the term that has been adopted for the purposes of
explaining partial retirement and is critical to a proper understanding. In
essence it means no more than a modification to attendance at work (e.g.
fewer hours, fewer days, reduction in the level of responsibility) so that
pensionable earnings reduce by at least 20%. Your earnings may reduce by
more than 20% but you will not be able to take partial retirement where your
proposed reshaping would give a reduction in earnings of less than 20%.
Note that it is your pensionable earnings that must reduce by at least 20%; a
simple reduction in your working hours of 20% might not give a 20% reduction
in pensionable earnings. Where applicable, you will need to take into account
any additional allowances or shift pay in your calculations.
4. The reduction in pensionable earnings must be due to job reshaping

and the expectation must be that the new working arrangement will continue
until final retirement. Earnings can, of course, increase as a result of normal
pay rises during the partial retirement period. But the whole aim of partial
retirement is to facilitate a gradual step-down approach to full retirement.
Once reduced hours/days have been agreed, a subsequent increase in
attendance will not be permitted. Any request to further modify attendance
may be considered within the reduced hours already agreed but will be
subject to separate line management approval.
Pension benefits
5. You can choose to draw some or all of your pension and lump sum.
But note that if pension is drawn before the normal pension age of the
scheme, it will be reduced for early payment. Also bear in mind that if pension
drawn plus the reduced salary adds up to more than the salary prior to partial
retirement (the ‘salary of reference’) then the pension payable will be abated.
Is partial retirement an entitlement?

6. Partial retirement is not an entitlement and its approval cannot be
guaranteed. Although line management has an obligation to consider
requests, business need has to come first and a request may be turned down
if its approval would jeopardise the fulfilment of official tasks.
Requesting partial retirement

7. Partial retirement must be approved by line management. The same
process is to be used as already set out in the Related Document – Working
Patterns. The Civil Service Pension website contains more information for
those who are considering partial retirement and there is a calculator to help
you work out the financial implications. You should go to the relevant pension
website if you belong to another pension scheme (e.g. TPS or NHS Pension
scheme).
Time Limits
8. Applications should be made before job reshaping takes place but no
later than 3 months afterwards (that is, no later than 3 months after the
reduction in pensionable earnings of at least 20% has occurred). Pension will
be payable from the date of job reshaping and so arrears will be paid where
appropriate.
Revisions
9. It is important to bear in mind that partial retirement must be viewed as
a major commitment and one on which there is no going back. Consequently,
you should not be seeking partial retirement unless you are absolutely certain
that you are prepared to remain in the new/revised post until final retirement.
As explained earlier, the whole purpose of partial retirement is to enable
someone to retire gradually and to take some or all of their accrued pension
benefits. In this regard, job reshaping is different to amendments to working
patterns or job changes which are unrelated to partial retirement.
WHAT YOU NEED TO DO
1. The decision to apply for partial retirement is personal to you and will
depend upon a mixture of factors. Financial considerations will be amongst
the factors you will need to consider. The Civil Service Pensions website
(www.civilservice.gov.uk/pensions) contains further guidance. There you
will also see a link for “Partial Retirement – a guide for scheme members” and
a calculator. These are designed to provide answers to questions you might
have and help you understand the possible financial consequences for your
income and final pension. You should refer to your latest annual PCSPS
Benefit Statement (issued to you by the Pension Administrator around the
time of your birthday, unless you are a member of nuvos or buying Added
Pension, where your statement is issued annually after 1 April each year)
which will give you a clearer picture of your accrued benefits. The CSP 15
form must not be used in order to obtain an estimate of your pension; you
should use the partial retirement calculator for this. It is also your responsibility
to read the booklet “Partial Retirement – a guide for scheme members”.
2. If you decide to apply for partial retirement you should follow the
process set out in the Related Document – Working Patterns. Note,
however, that if your proposal is agreed, you need to complete the Civil
Service Pensions partial retirement form CSP 15 (see the Civil Service
Pensions website) as well as the Related Document - PPPA Form 080
Notification of Change of Working Pattern which your line manager must
complete.
3. You must bear in mind that approval of your request is not automatic
and you must be prepared for it to be turned down if your job reshaping
proposals cannot be accommodated. Where your line manager turns down a
job reshaping request there will be sound business reasons which your line
manager will be prepared to discuss. Only once your job reshaping proposal
has been approved can you complete and submit the partial retirement form
(CSP 15 which appears at the end of “Partial retirement – a guide for scheme
members”) to the Pension Administrator. Once you know the date from which
you will take partial retirement has been agreed, a PPPA Form 080 must be
completed and both forms sent to the Working Patterns team at PPPA. In
completing Section 4 of the CSP 15, the line manager should tick only the first
and third of the confirmatory statements. Verification of revised pensionable
earnings (second confirmatory statement in Section 4 and Section 5) will be
provided by PPPA Pay.
4. Where you take partial retirement by applying for a different post –

