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
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