Employers' Guide

Appendix 7 - Mechanised Returns

Form TR12 to Accompany Mechanised Annual Returns (PDF)

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.

Magnetic Media

TP cannot accept:

Open-Reel systems MT310/470/480 and GTS - 2 systems,
MT3000/RT3000 1/2" 18 Track cartridge systems.

Submission of floppy disks/CD

Advice on the formats known to be acceptable is available on request. TP will undertake to attempt to convert any floppy disk/CD submitted. All returns submitted should be newly formatted.

If you have teachers with six figure salaries or five figure amounts in the supp field or other allowance field you should increase the length of the relevant fields. This MUST be done on all records. If you have any queries please contact the Employer Group by e-mail at tpdata@capita.co.uk

Please note test data should be submitted initially for checking .

Covering documentation

All magnetic media submitted must be clearly labelled and must be accompanied by Form TR12, Labels should contain details of the type of data, e.g. service, contributions, etc.

Packaging and despatch of mechanised data

All magnetic media should be securely packaged to minimise the risk of loss or damage in transit.

The tapes and disks/CDs should be addressed to:

TAPES

Capita Business Services Ltd
TP Return
2 Abbey Wood Road
Kings Hill
West Malling
ME19 4YT

DISKS/CD

CAPITA
Teachers' Pensions
Employer Group
Room 23
Mowden Hall
DARLINGTON
DL3 9EE

We will acknowledge receipt of the data which will then be processed.

Rejection of a magnetic media submission

When your return is submitted to TP it is checked to ensure that the data does not produce an abnormally high error rate. If the error rate is too high then the return is referred back to you to correct.

If a teacher's reference number is not known then insert zeros. The national insurance number and date of birth must be shown to enable TP to trace the teacher's correct number.

Completing a mechanised return

TP should be contacted with any technical query regarding the mechanisation of the Annual Return of service, salary and additional contributions.

Mechanised Return of service details

FILE NAME : TEACHERS

'HEADER LABEL' RECORD

This record should be provided as the first record on the return.

Field	Format	Character Position	Notes
Record Type identifier	AAAN	1 - 4	Enter 'UHL1'
LA Number	Numeric	5 - 7	Number of LA / Area code for NON-LA
Filler	Alpha	8 - 11	School / Establishment number if NON-LA
Originator's Title	Alpha	12 - 27	LA Name or Establishment name if NON-LA
Date of Preparation	Numeric	28 - 33	Date in DDMMYY format
Filler	Alpha	34 - 96	Spaces

Each record is a fixed length of 96 to 99 characters. Each data field is also fixed length and if the data does not occupy the full length of the field it must be completed either by 'leading' zeros or 'trailing' spaces (depending upon whether the field is specified as numeric or alpha

'TRAILER LABEL' RECORD

This record should be provided as the last record on the return and should provide Grand Total details of all the record types included on the return.

Field	Format	Character Position	Notes
Record Type identifier	AAAN	1 - 4	Enter 'UTL1'
Total of Data Records	Numeric	5 - 10	Total number of records provided on the return, excluding 'Header' and 'Trailer' records. Right justify
Total of Records of Type 1	Numeric	11 - 16	Total of service annual return records (Type 1) included on the return. Right justify. If the return does not include service records enter zero.
Total of Records of Type 2	Numeric	17 - 22	Total of pension contributions records (Type 2) included on the return. Right justify. If the return does not include contribution records enter zero.
Total of Records of Type 3	Numeric	23 - 28	Total of amendment records (Type 3) included on the return. Right justify. If the return does not include amendment records enter zero.
Total of Records of Type 4	Numeric	29 - 34	Total of appointment records (Type 4) included on the return. Right justify. If the return does not include appointment records enter zero.
Filler	Alpha	35 - 96	Spaces

If the data does not occupy the full field alpha fields must be left justified and space filled and numeric fields must be right justified and zero filled.

RECORD TYPE 1 - SERVICE ANNUAL RETURN DETAILS

Employers must provide at least one record for each teacher in service but where there is a change (e.g. in school, salary, part-time to full-time status (or vice versa), pensionable service position or service continuity) there must be more than one record.