whether offering reduced hours or at a lower grade or pay band – then you will
adopt the normal internal recruitment process (see the Related Link:
Internal Recruitment and Moving Posts Internally (Excluding Non
Standard Occupational Groups)
5. In order to assist your understanding of the processes involved in

applying for partial retirement you may find it easier to read the process flow
chart at the end of this Task. However, this is not a substitute for the
information detailed above.
1. You should read ‘What you need to know’ for the employee above. But
bear in mind that partial retirement can offer benefits to the business as well
as to the employee. Job reshaping offers the same potential benefits as other
alternative working patterns, in particular:
• It allows the business to retain skills and expertise that might otherwise
be lost if the individual took full retirement.
• In allowing older staff to find a better work/life balance in the run up to

final retirement, it can raise morale, reduce absenteeism and give a
more diverse and motivated workforce.
• Job reshaping can make space to bring on talent and enable valuable
skills and knowledge to be passed on.
WHAT YOU NEED TO DO
1. You should familiarise yourself with the rules on considering requests

for alternative working patterns set out in the Related Document – Working
Patterns. You should be prepared to consider all requests carefully but bear
in mind that you must balance the needs of the Department against the
wishes of the individual. In approving a request, you must be completely
satisfied that work will not suffer. If you turn a request down, you must explain
the reasons to the individual. If, however, you can propose an alternative job
reshaping that would satisfy the criteria of partial retirement and meet the
individual’s wishes then you should do so.
2. You should discuss any request with your own line manager if you are
in any doubt – particularly if the job reshaping is likely to have an effect on
other teams or sections within the business unit.
3. You should remind the employee that, once the job reshaping has been
implemented and the pension benefits are in payment, it will not be possible to
increase working hours again. You may, however, consider modifications to
the reshaped job but only if they do not alter the new pensionable earnings.
4. If the job reshaping is approved you must ensure the completion and
submission of the Related Document - PPPA Form 080 Notification of
Change of Working Pattern and the Civil Service Pensions partial retirement
form CSP 15 (see the Civil Service Pensions website).
5. The Pension Administrator will send you a form CSP 16 to confirm that
the employee’s partial retirement is going ahead. You must then confirm that
the details on the CSP15 remain correct before completing and returning the
CSP16. The CSP15 will not include the details of the employee’s pay. The
Pension Administrator will then arrange for payment of lump sum/and or
pension to be paid to the employee.
6. When advising the Pension Administrator of the start date of the

reshaped job, you must provide the exact date and not just the month in which
the job reshaping occurs.
7. You must send forms CSP15 and CSP16 promptly to allow as much
time as possible to process the award, otherwise the employee may go onto
their reduced salary before the lump sum and pension has been awarded.
8. If the employee decides not to go ahead with the partial retirement you
must to contact the Pension Administrator immediately and ask them not to
process the award.
9. In order to assist your understanding of the processes involved in

processing an application for partial retirement you may find it easier to read
the process flow chart at the end of this Task. However, this is not a substitute
for the information detailed above.

PARTIAL RETIREMENT – RE-SHAPING EXISTING JOB – THE PROCESS
1. Individual reads Age Retirement

PRG, reads Partial Retirement booklet,
uses calculator on Civil Service
Pensions website, develops business 2. Line manager considers request,
case for partial retirement and submits taking advice from more senior
to line manager for approval. Individual management as necessary. Assesses
may raise PPPA F 1937 for impact on the business unit and makes
confirmation of salary amendment if in decision.
doubt.
3b. Request turned down.

