Who Is Responsible for Maintaining Adequate Records of an Officer’s Or Employee’s Service?
is the duty of the Permanent Secretary or Head of Department
to ensure that efficient, effective and reliable
are put in place to record, maintain and secure all personnel
information about the details of an
may be maintained manually or electronically.
assigned to the Personnel or Human Resource Section of the particular Ministry or Department for example, Human Resource
Officer, Personnel Officer, and Senior Clerk have direct
responsibility for the maintenance of records.
What is a Gratuity?
gratuity is a lump sum payment made to a retired officer or employee.
An officer/employee who is entitled to a pension may opt to receive
a gratuity and a reduced pension in lieu of a full pension. An
officer/employee not entitled to a pension may
be granted a gratuity.
What is meant by “Other Allowance"?
Allowance” is a retiring award usually in the form of compensation
or cost of living allowance. At present a person who is temporarily
employed for not less than two (2) years and whose service has been
be granted a lump sum payment as compensation. The Act provides for
the payment of cost of living allowances to be added to stored
What is a Pension?
A pension is a
monthly payment which is made to former public officers and
Government employees who
have retired and satisfied certain basic
conditions of service in accordance with specific pension
for example, the Pensions Act, Chapter 25 of the Laws of
Under what circumstances is a Pension Payable?
A pension may be
granted to an officer or employee who was employed for ten (10) years
or more and retired in one of the following circumstances:
- Voluntarily on
reaching the age of fifty-five (55) years if permanently appointed
on or before the 15th
July 1985 and in other cases on reaching the age of sixty (60)
years; - Compulsory
retirement on reaching the prescribed age; - On retirement from
other Public Service after having been transferred from the public Barbados to that other public service; - On the abolition of
- On the
re-organization of his office for any purpose; - On medical grounds
if the illness is likely to be permanent; - On becoming unfit
to discharge his duties provided that such unfitness was not due to
his own misconduct or gross negligence and the Governor-General
considers that the special circumstances of the case justify the
grant of a pension or gratuity;
- On his removal from
office on the ground of inefficiency.
How can I get a stored Pension or Gratuity?
permanently appointed, who retired/resigned before attaining the age
of fifty-five (55) years, or sixty (60) years if appointed after
July 15, 1985, may be entitled to a stored pension, gratuity or
other allowance which is payable on reaching the age of fifty-five
(55) years or sixty (60) years as the case may be. The retiring
benefits are therefore suspended until the officer attains the
appropriate age or sooner dies or satisfies the Governor-General
that he is incapacitated
and his condition is likely to be permanent before attaining the
appropriate age. Only a person who
left the Public Service before attaining the age of fifty (50) years
on or after 1966-11-30 but before 1975-09-01, or a person who
retired/resigned from the Public Service after 1975-09-01 may be
entitled to a stored pension, gratuity or other allowance. Therefore, an
officer who retired/resigned from the Public Service before
1966-11-30 would not be entitled to any stored retirement benefits. An officer who
retired on or after reaching fifty (50) years old on 1966-11-30 but
before 1975-09-01 would have been granted the retiring benefits to
which he was entitled at the date of his retirement. A
stored pension may be payable if the officer worked for ten (10)
years or more and a gratuity may be payable if the officer worked
for five years but less than ten (10) years.
How long must I work before I am Entitled to a Pension?
An officer or
employee may qualify for a pension if he held a pensionable office
for ten (10) years or more.
What kind of records must be kept and are required for the Calculation Of Pensions And Gratuities?
following records are essential and must be properly kept, updated
and protected throughout and
after a person’s service.
- The specific periods
of employment beginning from the date of first employment until the
date of retirement:
(salaries, wages, allowances etc.) earned, especially those earned in
the last five years of service.
- The types and
periods of leave taken, especially no-pay leave granted, since no-pay
leave is deducted from total service in the pension calculation
unless such leave was granted on grounds of public policy or on a
person’s suspension from duty.
- Letters of or other
documentation on appointments, promotions, transfers, secondment,
resignations, terminations, dismissals and re-employment.
- Personal records
such as birth certificates of an officer/employee and his family
where appropriate, marriage certificates, evidence or documentation
on name changes e.g. affidavits and deed polls, divorce decrees,
addresses and telephone numbers and other contact information.
Is it necessary to provide a record of service giving the number of days an Officer/Employee Worked Annually?
Yes, in the case of
service as a casual employee only, as determined by the
Casual Employees Pensions Act, Chapter 20 of the Laws of
Barbados. Affidavits from two (2) reputable persons attesting to
casual service may be accepted if it has been established
that documented records were not available. Service prior to the
age of eighteen (18) years cannot be considered on the
basis of affidavits.
A Service Record
should be prepared for each twelve (12) month period or year
commencing from the date of first employment. It
should not be prepared on a calendar year basis unless the employee
commenced his first employment on the 1st
of January of the particular year. The correct form of a record of service is
shown below as well as examples of an Affidavit and a
letter of option to receive a gratuity and reduced Pension. An example
of a Service Record card is also attached.