Field	Format	Character Position	Notes
DCSF Reference Number	Numeric	1 - 7	Must consist of 7 digits. The remaining 5 digits should be right justified using leading zeros to the left if necessary.
Sex Digit	Numeric	8	1 for male and 2 for female
National Insurance Number	AANNNNNNA	9 - 17	Must consist of 2 alpha digits followed by 6 numeric and 1 alpha in the range A - D. Do not use temporary NI numbers.
Surname	Alpha	18 - 26	First 9 letters of the current surname. Left justify and space fill if less than 9 letters. TP will accept spaces and apostrophes contained within names.
Initials	Alpha	27 - 28	First 2 initials. Left justified using spaces to fill if only 1 initial is present.
Previous Surname	Alpha	29 - 37	Completed in the same way as the surname field.
Date of Birth	Numeric	38 - 43	Must consist of 6 digits in format DDMMYY and be a valid date.
LA Number	Numeric	44 - 46	Must contain 3 digits and must be provided on every service line of all records.
School / Type of Employment Number	Numeric	47- 50	Must contain 4 digits and must be provided on every service line on all records.
Salary Scale	ANN	51 - 53	Must consist of 1 alpha and 2 numeric characters showing the scale upon which the teacher was paid in that period. A new entry should be made if the salary scale has changed. If the teacher's salary is safeguarded the scale of the safeguarded (highest paid) post should be entered.
Full or Part-Time Indicator	Alpha	54	Enter 'F' for full-time or 'P' for Part-time
Start Date	Numeric	55 - 60	Must consist of 6 digits in format DDMMYY, be a valid date and should be within the Annual Return year.
End Date	Numeric	61 - 66	Must consist of 6 digits in format DDMMYY, be a valid date and be 31 March unless a 'W' is shown in character position 67.
Withdrawal Confirmation	Alpha	67	Enter 'W' if the teacher has left or a break in service occurs. The only exception is where the withdrawal confirmation is not to be made for a teacher in relief service unless that teacher is leaving the employer. If not applicable space fill.
Days Excluded	Numeric	68 - 70	Three numeric digits should be shown, however '+' indicating plus days is allowable in the first character position and may be applicable in certain cases (e.g. relief service because of the way these teachers are paid. Must not be more than number of days in the period except for '+' for part-time relief teacher. Must be shown if service is concurrent and be right justified with zeros to the left. Zero fill if not applicable.
Annual Full-Time Salary Rate	Numeric	71 - 76	Should be shown in whole pounds be right justified with zeros to the left. Must be consistent with salary scale. Full time rate must be shown even if salary scale reduced due to sickness, etc. For a full-time teacher the entry must show the substantive rate applied from the Start Date. For part-time teachers the entry must show the rate that would have been payable if the employment was full-time. For teachers in concurrent part-time service, at different salary rates the average full-time equivalent salary should be calculated from the part-time salary rates. Pensionable allowances paid should be included in the Rate. For part payment of an allowance the amount paid should be included.
Incremental Point	Numeric	77 - 78	Not used - enter zeros.
Part-Time Salary Paid	Numeric	79 - 84	Only to be completed for part-time teacher (if character position 54 = P). It should not be greater than the Annual Salary rate and be right justified. The actual salary paid should be entered unless the teacher was on reduced pay due to sickness or maternity when the salary that would have been paid should be entered. Salary paid for non pensionable service should not be included. For concurrent part-time service enter '1' in this field and the number of days excluded in the Days Excluded field. To validate the Days Excluded in proportion to Part-Time salary Paid see calculation in Annual Return section. Zero fill for Full-time teachers.
Safeguarded Salary Fast Track	Alpha	85	Enter 'S' if the salary is safeguarded. The Salary Scale and Annual Salary Rate should be consistent. NB do not use for safeguarded management allowances. Enter 'F' if teacher is Fast track under the teacher's pay and conditions document. Space fill if not applicable
London Scale Indicator	Alpha	86	Enter 'I' if paid on Inner scale, 'O' for outer, 'F' for fringe. Space fill if not applicable.
Social Priority - Allowance Payable Special Needs	Numeric	87	Enter '1 for lower rate and '2' for higher rate. Ensure rate of allowance is included in the Annual Salary rate. Special Needs - Enter '3' for lower rate and '4' for higher rate. Zero fill if not applicable
Special Class Addition (Part-time indicator)	Numeric	88	Enter '7' if part-time employment is a regular contract Enter '8' if it is irregular. Zero fill if full-time employment.
Other Allowances	Numeric	89- 93	pensionable allowances not indicated in any previous field. TLR payments should be entered here. It should consist of five numeric digits, right justified. Any amount shown should be included in the Annual salary Rate. For part-time teacher the full-time rate should be shown. For part-payment of an allowance the amount paid should be shown. Zero fill if not applicable.
Record Type Indicator	Numeric	94	Enter '1' to indicate a service line.
Record Serial Number	Numeric	95	Unique serial number for service line. Should start at 1 and follow in sequence for each additional service line.
Supplement	Numeric	96 - 100	Payments made in respect of retention and recruitment. Any amount shown should be included in the Annual Salary Rate. Zero fill of not applicable.