Line manager gives reasons.
3a. Request approved. The individual
and line manager complete PPPA Form
080 and CSP15 and submit both to 4. PPPA Working Patterns Team
PPPA Working Patterns Team. If a copy processes Form 080 to enable HRMS
of PPPA F 1937 has been completed, records to be amended. Passes form
this is to be attached to the CSP 15. CSP 15 to the pay office for completion
of section 5 and confirmation of 20%
reduction in salary (if PPPA F 1937 not
attached).
5a. PPPA Working Patterns Team writes 5b. PPPA Working Patterns Team writes to
to individual to confirm the change in individual to inform them that 20%
working pattern and the effective date reduction in salary has not been achieved.
and passes CSP15 to Pensions
awarding team.
6b. Individual reassesses business case,
seeks approval of revised proposal from
line manager.
6a. Pensions Administrator provides individual

with an estimate of total pension benefits.
8. Pensions Administrator sends CSP 16

7. Individual notifies Pensions to line manager to confirm the details of
Administrator of the amount of pension the CSP 15 remain correct.
they wish to take.
10. Pensions Administrator processes

9. Line manager completes CSP 16 and partial retirement award and sends to
returns to Pensions Administrator. Capita with CSP 15 (Capita applies
abatement if necessary).

PARTIAL RETIREMENT – APPLYING FOR A DIFFERENT POST – THE
PROCESS
1. Individual reads Age Retirement PRG

and Partial Retirement booklet and uses
calculator on CSP website. Identifies
different post (part-time in the same
grade/pay band or full or part-time in a 2. Individual checks to ensure that the
lower grade/pay band) which gives the new post will result in a reduction of at
required reduction in pensionable least 20% in pensionable earnings. If in
earnings from the existing post. doubt, individual submits a pay query
(PPPA Form 1937) to obtain confirmation
of new pensionable earnings.
3. Individual applies and is offered

post.
4. Individual and new line manager
complete and submit CSP 15 to
Pensions Administrator. (If available,
PPPA F 1937 is attached.)
5. Pensions Administrator passes CSP

15 to the pay office for completion of
section 5 and confirmation of 20%
reduction in salary – if PPPA F 1937
not available.
6. PPPA Pay confirm salary reduction

and return CSP 15 to Pensions
Administrator.
7. Pensions Administrator provides
individual with an estimate of total
pension benefits.
8. Individual notifies Pensions
Administrator of the amount of pension 9. Pensions Administrator sends CSP
they wish to take. 16 to line manager to confirm the
details of the CSP 15 remain correct.
10. Line manager completes CSP 16 11. Pensions Administrator processes

and returns to Pensions Administrator. partial retirement award and sends to
Capita with CSP15 (Capita applies
abatement if necessary).

Q1. I want to reduce my hours but I don’t want to reduce my earnings

by more than 10%. Can I apply for partial retirement?
A. No. A crucial qualifying criterion for partial retirement is that

pensionable earnings must reduce by at least 20% (although the required
reduction might be different if you are in a different pension scheme such as
the Teachers Pension Scheme). You can reduce your earnings by more than
20% but not by less. If you want to reduce your hours by a lesser amount
then you should apply for an alternative working pattern in accordance with
the Related Document – Working Patterns, but note that this might affect
the accrual of further pension benefits.
Q2. My request for job reshaping has been turned down. Can I
appeal?
A. Again, you should follow the guidance contained in the Related

Document – Working Patterns. In essence, there is no appeal system but
your line manager should have explained the reasons why your request has
been turned down. If you are not satisfied with the decision you can raise a
grievance – see Related Document - Handling grievances and
complaints.
Q3. Can you give me an example of how partial retirement might

