HR Admin - Pay Scales

Please note, you cannot currently import Pay Scales but must set them up manually. However, Spinal Point values within a pay scale can be updated in bulk (for example when all points are updated in April/September to account for inflation).

Notice for completing the Workforce census

The Workforce Census only requires a pay scale to be in place for leadership, i.e. leadership staff must have their salary linked to the leadership pay scale in Staff Profile > Contracts > Salary. The Leadership team could include the Head, Deputy Head, Executive Head, Assistant Head. In some schools, it could extend to roles such as the head of department/learning/assessment.

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For non-leadership staff, you can add all the pay scales for every staff if you wish, or use the Custom FTE salary amount to enter the full-time equivalent salary. Just ignore the first three boxes and enter the custom FTE salary amount instead.

 

Setting up a new Pay Scale

Step 1 - Add your Pay Scale

To set up the pay scales go to School > All Staff > HR Admin > Pay scales and click +Add.

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Complete the information for the pay scale - name, effective date, end date, minimum salary and maximum salary.

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Step 2 - Add Spinal Points

Click the +Add in the spinal Points section to define the spinal points.

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The slide over will automatically populate to create 32 spinal points, but you can change this as required. For example, to create 2 new spinal points you would put 1 and 2 in the boxes respectively.

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You will then see the spinal points added.

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Then click Set New FTE Salary Values button to enter the desired values for the salary and effective dates for this set of spinal points.

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Step 3 - Add Grades (Optional)

Adding grades can help you to distinguish the level or responsibility taken on by your staff members, showing that they should be assigned to a higher pay spinal point. Adding grades is optional, and this data is not collected in the Workforce Census.

To add a grade, click +Add in the grades section.

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Once you have added your grades you can then assign them to spinal points. You can do this in two ways:

1. Click into the Spinal Point table then click +Add in the Grades section.

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2. In the Grades section, click the grade. Click +Add to add more spinal points to the grade.

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Step 4 - Assign your Pay Scale to staff members

Go to the staff member's Staff Profile and go to Contracts from the left-hand menu. Scroll down to the Salary section. Click +Add to add pay information.

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Here you can choose the pay scale, grade and pay scale spinal point, then scroll down and Click Save changes to apply the pay scale.

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The staff member will then appear in the Staff Contract Posts with Pay Scale section on the Pay Scale Overview.

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Seeing and editing current Pay Scales

Go to School > All Staff > HR Admin > Pay scalesHere you can see all the pay scales you have set up. Click on a scale to visit the Pay Scale Overview.

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On the Pay Scale Overview you can view and edit your pay scale set up.

In the Pay Scale information section, you can edit any of the information that has an arrow symbol.

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In the Spinal Points section, you can see all the spinal points of the pay scale that you have set up, the salary of each spinal point, when the current pay is valid until, the next salary if it has been set up and the grade assigned to each spinal point.

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To see or edit more information about the spinal point, or delete it, click the row in the table containing the spinal point. You can only delete a spinal point if there are no staff members assigned to it.

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To add new spinal points, click +Add. The slide over will automatically populate to create 32 spinal points, but you can change this as required. For example, to create 2 new spinal points you would put 1 and 2 in the boxes respectively.

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In the Grades section, you can see all the grades that have been set up. To add a new grade, click +Add.

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Click a grade to see more information about the spinal points assigned to the grade.

Here you can add more spinal points to the grade, or remove a spinal point from the grade. To do this click the point, click Edit and then the green Remove button.

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In the Staff Contract Posts with Pay Scale section, you can see a list of all the staff members that are currently assigned one of the spinal points. Click a staff member to visit their Staff Profile. 

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Adding Next Salaries to a Pay Scale

So you can keep a record of any salary changes for pay scale spinal points, you can define the effective dates for each salary.

For example, my initial pay scale went from £30,000 to £62,000 but I know that the pay for each spinal point would be reviewed, and new salaries will be implemented on 1 April 2019.

Therefore, when setting up my initial salaries, I set the effective dates to end on 1st April 2019.

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Then, once I knew what the new salaries would be for each spinal point, I added these in by clicking the Set New FTE Salary Values button.

Note that for this new set of salaries, I have set the Effective dates to be 1st April 2019 onwards.

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The Pay Scales table will then show the Next FTE Salary. This salary will also automatically be applied to the staff members assigned to each spinal point once the Effective date has passed.

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Deleting a Pay Scale

You can only delete a pay scale if there are no staff members assigned to it. You must first remove all the staff members from the pay scale using the salary section in Staff Profile > Contracts > Salary. 

Returning to the pay scale, you will then be able to delete it by clicking the red Delete Pay Scale button.

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