RECORD TYPE 2 - ADDITIONAL CONTRIBUTIONS DETAILS

Employers must provide at least one record for each teacher who has been in reckonable service during the previous financial year and is paying additional contributions.

Field	Format	Character Position	Notes
DCSF Reference Number	Numeric	1 - 7	Must consist of 7 digits. The first 2 digits cannot precede the year of the teacher's 18th birthday. The remaining 5 digits should be right justified using leading zeros to the left if necessary.
Sex Digit	Numeric	8	1 for male and 2 for female
National Insurance Number	AANNNNNNA	9 - 17	Must consist of 2 alpha digits followed by 6 numeric and 1 alpha in the range A - D. Temporary NI numbers should not be used.
Surname	Alpha	18 - 26	First 9 letters of the current surname. Left justify and space fill if less than 9 letters. TP will accept spaces and apostrophes contained within name.
Initials	Alpha	27 - 28	First 2 initials. Left justified using spaces to fill if only 1 initial is present.
Previous Surname	Alpha	29 - 37	Completed in the same way as the surname field.
Date of Birth	Numeric	38 - 43	Must consist of 6 digits in format DDMMYY and be a valid date.
LA Number	Numeric	44 - 46	Must contain 3 digits and must be provided if there has been a change to the school number, a new appointment, if initial start date is not 1 April or following a break in service. Zero fill if not applicable
Filler	Alpha	47 - 53	Space fill.
Additional Contributions	Numeric	54 - 59	Amount in pence. Right justify.
Additional Contributions refund indicator	Numeric	60	If Additional Contributions amount is a refund enter '1' otherwise zero.
Special Notes	Numeric	61	Enter:'1' if maternity leave during year,'2' if sick leave on reduced pay during year '3' if arrears of pay included other wise enter zero
Financial Year	Numeric	62 - 63	Last 2 digits e.g '03' for 2002/03.
Filler	Alpha	64 - 71	Space fill.
Employer Reference Number	A/N	72 - 79	For employers to provide a reference number for use with subsequent queries
Estab Number	Numeric	80 - 83	DCSF Establishment number must be completed if the record refers to contributions from NON-LA employers
Filler	Alpha	84 - 90	Space fill.
Record Type Indicator	Numeric	91	Enter '2' to indicate contributions record
Filler	Alpha	92 - 96	Space fill.

This record must be provided as the last record on the return and must include Grand Total details of all Type 2 records included on the return. If Type 1 and / or Type 3 and / or Type 4 records are also present on the submission the 'Trailer Label' format specified on page P4 should be used instead of the one specified below

Field	Format	Character Position	Notes
Record Type identifier	AAAN	1 - 4	Enter 'UTL1'
Total of Data Records	Numeric	5 - 10	Total number of records provided on the return, excluding 'Header' and 'Trailer' records. Right justify
Filler	Numeric	11 - 16	Zeros
Total of Records of Type 2	Numeric	17 - 22	Total of contributions records (Type 2) included on the return. Right justify.
Filler	Alpha	23 - 51	Spaces
Additional Contributions	Numeric	52 - 61	Total of additional contributions records included on the return. Right justify.
Additional Contributions Sign	Numeric	62	Enter '1' if total amount of Additional Contributions is negative due to refunds, otherwise enter zero.
Filler	Alpha	63 - 51	Spaces
Filler	Alpha	76 - 96	Spaces

RECORD TYPE 3 - AMENDMENT TO PREVIOUS SERVICE DETAILS

For use where an employer wishes to notify TP of an amendment to service details provided on the previous year's annual return, which has not been notified clerically during the year. A record must be submitted for each service line to be amended in the format shown below.