work?
A. Let’s take an example of Beth who is 61 and is working full-time on a

salary of £20,000. Her line manager agrees to her moving from full-time to 3
days a week. This reduces her pensionable earnings by 40% to £12,000.
Beth has 40 years service in the Classic scheme and so has built up an
annual pension of £10,000 and a lump sum of £30,000. Because she is over
the normal pension age for the scheme she can draw pension without any
reduction for early payment. But she realises that if she draws her full annual
pension of £10,000 her pension would be abated as pension plus pay
(£10,000 + £12,000) would exceed her full-time salary of £20,000. Beth
therefore decides to take a pension of £8,000 and a lump sum of £24,000.
This represents 32 of her 40 years service. The remaining balance of 8 years
service will combine with her further part-time service and will build up further
pension and lump sum in Classic which she can take when she finally retires.
Q4. Does the existence of partial retirement prevent someone from

retiring and then re-employing?
A. Don’t forget that the whole idea of partial retirement is to give people a
chance to adjust more gradually to retirement by allowing them to achieve a
different work/life balance. It doesn’t prevent those who want to from carrying
on in full-time employment; nor does it stop someone retiring but, later,
seeking re-employment to a different Civil Service job. If, however, someone
reaches normal pension age and takes full accrued benefits but then re-
employs, the abatement of pension rule is likely to affect them.
TASK 6 – THE PLANNING FOR RETIREMENT COURSE
OVERVIEW
1. The Planning for Retirement (PfR) course is designed to help those

who are about to leave at or above their normal pension age to make the
transition from their current career to retirement. Details of the content of the
course can be found on People Services at http://www.dblearning.dii.r.mil.uk. .
2. All employees leaving the MOD on retirement (i.e. resigning at or

above the normal pension age) must be given the opportunity to attend a PfR
course within 2 years of reaching their last day of service.
3. TLBs are responsible for ensuring that all those who are eligible have
access to the course, either through the centrally funded DA-CMT PfR
workshop or by making local arrangements such as, for example, external
training providing it conforms to standards set by the DA-CMT course. The
funding of any external courses provided is the responsibility of the local
budget area.
1. You are entitled to attend a Planning for Retirement Course (PfR) up to

2 years before you retire (i.e. before you resign and claim your pension at or
after your normal pension age). Because the date on which you retire is for
you, as the employee, to decide, you must time your attendance on the PfR
course to ensure you attend within the 2 years before you leave. Note that
you can only attend the course once and if, having attended the course,
you subsequently decide to work on longer than you originally planned
you will not be allowed to attend again.
2. Early attendance on the PfR course is advisable to enable you to gain

an awareness of the issues, opportunities and challenges to be faced when
approaching retirement/resignation. You should try not to delay attendance
until within a few weeks of your actual last day of service. This is particularly
important in order to maximise the benefit from the financial and lifestyle
change modules.
3. You will be given the opportunity to attend the course with your partner.
4. The travel and subsistence costs for both you and your partner are the
responsibility of your employing TLB.
5. If you are unable to attend the course before your last day of service for
management or health reasons you can attend the course up to 6 months
after your retirement/resignation. If you necessarily undertake the course after
you have left then the TLB which employed you immediately before you left
will meet your travel and subsistence costs.
WHAT YOU NEED TO DO
1. You can apply for the Planning for Retirement (PfR) course any time
after you have reached your normal pension age but no more than 2 years
before your planned retirement date. (So, for example, if your normal pension
age is 60 but you plan to retire at age 63 then you should apply once you
reach 61.) If you prefer, you can apply for the PfR course after you receive
the letter from the Pensions Administrator which advises that you are
approaching the normal pension age.
2. You must apply to DA-CMT, Training Centre London or follow this link
for more information http://www.dblearning.dii.r.mil.uk/.
3. You can only take the course once.
1. Employees are entitled to attend a Planning for Retirement Course

(PfR) up to 2 years before their date of retirement. Because employees can
now decide when to retire, the onus is on the individual to apply for the PfR
course at the appropriate time to ensure they attend no more than 2 years
before leaving. Should the individual subsequently to decide to carry on
working they will not be entitled to attend the course a second time.
2. Early attendance on the PfR course is advisable to enable the

individual to gain an awareness of the issues, opportunities and challenges to
be faced when approaching retirement/resignation. Employees should try not
to delay attendance until within a few weeks of their actual last day of service.
This is particularly important in order to maximise the benefit from the financial
and lifestyle change modules.
3. Employees will be given the opportunity to attend the course with their
partner.
4. The travel and subsistence costs for both the employee and their
partner are the responsibility of the employing TLB.
5. If the employee is unable to attend the course before their last day of
service for management or health reasons they can attend the course up to 6
months after their retirement/resignation. If employees necessarily undertake
the course after they have left then the TLB which employed them
immediately before leaving will meet the travel and subsistence costs.
6. Employees may apply for the PfR course up to 2 years before they
retire/resign.
7. Applications must be made to DA-CMT, Training Centre London.

