Employer Forms

Employer Hub

Use the Employer Hub to submit changes to a member's pension record wherever possible. Most employer notifications can be completed online. 

Some forms can still be downloaded and returned to Hampshire Pension Services by email. Unless stated otherwise, email completed forms and spreadsheets to [email protected]

Before submitting a form, make sure you include your employer reference number: 

If you need information in Braille, audio or large print, email [email protected]

Send the starter notification within 10 working days of the end of the month the employee joined the LGPS.

Individual starter notifications

Use the Employer Hub to notify us about:

  • New employees joining the LGPS.
  • Employees joining through automatic enrolment. 
  • Employees who opt into the LGPS, except elected members. 

Bulk starter notifications

Use the bulk starter spreadsheet if you are notifying us about 10 or more starters with a start date in the last three month. 

Completed spreadsheets should be sent by email and marked as "Bulk Starter Notification." This spreadsheet must not be used for elected members. 

Elected members

For elected members, see the elected member section of our website. 

Opting out of the scheme within three months 

If a member opts out of the scheme within three months of joining, you must refund their contributions through payroll, even if the opt out is in a different tax year. 

You must also tell Hampshire Pension Services when a member opts out within three months of joining by either:

  • Completing the opt out spreadsheet
  • Sending a copy of the opt out form with the employer or payroll section completed.

Notify us when a member leaves the scheme

Use the Employer Hub to submit a leaver notification and upload any supporting certificates or authorisations, where possible.

Leavers (excluding retirements)

Complete the leaver form when a member leaves the LGPS.

You must send the completed form within 10 working days of the end of the month in which the employee was last paid.

Leavers (retirements)

You must send a completed leaver form at least 20 working days before the employee's retirement date.

You must also complete the Employer Initiated Retirement Authorisation form for:

  • Redundancy or efficiency retirements.
  • Flexible retirements.
  • Voluntary early retirements where you apply the 85-Year-Rule or waive actuarial reductions.

Submit the authorisation form with the leaver form.

Revised pensionable pay after leaving

If a member receives backdated pay after you have submitted their leaver notification, complete the revised pensionable pay spreadsheet and email this to us. 

Death in service

Death in service cases are treated as a priority. Complete the leaver form and contact us as soon as possible if you need support with a case.

Active members

Use the ill-health retirement certificate when authorising retirement on ill-health grounds. The certificate must be completed by an approved independent registered medical practitioner.

Tier 3 reviews

Employers are responsible for carrying out:

Deferred members

Use the certificate that matches the date the member left the scheme:

Request a retirement estimate

Employers can run estimates instantly through the Employer Hub at no cost. If you require Hampshire Pension Services to provide an estimate, you can request up to two paper estimates for a member during a 12-month period. Additional paper estimates are chargeable.

You must request an estimate for:

  • Flexible retirement.
  • Redundancy or efficiency retirement.
  • Ill-health retirement.
  • Compassionate retirement.
  • Switching on the 85-year rule.
  • Waiving actuarial reductions.

The completed estimate request form can be emailed to us or uploaded to the Employer Hub. Only authorised signatories can request employer estimates. Please view our estimate policy for further information.

Urgent estimates

If you need a paper estimate completed in less than three weeks:

  • The charge is £100 plus VAT.
  • Estimates are provided within five working days of receiving the request.

Use the amendment form, or the Employer Hub, to report any changes to:

  • Personal details.
  • Employment details.
  • Contract details.
  • Payroll information.
  • 50/50 section membership.
  • Additional contributions.
  • AVC arrangements.

50/50 section

Members can choose to move between the main section and 50/50 section of the LGPS. For individual changes:

Employers should notify Hampshire Pension Services of changes through the amendment process. 

Bulk 50/50 notifications

Use the bulk notifications spreadsheet to tell us about multiple members moving between the main section and the 50/50 section. 

Additional pension contributions (APC) and shared-cost APC (scAPC)

Use the APC and scAPC confirmation form to confirm a new contract or notify us if an application has been rejected. Send the completed form to us by email or upload on the Employer Hub. 

Qualifying additional pension arrangements

Use the QAPA calculator when an employee has an authorised unpaid absence of 15 days or more. 

After receiving the member's election, email the completed 'Member Option Form' and 'Info for LGPS Fund' documents to us. 

If your organisation is changing payroll provider arrangements or transferring employees under TUPE, contact Hampshire Pension Services before completing any forms.

We will provide the correct forms and guidance based on your circumstances.

This includes:

Email [email protected] with details of the proposed change.