Employer Guidance Completion of Joiner Excel Spreadsheet (V4) 03/2017 1

NHS Pensions - Employer Guidance - Completion of Joiner Excel Spreadsheet

Notes: 1. If possible, all text should be UPPER case. Avoid using commas, quotation marks, hyphens and symbols (ie. ) unless otherwise stated.

2. Do not insert comments on the spreadsheet as all comments will be removed on receipt at NHS Pensions.

3. Do not:

a. add columns to this spreadsheet;

b. delete columns from this spreadsheet.

Any of the above actions will result in the spreadsheet being returned to you for rectification.

The section below provides a detailed breakdown of acceptable entries for each record. Scheme changes implemented since 01 April 2008 are

highlighted in yellow.

If you are a Direction Body, please do not complete the Joiner spreadsheet unless you have received an SM324 Permission to Contribute

letter for your employee(s).

Employer Guidance Completion of Joiner Excel Spreadsheet (V4) 03/2017 2

Transaction records

Column

heading Column title

Max

length Format Comments

A NI number 9 XX999999X Correct format is 2 letters, 6 numbers, 1 letter

B Date of Birth 8 DDMMYYYY

C DoB (V) 1 Numeric 1= verified

2 = not verified

D Surname 24 A to Z plus - . , and space Enter members surname

E Other names 24 A to Z plus - . , and space Enter full names only. Please do not insert initials

F Previous surname 24 A to Z plus - . , and space Enter members previous surname, if applicable.

Otherwise leave blank

G Title 4 Letters

H Sex 1 Numeric 1 = male

2 = female

I Disability category 2 Letters See Appendix 1 (page 5)

J Religion / Belief category 2 Letters See Appendix 2 (page 6)

K Sexual orientation 2 Letters See Appendix 3 (page 7)

L Ethnicity 2 Alpha numeric or Letters See Appendix 4 (pages 8-9)

M EA personal reference 20 Alpha numeric Payroll reference number

N EA Code 4 Alpha numeric

Only ONE EA Code permitted per spreadsheet

O Date of commencement 8 DDMMYYYY

Enter members pensionable start date with your EA.

This should match the start date on SD65 or any revised

date issued on the SM324 Permission letter or SM14

Overlapping Employment form.

P Capacity code 2 Numeric Must be equal to 01; 02; 03; 04; 05; 08 or 10

Employer Guidance Completion of Joiner Excel Spreadsheet (V4) 03/2017 3

Column

heading Column title

Max

length Format Comments

Q Employment type 1 Numeric

1 = Officer

2 = Non-specialist

3 = Specialist

4 = Bed fund

Please see the link above for column P for the

permissible combinations of capacity code and

employment type.

R WT/PT/ MPT 1 Numeric

1 = WT (whole time)

2 = PT (part time)

3 = MPT (maximum part time specialist)

If PT, please ensure columns U and V (sessions) or W

and X (hours) are completed in line with the

employment.

S Locum employment 1 Numeric 1= Yes

2 = No

T As & When 1 Numeric

1= Yes

2 = No

If As and When, please leave columns U and W as null,

but complete columns V or X as necessary in line with

the employment.

U PT actual sessions 2 01 to 99 or spaces if null

V PT standard sessions 2 01 to 99 or spaces if null

W PT actual hours 4 0100 to 4800 or spaces if null (for

example 32.5 = 3250)

X PT standard hours 4 0100 to 4800 or spaces if null

Y Is officer classed as MHO 1 Numeric 1= Yes

2 = No

Z If MHO has officer any

previous MHO 1 Numeric

1= Yes

2 = No

Employer Guidance Completion of Joiner Excel Spreadsheet (V4) 03/2017 4

Column

heading Column title

Max

length Format Comments

AA Address (line 1) 30 Alpha numeric Enter members home address

Please do not use punctuation (commas, full stops, etc)

AB Address (line 2) 30 Alpha numeric

AC Address (line 3) 30 Alpha numeric

AD Address (line 4) 30 Alpha numeric

AE Postcode 10 Alpha numeric

AF Job role 4 Alpha numeric See Appendix 5 (pages 10-17)