Where the submission of amendments for an individual teacher results in more lines than originally submitted, the additional lines should be identified by the indicator in character position 92.

Where an employer wishes to delete a field it must be filled with spaces or zeros according to whether the field form is alphabetical or numeric.

All service details (characters 51 - 90) must be re-submitted, not just the fields to be amended. These details must be present if the amendment is to School / Type of Employment Number only.

Field	Format	Character Position	Notes
Teachers' Reference Number	Numeric	1 - 7	Must consist of 7 digits. The first 2 digits cannot precede the year of the teacher's 18th birthday. The remaining 5 digits should be right justified using leading zeros to the left if necessary.
Sex Digit	Numeric	8	1 for male and 2 for female
National Insurance Number	AANNNNNNA	9 - 17	Must consist of 2 alpha digits followed by 6 numeric and 1 alpha in the range A - D. No temporary NI numbers should be used.
Surname	Alpha	18 - 26	First 9 letters of the current surname. Left justify and space fill if less than 9 letters. We accept spaces and apostrophes contained within a name.
Initials	Alpha	27 - 28	First 2 initials. Left justified using spaces to fill if only 1 initial is present.
Previous Surname	Alpha	29 - 37	Completed in the same way as the surname field.
Date of Birth	Numeric	38 - 43	Must consist of 6 digits in format DDMMYY and be a valid date.
LA Number	Numeric	44 - 46	Must contain 3 digits and must be provided if there has been a change to the school number, a new appointment, if initial start date is not 1 April or following a break in service. Zero fill if not applicable
School / Type of Employment Number	Numeric	47- 50	Must contain 4 digits and must be provided on every line of service for each record
Salary Scale	ANN	51 - 53	Must consist of 1 alpha and 2 numeric characters showing the scale upon which the teacher was paid in that period. A new entry should be made if the salary scale has changed. If the teacher's salary is safeguarded the scale of the safeguarded (highest paid) post should be entered.
Full or Part-Time Indicator	Alpha	54	Enter 'F' for full-time or 'P' for Part-time
Start Date	Numeric	55 - 60	Must consist of 6 digits in format DDMMYY, be a valid date and should be within the Annual Return year.
End Date	Numeric	61 - 66	Must consist of 6 digits in format DDMMYY, be a valid date and be 31 March unless a 'W' is shown in character position 67.
Withdrawal Confirmation	Alpha	67	Enter 'W' if the teacher has left or a break in service occurs. The only exception is that withdrawal confirmation should not be made for a teacher in relief service unless the teacher is leaving the employer. If not applicable space fill.
Days Excluded	Numeric	68 - 70	Three numeric digits should be shown, however '+' indicating plus days is allowable in the first character position and may be applicable in certain cases (e.g. relief service because of the way these teachers are paid. Must not be more than number of days in the period except for '+' for part-time relief teacher. Must be shown if service is concurrent and be right justified with zeros to the left. Zero fill if not applicable.
Annual Full-Time Salary Rate	Numeric	71 - 75	Should be shown in whole pounds be right justified with zeros to the left. Must be consistent with salary scale. Full time rate must be shown even if salary scale reduced due to sickness, etc. For a full-time teacher the entry must show the substantive rate applied from the Start Date. For part-time teachers the entry must show the rate that would have been payable if the employment was full-time. For teachers in concurrent part-time service, at different salary rates the average full-time equivalent salary should be calculated from the part-time salary rates. Pensionable allowances paid should be included in the Rate. For part payment of an allowance the amount paid should be included.
Incremental Point	Numeric	76 - 77	Not used - zero fill.
Part-Time Salary Paid	Numeric	78 - 82	Only to be completed for part-time teacher (if character position 54 = P). It should not be greater than the Annual Salary rate and be right justified. The actual salary paid should be entered unless the teacher was on reduced pay due to sickness or maternity when the salary that would have been paid should be entered. Salary paid for non pensionable service should not be included. For concurrent part-time service enter '1' in this field and the number of days excluded in the Days Excluded field. To validate the Days Excluded in proportion to Part-Time salary Paid see calculation in Annual Return chapter. Zero fill for Full-time teachers.
Safeguarded Salary Fast Track	Alpha	83	Enter 'S' if the salary is safeguarded. NB not to be used for safeguarded management allowances The Salary Scale and Annual Salary Rate should be consistent. Enter 'F' if teacher is Fast track under the teacher's pay and conditions Document. Space fill if not applicable
London Scale Indicator	Alpha	84	Enter 'I' if paid on Inner scale, 'O' for outer, 'F' for fringe. Space fill if not applicable.
Social Priority - Allowance Payable Special Needs	Numeric	85	Enter '1 for lower rate and '2' for higher rate. Ensure rate of allowance is included in the Annual Salary rate. Special Needs - Enter '3' for lower rate and '4' for higher rate. Zero full if not applicable.
Special Class Addition (Part-time indicator)	Numeric	86	Enter '7' if part-time employment is a regular contract. Enter '8' if irregular.
Other Allowances	Numeric	87 - 90	Only pensionable allowances not indicated in any previous field, and TLR payments should be entered. It should consist of four numeric digits, right justified. Any amount shown should be included in the Annual salary Rate. For part-time teacher the full-time rate should be shown. For part-payment of an allowance the amount paid should be shown.
Record Type Indicator	Numeric	91	Enter '3' to indicate a previous service amendment.
Additional Line Indicator	Alpha	92	If the service line presented is additional to the number presented, enter 'A' here, otherwise enter a space.
Supplement	Numeric	93 - 96	Payments made in respect of retention and recruitment. Any amount should be included in the Annual Salary Rate. Zero fill if not applicable.