Q. The reason I am taking retirement or resigning on full accrued

pension now is because I am being made redundant. Can I take the
MODOPS course as well as the Planning for Retirement course?
A. No, you must decide which of the 2 courses you would like to attend.


Ministry of Defence Statement of Civilian Personnel

Uploaded by

Copyright:

Available Formats

Ministry of Defence Statement of Civilian Personnel

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Ministry of Defence Statement of Civilian Personnel

Uploaded by

Copyright:

Available Formats

MINISTRY OF DEFENCE

STATEMENT OF CIVILIAN PERSONNEL POLICY

RESIGNATION, RETIREMENT AND PARTIAL

Effective date: 1 April 2010

EDRM file reference:

Contact: People Service Centre PPPA

Version 2.1. : Effective date: 1 April 2010 Page 1 of 35

These policies and rules tell you as an employee about:

They will also explain to you as a line manager:

• what you need to do when one of your staff resigns; or

Resignation is the formal means by which an employee terminates their

EQUALITY AND DIVERSITY ASSESSMENT

Part 1 Assessment Only (no diversity impact found/policy is a reflection

Version 2.1. : Effective date: 1 April 2010 Page 2 of 35

Applies to all MOD employees, except:

Version 2.1. : Effective date: 1 April 2010 Page 3 of 35

Version 2.1. : Effective date: 1 April 2010 Page 4 of 35

WHAT YOU NEED TO KNOW

• Staff at Band B and above recruited or promoted to the grade on or

• Staff at Band B and above recruited or promoted to the grade before 2

• All staff below Band B including Skill Zone – 1 month;

• Teachers – 3 months notice during the summer term or 2 months

• Head Teachers - 4 months notice during the summer term or 3 months

• RFA Employees – It is the right of all Company Service Contract

• Fixed Term Appointments:

o Senior Civil Service – 6 months

One month in this instance means 28 days.

WHAT YOU NEED TO KNOW

1. An employee can resign at any time but must do so in writing. You

• Staff at Band B and above recruited or promoted to the grade on or

• Staff at Band B and above recruited or promoted to the grade before 2

• All staff below Band B including Skill Zone – 1 month;

• Teachers – 3 months notice during the summer term or 2 months

• Head Teachers - 4 months notice during the summer term or 3 months

• RFA Employees – It is right of all Company Service Contract

• Fixed Term Appointments:

o Senior Civil Service – 6 months

One month in this instance means 28 days.

4. You can exercise discretion on the length of notice to be given and on

5. Where disciplinary action is pending the intention must be to ensure

6. If an employee resigns without giving notice you must telephone PPPA

7. If an employee has not been seen at work and no one is aware of an

WHAT YOU NEED TO DO

1. If an employee writes telling you that he or she wishes to resign, you

2. Within 5 working days of receiving the resignation letter you must

4. You must complete the template letter under Related Documents -

6. The letter is the written authority for the PPPA to terminate

9. You must also examine the resignation letter to determine whether, in

10. If the employee works under a Flexible Working Hours (FWH)

TIPS, HINTS AND FAQS

Teachers and Workers with children or vulnerable adults.

TASK 2 – RESIGNATION WITH IMMEDIATE PAYMENT OF PENSION

Version 2.1. : Effective date: 1 April 2010 Page 10 of 35

WHAT YOU NEED TO KNOW

1. Discussion of pensions, resignations and retirement can be confusing.

• Normal Retirement Age. Prior to April 2010, the MOD, like

• Normal Pension Age. Normal pension age is the age set

• Minimum Pension Age. Minimum pension age is the age set

2. Although it was commonplace for pension schemes to have a normal

• The Principal Civil Service Pension Schemes of Classic, Classic plus