Mobilisation is when you're called into full-time service with the Regular Forces for military operations. The maximum period of mobilisation will depend on the scale and nature of the operation but is usually no longer than 12 months.

This page provides guidance for before, during and after mobilisation and outlines the manager and colleague actions. 

The call-out papers for mobilisation are sent to the Reservist's employer. This would normally be the line manager but can also be sent to the Reservist directly to then share with their line manager. The documentation will include the call-out date and the anticipated timeline including a provisional return to work date.

Whenever possible, the Ministry of Defence (MoD) aims to give at least 28 days' notice of the date that a Reservist will be required to report for mobilisation, although there are no statutory requirements for a warning period prior to mobilisation.

Managers should

• Dedicate the appropriate amount of time engaging with the Reservist and planning for mobilisation.
• Meet with the Reservist to ensure all mobilisation paperwork is understood and completed.
• Complete any consent forms included in the call out pack.
• Record the leave on MyView as Unpaid Leave - Reservist Mobilisation, with details of the first day of mobilisation and the expected timeline.
• Email hrhelpdesk@falkirk.gov.uk to inform HR of the impending mobilisation.
• Agree any annual leave that is to be taken prior to mobilisation. Any accrued annual leave should be taken before mobilisation, if this isn't possible, they should ensure that this is taken on the Reservist's return to work if appropriate. Any carry forward will be subject to normal carry forward rules.
• Agree contact arrangements before the start of mobilisation and methods of contact, how often they'll be in touch and how that will happen (eg by phone, personal email etc). This should be led by the Reservist but we siggest this should be a minimum of twice a year.
• Confirm that the Reservist's emergency contact details are up to date on MyView and ensure the Reservist notifies of any changes.
• Ensure the Reservist understands what happens with pay, benefits, pension etc during mobilisation, signposting them to the policy and HR Helpdesk if they are uncertain.
• Discuss any handover of work and return of equipment.
• Make a claim for financial assistance where appropriate. They should contact HR Helpdesk for more information and support in the completion of the form. Guidance can also be found on the GOV.UK website.
• Arrange suitable temporary cover to ensure work is completed and any other arrangements while the Reservist is mobilised.

Reservists should

• Immediately notify their line manager on receipt of call out papers.
• Make themselves aware of the HMRC payroll guidelines for mobilisation and that a P45 will not be issued for mobilisation that is less than 12 months.
• Ensure that all details on MyView are up to date, including contact details and emergency contact details
• Request unpaid leave on MyView using the Unpaid Leave (Reservist Mobilisation) category
• Agree their mobilisation, demobilisation and return to work dates with their line manager.
• Discuss annual leave entitlements and agree to use any outstanding leave before mobilisation. Annual leave does not accrue whilst mobilised. Any carry forward will be subject to normal carry forward rules.
• Agree contact arrangements with their line manager. Determine a main point of contact during mobilisation and how often contact will be made.
• Complete any forms or declarations included in the call out pack.
• Make an application for Reservist financial assistance if appropriate, details should be in the call out pack. Guidance can also be found on the GOV.UK website.
• Contact HR Helpdesk if they have any contractual benefits in place to confirm what will happen while they are mobilised.
• Contact Pensions (non teaching) or the SPPA (teaching) to understand how their pension contributions will be impacted while mobilised. Information may also be available in the call-out pack about the Armed Forces Pension Scheme.

HR should

• Issue the colleague a mobilisation letter. This letter confirms the unpaid leave from employment, their provisional return date and clarifies the impact on their terms and conditions such as no break in service and no accrual of annual leave.
• Support the line manager to make the appropriate applications for financial assistance and provide the relevant documentation or evidence.

Managers should

• Keep in contact with the Reservist as arranged.
• Share relevant organisational or team updates.
• If there are significant workplace issues, such as a restructure, the manager should consult with the Reservist.
• Disable the Reservist's IT account while they are mobilised. Contact IT for more information.

Reservist should

• Keep in contact with their line manager as arranged.

HR should

• Ensure the correct payroll reporting is completed while the Reservist is mobilised. More information can be found on the GOV.UK website.

Managers should

• Confirm the return day with the Reservist and update the absence on MyView with the correct end date.
• Confirm with the Reservist whether they are returning to their substantive post or a suitable alternative. If they are not returning to a substantive post, you must clearly explain why and what their new role will be.
• Enable access to the Reservist's IT account. Contact IT to arrange this.
• Email hrhelpdesk@falkirk.gov.uk to inform HR of the Reservists return to work.
• Agree when any accrued annual leave is to be taken that wasn't taken prior to mobilisation if this is subject to normal carry forward rules.
• Meet with the colleague when they return and have a wellbeing check-in.

