Leaving
the University
Process
HR require
certain information as part of your leaving process. We recommend using this
template resignation email which should be sent to HR and
copied to your manager.
If you wish to write your own resignation letter it
should include the following information:
- Confirmation of your final date of employment as agreed
with your manager
- Confirmation that you intended to take any remaining annual
leave (In exceptional circumstances and only
in agreement with your manager will payment be made for any untaken accrued
holidays).
- Confirmation that all University property (including IT devices) will be returned.
- The following mandatory information for HESA purposes
(Higher Education Statistics Agency)
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What will you be doing after leaving Edinburgh Napier
University |
Working in a higher education institution |
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Working in the private sector |
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Working in another education institution |
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Self-employed |
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Working in a research institute (private) |
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Registered as a student |
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Please tick the most appropriate box |
Working in a research institute (public) |
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Retired |
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NHS/General medical practice/General dental practice
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Not in regular employment, not retired |
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Working in another public sector organisation
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Not known |
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Working in the voluntary sector |
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Where
will you reside after you leave? |
Scotland |
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Other
EU |
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England |
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Non -
EU |
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Wales |
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Not
known |
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Please
tick the most appropriate box |
Northern
Ireland |
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Prefer
not to specify |
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Notice
Periods
Details
regarding your notice period are detailed in your contract of employment.
Employee Responsibilities
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Manager Responsibilities
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| Employee Exit Survey
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It is important that we understand why you are leaving the university
and your experience of working here. Our Employee Exit survey will have been sent to you and takes no longer than 5
minutes to complete and is comprised of a few mandatory questions surrounding
why you are leaving the university and some optional questions about your
experience at ENU. Please complete this. | Please encourage your employee to complete the Employee Exit Survey. |
IT User Accounts
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Please ensure that all University
information and records held in your email account, H: Drive, C: Drive (and
on your network Desktop), MyDrive (SharePoint), or in any other drive or
mobile device to which you have sole access, are moved to an appropriate University
SharePoint site or shared network drive.
Further guidance for leavers regarding University records and information can be found on the Governance Services page.
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Please contact IT if any special
arrangements need to be made about access to information kept in areas on the
network to which your employee has sole access e.g. email, after employees
leaving date.
Further guidance
for leavers regarding University records and information can be found on the Governance Services page.
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Return of Property
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Before you leave you should provide your manager all property belonging
to the University, including keys and your staff ID card. All University-owned IT equipment that
you have been issued with should be returned to one of the library helpdesks.
Click
here for a list of IT equipment allocated to you.
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Please ensure to collect staff cards,
keys and any other University equipment from employees before they leave.
All University electronic equipment
should be returned to Information Services.
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My Contribution
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You should have a conversation with your line
manager about your objectives before leaving the University. If you leave
during the objective setting period, you wouldn’t complete this activity.
However, if objectives are in the system, a conversation and quick system
update would be required.
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If you have line management
responsibility and a team reporting into you, you need to make sure your My
Contribution activities are up to date. This means that in the objective setting
period you have discussed, reviewed and agreed your employees’ objectives in
the system. If you leave in the Mid-Year period you would have completed the
Mid-Year conversation with your employees and added your ‘Mid-Year’ Comments
in the system. If you leave during the End of Year period, you would need to
make sure you have had the End of Year conversations and added your end of
year feedback and ratings in the system.
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Payslips and
future address
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When you are
leaving the University, we recommend that you take the following action
before your employment ends:
1. Amend the email address to which your e-Payslips are sent
to a personal email account to ensure you receive your final e-Payslip, particularly
important if you leave before pay day
2.
Download any previous payslips that you may require from HR Connect.
If you are
changing address you should update this on HR Connect before leaving. Your
P45 will be sent at the end of the month so it is important that this is sent
to the correct address as duplicate copies cannot be produced.
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Retirement
Congratulations on your decision to retire and thank you for your service to Edinburgh Napier University!
How to start the process of your retirement (please see below for phased and ill-health retirements):
Step 1: Before you decide to retire, please check your benefit statements to confirm your retirement age and pension due. There is additional information available on the SPPA and LPF websites.
