Employer forms

If you need to make any changes to an employee's pension record, please do so using our Employer Hub.

The forms on this page can be updated online or downloaded and printed. It is recommended that you print these as required, as they are regularly reviewed and updated.

When submitting a form, it is important that you quote your scheme employer reference number, this can be found on the below links:

Hampshire Employer Reference Numbers

Hillingdon Employer Reference Numbers

Westminster Employer Reference Numbers

West Sussex Employer Reference Numbers

We can also provide information in other formats including Braille (Grade 2), on audio or in larger print text. Please email [email protected] for more information.

Notification of starter

To notify of a new starter joining the LGPS - including joining in their current employment for the first time, those joining or re-joining under automatic enrolment rules and anyone opting in, the following forms should be used by Employers to notify of this:

Individual Employer Hub Starter Notification

If you do not have an Employer Hub account, please email [email protected] so this can be arranged.

Bulk Starter Spreadsheet

If you have 10 or more new starters with a start date within the last 3 months to tell us about (not for elected member).

Once completed email to [email protected] and mark the email 'FAO Starters'.

For further guidance please see the 'Bulk Starter Video'

Elected member starter notification

This should be emailed to [email protected].

Notification of leaver

Complete this form to let us know when a member leaves the scheme. In addition, send appropriate certificates and authorisations to Hampshire Pension Services.

Revised leaver information due to backdated pay

If you have already provided a leaver notification to Hampshire Pension Services, and the member later receives backdated pay, you can let us know about the change by completing the 'Revised pensionable pay - backdated pay' spreadsheet - this should be sent to [email protected].

Amendment to pension records

Use this form to tell Hampshire Pension Services about changes to a member's pension record.

You can use this form to report changes to:

  • Personal details
  • 50/50 section membership
  • Employment details, including hours or weeks.
  • Type of employment contract.
  • Job location, payroll number or job description. 
  • Additional contributions that have stopped.
  • AVCs that have started. 

Complete the form digitally and email it to Hampshire Pension Services, along with any supporting documents. Alternatively, you can complete change information using the Employer Hub. 

Change of payroll provider
Request an estimate for retirement benefits

An employer can request up to two estimates for a member over a 12 month period. We charge for any further estimates requested.

To avoid overstating benefits, only request ill health estimates once you are confident which tier an employee will retire under.

The employer must request estimates based on retirement in the following instances:

  • Flexible retirement
  • Redundancy / efficiency grounds
  • Ill health / compassionate grounds
  • Switching on of 85 year rule or waiving of actuarial reduction

This form can be emailed to [email protected] or uploaded via the Employer Hub.  Anybody requesting an employer estimate must be an authorised signatory.

Urgent estimates

If you need an estimate in less than three weeks, you may request an urgent estimate.

  • The charge is £100 plus VAT
  • They are done within five days of Hampshire Pension Services receiving the request form

For more information please refer to our Estimate Policy.

Employer initiated retirement authorisation

This form should be used for retirements that are employer initiated such as:

  • redundancy/efficiency
  • voluntary early retirement with switching on of 85 year rule or waiving actuarial reductions
  • flexible retirement

This should be completed in addition to the normal leaver form and returned to Hampshire Pension Services.

Employer initiated retirements – authorisation form

Reserve forces leave
Ill health certificates

Ill health retirement

You should complete the ill health retirement certificate when authorising retirement on the grounds of ill health. This should be signed by the independent registered medical practitioner who must have been approved for this purpose by the Pension Fund administering authority.

Certificate of ill health retirement

18 Month review of tier 3 award

It is the employer's responsibility to carry out the 18 month review and inform Hampshire Pension Services if there is any change in the member's circumstances. At the end of the 3 year period, the member can be reassessed to see if the initial assessment should have been for Tier 2 benefits.

18 month review certificate

Deferred Member

The LGPS regulations which apply will depend on when the employee left the scheme. Use the relevant certificate so that it refers to the relevant regulations.

Tier 3 ill health retirement review and former employer's determination and authority

Death in service

Due to the nature of death in service cases, we treat them as priority.

Complete the Notification of leaver form and Report a death form, which asks for the following information:

  • the member's name
  • the member's National Insurance number
  • name of the member's surviving partner and dependant children if relevant
  • name of the person dealing with the estate and their relationship to the deceased person
  • name, address and telephone number of the person we should contact

If you have any further questions, contact Hampshire Pension Services.

Member election to join 50/50 section

This form is for completion by those members of the LGPS who wish to leave the main section of the scheme and move to the 50/50 section of the scheme. The form should be completed and returned to the employer. Hampshire Pension Services does not require a copy of this. Employers should advise the pension fund of this change by completing an amendment form.

Member election to rejoin the main section

This form is for completion by those members of the LGPS who wish to leave the 50/50 section of the scheme and move to the main section of the scheme.

LGPS Member Section Changes – Bulk Notification

This form is for employers to tell us on a bulk basis of members moving between the main section and 50:50 section in the scheme. The completed form should be sent to [email protected]

LGPS Member Section Changes - Bulk notification form

APC or scAPC confirmation

Use this form to confirm details of an employee's new APC or scAPC contract, or to notify us if you reject the application. This form can be emailed to [email protected] or uploaded via the Employer Hub.  

Qualifying Additional Pension Arrangement (QAPA) Calculator

The QAPA calculator is for employers to use to offer a member the opportunity to pay a QAPA to cover an authorised unpaid period of leave that lasted for 15 days or more.

Send the 'Member Option Form' to the member only to complete. These can be printed and sent by post or saved as a pdf and sent by email to the member.

Once any election is received from the member, the Employer should send Hampshire Pension Services both a copy of the 'Member Option Form' and the 'Info for LGPS Fund'.

New member stationery

We no longer issue new member packs for Employers to order and distribute. Employers are still required to provide new scheme members with starting information to the scheme. Most Scheme Employers provide links to New member scheme benefits where employees will be able to view information and download relevant forms.