During the check-in they should:

• Maintain open and clear communication throughout the process ensuring the Reservist feels supported and informed.
• Ask about the Reservists experiences while mobilised, each reservist's experiences will be different. Don't pressure the Reservist for details if they choose not to share, and don't assume to know what mobilisation was like.
• Recognise the Reservists contribution and service to their country.
• Provide the Reservist an update on changes and developments in the workplace of the Council
• Reestablish the expectations of the role and discuss what skills they developed while mobilised that might benefit them in the workplace. Also ask if there's any personal development, they would like to focus on now they have returned to work.
• Be mindful of the potential impact of their mobilisation experience (eg PTSD or transition stress) and offer support such as access to other resources.
• Discuss any health concerns and encourage them to consult their Reserve Unit and GP. An Occupational Health referral might also be appropriate to understand what adjustments are needed as part of the Reservists return to work. More information can be found in the sickness absence policy.
• Maintain confidentiality regarding any personal or sensitive information shared during the conversation.
• After the initial conversation follow up with the Reservist to ensure they are settling back into their role and address any further needs.
• Encourage an informal team meeting before or soon after they return to work so the Reservist can catch up with colleagues and prevent a feeling of displacement.
• Offer specific refresher training if necessary.

Reservists should

• Speak or write directly to their line manager to informally discuss their return to work. To minimise any difficulties there might be they should give their line manager as much warning as possible.
• Contact their line manager in writing to formally agree their return-to-work date. This must be done by the third Monday after their last day of service. The return date should fall within 6 weeks of their last day of full-time service.
• Meet with their line manager once they have returned to catch up and discuss any support needed.
• Undertake any refresher training or e-learning on their return.

HR should

• Acknowledge the Reservist's formal notification of intention to return to work by confirming in writing the Reservist's return date and the role they are returning to.
• Ensure the correct payroll reporting is completed ready for the Reservist's return to work. More information can be found on the GOV.UK website.
• Ensure the Reservist has received the correct pay increments while mobilised.

The Reservists responsibilities

You must write to your line manager by the third Monday after your last day of military service making your request to return to work.

This date should fall within 6 weeks of your last day of full-time service. This letter formally starts the return-to-work process.

You are also encouraged to informally contact your line manager to discuss your return to work at the earliest opportunity.

Our (Falkirk Councils) responsibilies

We have an obligation under Reserve Forces (Safeguarding of Employment) Act 1985 to reinstate you, where possible to your former role, and if not, to a reasonable alternative role on the same terms and conditions prior to mobilisation.

If your former role is not available, we will consider redeployment for you during your notice of return to work. If you are not happy with the offer of alternative employment, you must raise a grievance in relation to this.

If you believe that our response denies your rights under the Safeguard of Employment Act 1985, you can raise a grievance in relation to this.

You should be reinstated within 6 weeks of the last day of your full-time service/end of mobilisation.

You may need refresher training when you return to work or be given time to familiarise yourself with any changes in the workplace or your duties. processes and procedures in the workplace.

More information can be found at Rights and responsibilities for reservists and employers (GOV.UK). 

During the period of mobilisation, the MoD provides financial assistance to members of the Reserve Forces and their employers who suffer financial loss as a direct result of the call out.

Financial support for Reservists

If a Reservist is called up, they can claim financial support to cover:

• The difference between their civilian pay and their service pay. This award is to ensure that mobilisation does not financially disadvantage anyone.
• The cost of any benefits in kind that is stopped while mobilised
• Some other expenses that they have to pay because they're mobilised

Reservists can claim any time after their service begins and up to 4 weeks after it ends.

More information and guidance can be found in the call-out pack and the GOV.UK website.

Financial support for employers

Financial assistance for employers in the event mobilisation is governed by the Reserve Forces (Call out and recall) (Financial Assistance) Regulations 2005.

Employers can claim financial assistance to cover:

• The cost of a temporary replacement if it's more than the Reservist's salary
• Advertising costs and agency fees for finding a replacement
• A period of handover and takeover (5 days before and after mobilisation)
• 75% of the cost of specialist clothing for the replacement
• Training costs for the replacement
• Overtime, if other employees cover the work
• Training the Reservist needs to carry on their job when they return

Employers can claim before the reservist leaves for mobilisation, but they will not get a payment until they've started service. Employers cannot claim later than 4 weeks after the last day of their service. Claims can be made as they arise, they do not have to be claimed all at once. Costs for training should be claimed within 8 weeks of the end of the training.

Where a manager wishes to make a claim, they should contact the HR Helpdesk so they can support them in the process. HR may need to provide the manager with evidence to submit alongside the form.

More information, including the claim form can be found on the GOV.UK website.