AG Work area 4 Alpha numeric See Appendix 6 (pages 18-23)+

Employer Guidance Completion of Joiner Excel Spreadsheet (V4) 03/2017 5

Appendix 1 - Census field values

Disability category

CODE Disability category

Y Yes unspecified

NO No

ND Not declared

PI Physical impairment

SI Sensory impairment

MH Mental health condition

LD Learning disability / difficulty

LS Long-standing illness

OT Other

Employer Guidance Completion of Joiner Excel Spreadsheet (V4) 03/2017 6

Appendix 2 - Census field values

Religion / Belief category

CODE Religion / belief category

AT Atheism

CH Christianity

HI Hinduism

ND I do not wish to disclose my religion / belief

IS Islam

SI Sikhism

JU Judaism

BU Buddhism

OT Other

Employer Guidance Completion of Joiner Excel Spreadsheet (V4) 03/2017 7

Appendix 3 - Census field values

Sexual orientation

Code Sexual orientation

BI Bisexual

GA Gay

HT Heterosexual

ND I do not wish to declare my sexual orientation

LE Lesbian

Employer Guidance Completion of Joiner Excel Spreadsheet (V4) 03/2017 8

Appendix 4 - Census field values

Ethnicity

Code Main category Sub category Code Main category Sub category

A White British GC Mixed Black & White

B White Irish GD Mixed Chinese & White

C White Any other white background GE Mixed Asian & Chinese

C2 White Northern Irish GF Mixed Other/Unspecified

C3 White Unspecified H Asian or Asian British Indian

CA White English J Asian or Asian British Pakistani

CB White Scottish K Asian or Asian British Bangladeshi

CC White Welsh L Asian or Asian British Any other Asian background

CD White Cornish LA Asian Mixed

CE White Cypriot (non specific) LB Asian Punjabi

CF White Greek LC Asian Kashmiri

CG White Greek Cypriot LD Asian East African

CH White Turkish LE Asian Sri Lankan

CJ White Turkish Cypriot LF Asian Tamil

CK White Italian LG Asian Sinhalese

CL White Irish Traveller LH Asian British

CM White Traveller LJ Asian Caribbean

CN White Gypsy/Romany LK Asian Unspecified

CP White Polish M Black or Black British Caribbean

CQ White ex-USSR N Black or Black British African

CR White Kosovan P Black or Black British Any other Black background

CS White Albanian PA Black Somali

Employer Guidance Completion of Joiner Excel Spreadsheet (V4) 03/2017 9

Code Main category Sub category Code Main category Sub category

CT White Bosnian PB Black Mixed

CU White Croatian PC Black Nigerian

CV White Serbian PD Black British

CW White Other ex-Yugoslav PE Black Unspecified

CX White Mixed R Chinese

CY White Other European S Any other ethnic group

D Mixed White & Black Caribbean SA Vietnamese

E Mixed White & Black African SB Japanese

F Mixed White & Asian SC Filipino

G Mixed Any other mixed background SD Malaysian

GA Mixed Black & Asian SE Other Specified

GB Mixed Black & Chinese Z Not Stated

Employer Guidance Completion of Joiner Excel Spreadsheet (V4) 03/2017 10

Appendix 5

Job role

Code Description Code Description Code Description

A001 Accountant H007 Healthcare Scientist R009 Radiographer - Therapeutic,

Specialist Practitioner

A002 Administrative Assistant H008 Healthcare Support Worker R010 Receptionist

A003 Administrator H009 Helper/Assistant R011 Regional Dental Officer

A004 Advanced Nurse Practitioner H010 Home Help R012 Registrar (Closed)

A005 Adviser H011 Hospital Practitioner R013 Researcher

A006 Advisor H012 House Officer - Post Reg S001 Salaried Dental Practitioner

A007 Ambulance Technician H013 House Officer - Pre Reg S002 Salaried General Practitioner

A008 Analyst H014 Housekeeper S003 School Nurse

A009 Animal Technician I001 Interpreter S004 Secretary

A010 Apprentice J001 Junior Sister S005 Senior Clinical Medical Officer

A011 Approved Social Worker L001 Labourer S006 Senior Dental Officer

A012 Architect L002 Laundry Worker S007 Senior House Officer

A013 Art Therapist L003 Lawyer S008 Senior Lecturer

A014 Art Therapist Consultant L004 Librarian S009 Senior Manager

A015 Art Therapist Manager M001 Maintenance Craftsperson S010 Senior Nurse

A016 Art Therapist Specialist Practitioner M002 Manager S011 Senior Registrar (Closed)

A017 Art, Music and Drama Student M003 Mechanic S012 Senior Staff Nurse

A018 Assistant M004 Medical Director S013 Senior Tutor

A019 Assistant Psychologist M005 Medical Laboratory Assistant S014 Shorthand Typist

A020 Assistant Psychotherapist M006 Medical Laboratory Assistant (MLA) S015 Sister/Charge Nurse

A021 Associate Practitioner M007 Medical Physics Technician S016 Social Care Support Worker

A022 Associate Specialist M008 Medical Secretary S017 Social Worker

A023 Asst Social Worker M009 Medical Technical Officer S018 Special Salary Scale in Public Health

Medicine

A024 Audiology Scientist M010 Midwife S019 Sp