RECORD TYPE 4 - APPOINTMENT DETAILS

For each teacher's appointment a single record must be submitted in the following format.

Field	Format	Character Position	Notes
DCSF Reference Number	Numeric	1 - 7	Must consist of 7 digits. The first 2 digits cannot precede the year of the teacher's 18th birthday. The remaining 5 digits should be right justified using leading zeros to the left if necessary.
Sex Digit	Numeric	8	1 for male and 2 for female
National Insurance Number	AANNNNNNA	9 - 17	Must consist of 2 alpha digits followed by 6 numeric and 1 alpha in the range A - D. No temporary NI numbers should be used.
Surname	Alpha	18 - 26	First 9 letters of the current surname. Left justify and space fill if less than 9 letters. Where a space or an apostrophe appears within a name it is now possible to show this..
Initials	Alpha	27 - 28	First 2 initials. Left justified using spaces to fill if only 1 initial is present.
Previous Surname	Alpha	29 - 37	Completed in the same way as the surname field.
Date of Birth	Numeric	38 - 43	Must consist of 6 digits in format DDMMYY and be a valid date.
LA Number	Numeric	44 - 46	Must contain 3 digits and must be provided.
School / Type of Employment Number	Numeric	47- 50	Must contain 4 digits and must be provided.
Salary Scale	ANN	51 - 53	Must consist of 1 alpha and 2 numeric characters showing the scale upon which the teacher was paid in that period. A new entry should be made if the salary scale has changed. If the teacher's salary is safeguarded the scale of the safeguarded (highest paid) post should be entered.
Full or Part-Time Indicator	Alpha	54	Enter 'F' for full-time or 'P' for Part-time
Start Date	Numeric	55 - 60	Must consist of 6 digits in format DDMMYY, be a valid date and should be within the Annual Return year.
Filler	Alpha	61 - 90	Space fill.
Record Type Indicator	Numeric	91	Enter '4' to indicate appointment record
Filler	Alpha	92 - 96	Space fill.

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