PERDEP07_Retirement Planning

Please note that this webpage has been updated to reflect the changes to the University’s EJRA policy, which came into effect on 1 October 2017.

Summary description

This report allows you to identify employees approaching the University’s employer justified retirement age (EJRA) based on grade, date of birth and EJRA rules. It also enables you to identify those staff in grades 1-7 who may want to start thinking about retirement, but for whom the University’s EJRA rules do not apply.

The report is split into three tabs as detailed below; tab 1 provides details of all employees at grade 8 and above who are at the age of 65 between the parameter dates entered; tab 2 provides details of all employees who are above the EJRA, as well as those who have an EJRA screen completed in CoreHR; tab 3 provides details of all employees within grades 1-7 who are excluded from the provisions of the EJRA policy, but who may be considering retirement options.

Please note that under the new EJRA rules, departments are requested to contact staff at least 2.5 years in advance of their retirement date. This is due to the new deadline for applications for an EJRA extension, which is now two years in advance of an employee’s retirement date. The report will return all staff at the age of 65 in order to allow departments to contact staff at least 2.5 years in advance of their retirement date.

The report is designed to be exported to Excel for further manipulation and analysis.

Why run this report?

There are three main reasons for running the report:

  1. To identify which academic and academic-related employees at grade 8 and above should be contacted with regard to retirement planning. Data should be used as a starting point to decide which employees should be sent an EJRA reminder letter.
  2. To identify employees at grade 8 and above who are working beyond their EJRA, as well as any individuals who have an agreed extension to work beyond the EJRA, which has been recorded in the EJRA screen within CoreHR, see QRG – CH27 Recording and Maintaining EJRA Data (174kb) . Please note: if you find that a member of staff is working beyond their EJRA date without an approved extension, please contact your HR Business Partner as soon as possible.
  3. To identify which employees at grades 1 to 7 should be contacted with regard to retirement planning.

When should you run this report?

It is advisable to run the report on a regular basis, e.g. every three to six months, to ensure timely processes in respect of EJRA compliance.

Hints & tips

  • Results: The report is divided into three tabs to assist with the different types of processes to follow and letter templates to use.
  • Missing data: The report includes and highlights (in red) records where retirement date is unknown due to missing date of birth. To ensure data integrity such records must be corrected promptly.
  • ‘Person profile retirement age’ field: This is included for reference and to give departments the option to carry out a data quality exercise if required. This field is often populated with the old default retirement age of 65, which can be overwritten with the default EJRA date.
  • ‘Grade Notes’ field: The report includes a ‘Grade Notes’ field that provides guidance on next steps for staff at certain grades. Please take note of the instructions in this field. 
  • Multiple letters: If an employee is employed by more than one department (ie holds employment contracts with more than one department), each of those departments should send a separate retirement reminder letter to that employee.

Available parameters

Parameter

Mandatory?

Notes

From date (tab 1 only)

Y

Enter or select the start date of the period you are interested in.

To date (tab 1 only)

Y

Enter or select the end date of the period you are interested in.

As at date (tabs 2 and 3)

Enter the effective date on which you want the data to be based
(defaults to today’s date).

Department code

N

If you have access to more than one department and you wish to report on only one of those departments, enter/select the relevant department code here. Multiple values can be selected.

Department

N

As above, enter/select the department name if required.

Pay Admin by

N

Enter DEP (department) or DIV (division) if required.

Employee status

N

Default excludes casuals and non-employees. Use the torch to select
specific statuses.  

Personnel number

 N

Enter specific personnel number or leave blank to return all relevant
records.
 

Surname 

 N

Enter specific surname or leave blank for 'all' records.

Details of tabs

Tab 1

Staff at grades 8 and above aged 65 between dates
selected

Includes all academic, research and academic-related employees at grade 8 and above who are 65 between the dates entered in the parameters of the report.

Report includes a calculated EJRA date based on date of birth and EJRA rules. There are two different letter templates (ML1 or ML2) to use when communicating with staff approaching their EJRA.  

Note: This will exclude anyone in grades 01S-07S

Tab 2

Staff at grades 8 and above who are over the EJRA or have an
approved extension to work beyond the EJRA

Includes all academic and academic-related employees at grade 8 and above who are above the EJRA (69 years and above), as well as any employees with agreed extensions to work beyond the EJRA, where this has been recorded in the EJRA screen in CoreHR.

This enables you to identify whether anyone is working beyond their EJRA without the EJRA committee’s approval, and also to monitor the approaching extended retirement dates of those who have an approved extension to work beyond the EJRA. This report should also be used to identify where EJRA screen data may be missing from CoreHR.

There are two different letter templates (ML3 or ML4) to use to communicate with staff approaching the end of their extension to work beyond the EJRA.

Tab 3

Staff at grades 1 - 7 aged 55 and over

Includes all employees at grades 01S – 07S who are age 55 and over at the ‘as at date’ entered.