Record of Service
Can I use an Affidavit to Support a Claim for Pension or Gratuity?
Yes. Affidavits may
be provided by persons who have personal knowledge
about the facts being sworn to concerning the service of an
officer/employee mainly in the following circumstances:
records of service are not available by the Department. To verify name
changes (records may not correspond to birth certificates or other
official documents). Where service
claimed cannot be confirmed by appropriate government documents. Affidavits must be
sworn to before a Justice of the Peace and the information provided
must be true in all material respects. The persons giving
the affidavits must be eighteen (18) years or older at the
commencement of service being sworn to.
Can I get my National Insurance Pension and my Public Service Pension at the same time?
Yes, but certain
restrictions apply in determining the quantum of Public Service
pension to be paid annually.
Will the National Insurance Pension be reduced by the Amount of Public Service Pension?
No. You should
refer to publications issued by the National Insurance Office setting
out clearly a person’s entitlements to National Insurance benefits
including National Insurance pensions.
How does a Secondment outside of the Public Service affect my Pension?
an officer holding an established office is seconded toregional or
international organization, or a statutory board
his public service during the period of secondment
if the approved employer agreed to pay the prescribed contribution
to the Government of Barbados
At present, the
prescribed sum is twenty-five percent (25%) of the salary that would
have been payable to the officer from time to time in respect of his
substantive appointment in the public service of Barbados.
The officer shall
not receive the emoluments attached to his substantive office.
Where an officer
remains on secondment in excess of two (2) years or the period for
which an extension was approved, the officer shall be required to
exercise the option of remaining in the service of the approved
employer to which he was seconded, or returning to his substantive
position in the Public Service
What is a Mixed Service Pension?
A mixed service pension is a method specified by law to determine how an officer’s retiring benefits should be allocated among the various Governments or approved employers in whose service the officer was employed during his public service or other public service. The Maintenance of
accurate payment and service records are essential since it is mandatory to determine the total emoluments earned by the officer
during the entire period of his service under each employer. A
ratio is then computed based on the total emoluments of each
employer separately, over the sum of the total emoluments of each
employer This ratio is used
to allocate the pension and gratuity to be paid to the officer by
How can I assist in ensuring that my pension is paid on time?
can assist in the following ways:
notice, that is, about six (6) months before the proposed date of
retirement or compulsory retirement, to your Permanent
Secretary or Head of
of appointments, promotions, transfers, leave and other details
your service and emoluments earned and making this information
available to your
Ministry/Department if necessary.
information and changes in such information immediately.
understanding of the requirements of the Laws dealing with pensions.
Following up the
progress of your application for benefits.
complete process as outlined, normally takes about four (4) months
because of the volume retiring rewards being processed annually and
the need to ensure the accuracy of information and of the payments to
If all of
the required information and documentation is made available the
process would take a shorter time, information submitted is
incomplete or unclear then the process would take a longer time.
Would no pay leave affect my pension?
All no pay leave is
deducted from total pensionable service and would therefore reduce pension benefits.
When an will an affidavit be needed in processing pension benefits?
- Affidavits are
necessary when adequate records of service are not available by the
- Affidavits are also
required to verify name changes records may not correspond to birth
certificates. - An Affidavit is
required where service claimed by an officer cannot be confirmed by
other government documents.
What is a mixed pension?
A mixed service
pension is payable where an officer has pensionable service in an
organization which is considered a scheduled authority, for example
the Barbados Family Planning Association.
The Officer is
entitled to a mixed pension which is split between the organization
and the Government, if the service with the organization is deemed to
be public service.
What is a Retirement Benefit?
A retirement benefit
is an award made to a retired officer or employee in respect of his
public service. Payment
may be made to the legal personal
representative of a deceased officer or of a retired officer who is
of looking after his own affairs. The award or grant may
be in the form of a pension, gratuity or other allowance.
What are the most Frequent Causes of Retirement?
retirement and retirement on medical grounds.
If I resign and am reemployed would all my Public Service be taken into account when I retire?
Yes, provided that you resigned before reaching the age of fifty-five (55) years or sixty (60) years, whichever is applicable, and were reemployed for at least five (5) years continuously before retirement.
Why should I have to Provide Correct And Up-to-Date Personal Information about my Family, Dependents or Next-of-Kin?
information on an officer’s family is required to facilitate
payments of retiring benefits to eligible dependents or
legal personal representatives where an officer:
before retirement. - Was
killed while discharging his duties - Died
after retirement but before he received the retirement benefits to
which he was entitled; - Died
but was a contributor to the Widows and Children Pensions Act,
Chapter 37 of the Laws of Barbados and left a widow or other
eligible dependents; and - To
complete the records on an officer or employee.
Who can apply for Vacancy?
Only persons employed within the Public Service may apply for a vacancy that is listed as open to staff employed in the Public Service.
If you are over the age of sixteen (16) years, whether you are currently employed within the Barbados Public Service or not, you may apply for any vacancy listed as open to the general public.
The Ministry of the Public Service was created in January 2019, through the amalgamation of the entities: Ministry of the Civil Service, Personnel Administration Division, and Training Administration Division.