Step 2: Inform your manager of your decision to retire.
Step 3: Inform The People Team/Human Resources of your decision to retire and send the 'leaver's email notification' to The People Team.
Retiral Forms:
- If you are in the Scottish Public Pensions Agency (SPPA) scheme, the People Team will send you a TEACH: RET retirement form, or you can find it here on SPPA's website. Please complete Part 1 and forward this on to Payroll, who will complete Part 2 and forward both parts on to SPPA.
- If you are in Lothian Pension Fund (LPF), you do not need to complete a retiral form, Payroll will complete this on your behalf and forward it onto LPF.
Rules and Regulations:
These apply to both Pension Schemes:
- Vesting period – this is the length of time you must have pensionable employment within a scheme to qualify for their benefits. This is currently 2 years'+ (or 5 years'+ if you joined the SPPA scheme before 5th April 1988). If you do not have more than 2 year's pensionable employment, please contact your pension provider.
- Age 55 rule – The minimum age you can access your pension from is 55 years-old. This is increasing to 57 from 6th April 2028.
- Age 75 rule – You are no longer able to contribute into a pension plan. As different rules apply at 75-years old regarding benefits, we advise you to contact your pension provider well in advance of your 75th birthday to discuss options available to you. You can still be employed whilst receiving your pension benefits.
Ill-health Retirement
In the event that you are unable to carry out, or return to, your role due to illness, you may be eligible for ill-health retirement which allows you to access your pension benefits early. There are different eligibility criteria for each pension scheme, but please contact employeerelations@napier.ac.uk for further information.
Lothian Pension Fund (LPF)
You must apply at least 2 months before the date of your retirement or when your benefits are due. The LPF website should be consulted for information regarding your retirement options. Once LPF have been notified by Payroll, LPF will then contact you with details on what benefits you are due, taxation and how the pension will be paid.
Retiral Estimates
You can get an estimate of your pension (from any age 55 years and over) using the benefit calculator on LPF's My Pension Online portal. Please visit their website for more information.
Scottish Public Pensions Agency (SPPA)
You must apply at least 4 months before the date of your retirement or when your benefits are due. The SPPA website should be consulted for
information regarding your retirement options.
Once SPPA have been notified by Payroll, SPPA will then contact you with
details on what benefits you are due, taxation and how the pension will be
paid. You can access ‘Ready for
Retirement’ webinars through SPPA here .
Phased Retirement (SPPA only)
Phased retirement allows you to reduce your working hours whilst receiving a proportion of your pension benefits. If you have more than one contract, you can either reduce your hours by resigning from one of your contracts or reducing the hours of all of your contracts. Your hours change needs to be authorised by your Dean of School/Service, and then sent to The People Team before Payroll can complete the phased retirement form.
You can take up to 75% of your benefits, however the following rules apply:
You must apply for phased retirement within 3 months of the reduction in your contract.
You will reduce your salary by at least 20% for at least 12 months, and for more than 6 months before your employment ends.
Be aged 55 or over.
For full eligibility criteria, please see the SPPA website.
Retiral Estimates
Please check your Annual Benefit Statement on the member's portal of SPPA's website to estimate how much your pension will be worth when you retire. You can also use their calculators to calculate what you will receive when you retire (please use Google Chrome or Microsoft Edge).
- Teachers Remedy Calculator (for members with service between April 2015 and March 2022).
- Teachers Pension Scheme Calculator
Miscellaneous
All property belonging to the
University, including IT equipment, keys, staff ID card etc must be returned on
or before
(if you intend to use annual leave as part of your notice period) your
last day of employment. All
University-owned IT equipment that you have been issued with should be returned
to one of the library helpdesks. Click here for a list of IT equipment allocated to you.
Academic Workload Allocation
Academic staff should ensure that their
Academic Workload Allocation is updated when they leave the University to
ensure accurate TRAC reporting.
Recurring Payments
The University provides several benefits which are paid for by recurring payments or salary sacrifice schemes, such as season ticket loans, childcare vouchers, annual leave purchase, Cyclescheme etc. Any outstanding balances will be deducted from your final salary payment.