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Employers' Guide

Section 14 - Annual return of service, salary and additional contributions

WinZip 11 Encryption

Due to the recent high profile incidents relating to the transportation of sensitive personal data sent on CDs, this year the Annual Return Excel Spreadsheet has been encrypted using an application called WINZIP 11. The password required to decrypt it has been issued separately by email or letter.

To extract the data file from the encrypted file, you may need to install additional software, as Windows does not support this advanced method of encryption as standard. One such application is WINZIP 11, a 30 day evaluation of this product can be downloaded from www.winzip.com.

1. Background

Under the Teachers’ Pensions Regulations, all employers are required to submit annual returns for all teachers in your employment at 31 March each year. Arrangements must be in place for those schools that have outsourced payroll to provide you with the information you require for a full return. You should check any data received from a third party before sending it to TP. This Annual Return Data must be submitted to TP by no later than 31 August.

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2. Methods of annual return submission

Mechanised

Returns can be made by disk or CD provided the data is in the accepted format as outlined in Appendix 7. Where you act as an agent for other employers you should not include those returns on the main file. One file should be submitted for teachers employed by you and a separate file should relate to the teachers employed by those for whom you act as agent.

A letter providing details of all employers included must accompany the return. It is important that the employer code and school number is entered on each line of service entered on all mechanised submissions. If you are having difficulties conforming to the required format please contact TP immediately. We have provided Examples at the end of this section to assist you.

Returns should be sent to TP. Please ensure that form TR12 is also completed.

 

TPOnline - Secure Internet subscription service

Using this Internet service you will be able to view your records of projected service and where possible, salary details for each teacher recorded as being in service with you on our database. You will be asked to confirm that the projections are correct or amend where necessary. Details of any teachers employed during the year who do not appear on the return should be included using the insert facility. If you require further information on this method e-mail tpdata@capita.co.uk

On subscribing you are provided with a password that for security you must change. If you forget your password TP can reset it but you need to request this via email. You should regularly change the password and it is particularly important to do so where a member of staff has left the authorised post.

 

PC Application - provided by TP

Using the PC Application will enable you to process the return locally on a disk or CD, which will have projected service, and where possible, salary details for each teacher recorded as being in service on our database.

You are asked to confirm that the projections are correct or amend them. Details of any teachers employed during the year who do not appear should be included using the insert facility. If you require further information on this method e-mail tpdata@capita.co.uk

 

Paper Schedule - only available to Non LA establishments

Appendix 8 provides guidance on the completion of the paper return. Paper returns will only accepted if the establishment has less than 10 members in the TPS. An excel format is available on CD or Disk.

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3. Computer produced additional contribution returns (LA ONLY)

TP do not issue schedules for the return of additional contributions. It is expected that you will submit details of any teachers paying additional contributions either by computer produced schedule or by disk in the format outlined in Appendix 7.

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4. Multiple employment

Where you have teachers’, known to be employed by more than one employer and you submit the return by TP Online or PC Application these teachers will be included. If however you submit using your own system you should include the service and salary details for such staff on your annual return.

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5. Accuracy of Data

Over recent years the data presented on annual returns has given cause for concern. It is important that checks are made to ensure that the required data fields are present and the correct service and salary details included. A list of the most common errors is shown at Appendix 9. When members retire their average salary period may go back over 10 years and care must be taken to ensure the accuracy of the data as any errors will impact upon this calculation. Employers may be asked to undertake investigations of salaries submitted in the past if members consider that an error has been made. Members will be notified on their annual estimate of benefits of the current salary held for them by TP.

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6. Timing

All returns must be completed and submitted no later than 31 August. Those employers who choose to use the mediums of PC Application, TP Online Excel or Paper Schedule should inform TP before the beginning of April. During April we will issue your chosen medium with the teacher records held on the database.

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7. Examples

To assist you in completing your return we have created the following examples. Where two figures are provided this indicates that the service line must be split, the first figures show the figures to be included in first line of service and the second figures show the figures to be included in the second line of service.

Bob Black is employed in Inner London as a post threshold teacher. He receives a basic salary of £36,885 and as the TLR awarded was less than his previous management allowance he is safeguarded on management allowance 3. In addition he receives a Social Priority allowance of £276. His date of birth is 4 April 1950 and his reference number is 68/00000. The return for Bob is given below:

Field	Format	Character Position
DCSF Reference Number	6800000	1 - 7
National Insurance Number	AB010101A	9 - 17
Surname	BLACK....	18 - 26
Initials	B.	27 - 28
Previous Surname		29 - 37
Date of Birth	040450	38 - 43
LA Number	212	44 - 46
School / Type of Employment Number	5432	47- 50
Salary Scale	P34	51 - 53
Full or Part-Time Indicator	F	54
Start Date	010906	55 - 60
End Date	310307	61 - 66
Withdrawal Confirmation	.	67
Days Excluded	000	68 - 70
Annual Full-Time Salary Rate	42849	71 - 76
Incremental Point	00	77 - 78
Part-Time Salary Paid	000000	79 - 84
Safeguarded Salary Fast Track		85
London Scale Indicator	I	86
Social Priority - Allowance Payable Special Needs	2	87
Special Class Addition (Part-time indicator)	0	88
Other Allowances	4612	89- 93
Record Type Indicator	1	94
Record Serial Number	1	95
Supplement		96 - 100

 

Gloria Ann Green is a part time teacher employed in Darlington. Her annual salary is £28,005 and had a special needs allowance of £1,758 plus a TLR of £3,000 She left service on 31 December. Her date of birth is 16 March 1970. The return for Gloria is given below:

 

Field	Format	Character Position
DCSF Reference Number	8800000	1 - 7
National Insurance Number	AB020202A	9 - 17
Surname	GREEN....	18 - 26
Initials	GA	27 - 28
Previous Surname		29 - 37
Date of Birth	160370	38 - 43
LA Number	841	44 - 46
School / Type of Employment Number	2323	47- 50
Salary Scale	W02	51 - 53
Full or Part-Time Indicator	P	54
Start Date	010406 010906	55 - 60
End Date	310806 311206	61 - 66
Withdrawal Confirmation	W	67
Days Excluded		68 - 70
Annual Full-Time Salary Rate	32763 33600	71 - 76
Incremental Point	00	77 - 78
Part-Time Salary Paid	6866 5615	79 - 84
Safeguarded Salary Fast Track	.	85
London Scale Indicator	.	86
Social Priority - Allowance Payable Special Needs	3 3	87
Special Class Addition (Part-time indicator)	7	88
Other Allowances	3000 3075	89- 93
Record Type Indicator	1	94
Record Serial Number	1	95
Supplement	0	96 - 100

 

Bella Mary Brown is employed in Durham as a head teacher, she commenced employment with Durham in May 2006 having just moved into the area from London where she worked full time as a head of department with fast track and social priority allowance. She receives a basic salary of £42,627. Her date of birth is 4 May 1960. The returns for Bella are given below

London employer

Field	Format	Character Position
DCSF Reference Number	7800000	1 - 7
National Insurance Number	AB030303A	9 - 17
Surname	BROWN....	18 - 26
Initials	BM	27 - 28
Previous Surname	WHITE	29 - 37
Date of Birth	040560	38 - 43
LA Number	213	44 - 46
School / Type of Employment Number	5234	47- 50
Salary Scale	L00	51 - 53
Full or Part-Time Indicator	F	54
Start Date	010406	55 - 60
End Date	300406	61 - 66
Withdrawal Confirmation	W	67
Days Excluded	0	68 - 70
Annual Full-Time Salary Rate	43149	71 - 76
Incremental Point	00	77 - 78
Part-Time Salary Paid	000000	79 - 84
Safeguarded Salary Fast Track	F	85
London Scale Indicator	O	86
Social Priority - Allowance Payable Special Needs	1	87
Special Class Addition (Part-time indicator)	0	88
Other Allowances	0	89- 93
Record Type Indicator	1	94
Record Serial Number	1	95
Supplement	0	96 - 100

 

Durham employer

Field	Format	Character Position
DCSF Reference Number	7800000	1 - 7
National Insurance Number	AB030303A	9 - 17
Surname	BROWN....	18 - 26
Initials	BM	27 - 28
Previous Surname	WHITE	29 - 37
Date of Birth	040560	38 - 43
LA Number	840	44 - 46
School / Type of Employment Number	2123	47- 50
Salary Scale	H03	51 - 53
Full or Part-Time Indicator	F	54
Start Date	010506 010906	55 - 60
End Date	310806 310307	61 - 66
Withdrawal Confirmation	.	67
Days Excluded		68 - 70
Annual Full-Time Salary Rate	42627 43695	71 - 76
Incremental Point	00	77 - 78
Part-Time Salary Paid	000000	79 - 84
Safeguarded Salary Fast Track	.	85
London Scale Indicator	.	86
Social Priority - Allowance Payable Special Needs	0	87
Special Class Addition (Part-time indicator)		88
Other Allowances	0	89- 93
Record Type Indicator	1	94
Record Serial Number	1	95
Supplement	0	96 - 100

 

Jenny Jones is employed as a classroom teacher in Flintshire and is considering leaving. The authority has decided to award Jenny a Retention and Recruitment allowance as they don’t want her to go. She receives a basic salary of £28,005 and a Recruitment and Retention allowance of £2,500. Her date of birth is 12 June 1958. The return for Jenny is given below:

Field	Format	Character Position
DCSF Reference Number	7900000	1 - 7
National Insurance Number	AB040404A	9 - 17
Surname	JONES	18 - 26
Initials	J.	27 - 28
Previous Surname		29 - 37
Date of Birth	120658	38 - 43
LA Number	664	44 - 46
School / Type of Employment Number	3333	47- 50
Salary Scale	W00	51 - 53
Full or Part-Time Indicator	F	54
Start Date	010406 310806	55 - 60
End Date	010906 310307	61 - 66
Withdrawal Confirmation	.	67
Days Excluded	000	68 - 70
Annual Full-Time Salary Rate	30505 31207	71 - 76
Incremental Point	00	77 - 78
Part-Time Salary Paid	000000	79 - 84
Safeguarded Salary Fast Track		85
London Scale Indicator		86
Social Priority - Allowance Payable Special Needs		87
Special Class Addition (Part-time indicator)	0	88
Other Allowances		89- 93
Record Type Indicator	1	94
Record Serial Number	1	95
Supplement	2500 2500	96 - 100

 

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Jump to section... Introduction Membership Appointments Absences Leavers Increasing Benefits Retirement Ill Health Calculating Benefit Abatement Death in Service TP Records Contributions Annual Return End of Year Cert. Form TR17A National Insurance Pension Sharing Employer Services Arrears Appendix 1 Appendix 2 Appendix 3 Appendix 4 Appendix 5 Appendix 6 Appendix 7 Appendix 8 Appendix 9 Glossary

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