Error 4540 and Queries 4545Q and 4470Q

This article addresses Error 4540 and Queries 4545Q and 4470Q related to staff pay issues. Error 4540 occurs when a staff member lacks base pay; it can be resolved by adding them to a pay scale or setting a custom FTE salary. Query 4545Q highlights cases where apprenticeship pay is below minimum wage, requiring verification and potential adjustments. Query 4470Q arises when a staff member on a teacher's pay scale is not recognised as a qualified teacher, necessitating updates to their status or pay scale. Solutions for each issue are provided.

Error 4540

If a staff member is not paid by a daily rate, then base pay must be provided.

Fix

To add the Base Pay to a staff member's profile, you add them to a pay scale or add an FTE salary.

1. Go to the staff member's Staff Profile and click Contracts from the left-hand side. 
2. Click the current contract, or click +Add to add a new contract.
3. In the slide over, either select a Pay scale, Pay scale grade and Pay scale spinal point or add a Custom FTE salary amount for the correct pay, then click Save Changes.

Please note that different guidance applies if on a 0 hours contract: Staff on 0 hours contracts

Query 4545Q

Staff appears to be paid less than minimum wage for an apprenticeship, please check. Base Pay should be greater than or equal to: Hours Per Week multiplied by Weeks Per Year multiplied by 5.28.

Fix

If this staff member is paid less than the minimum wage for their apprenticeship role, you can submit the census with this query, but you will need to provide an explanation to COLLECT.

Please note that the Weeks per Year value that is returned in the census is rounded to the nearest whole number, so this should be taken into account when double-checking the calculation for this query.

If they are not paid less than the minimum wage for an apprenticeship role, you will need to go to their Staff Profile and update their salary information. Click Contracts from the left-hand side then click their current salary.

In the slide over, either select a Pay scale, Pay scale grade and Pay scale spinal point or add a Custom FTE salary amount for the correct pay, then click Save Changes.

Query 4470Q

Query 4470 (4470Q: Qualified Status inconsistent with Pay Range type) appears when someone has been put on a teacher's Pay Scale, but has not been logged as being a qualified teacher.

For the example above, you can see that Jaqi is on the Teachers Upper Scale for pay scale.

This pay scale has the pay range of 'Teachers Upper', so the DfE expects any staff member on a pay scale with this pay range to have qualified teacher status.

You'll need to either put the person on a different pay scale, or amend the pay scale from School > All Staff > HR Admin > Pay Scales.

If they are a qualified teacher

You'll need to add their qualified teacher status from School > Data > Data Quality Dashboard > Staff > Teacher Status. Click the staff member to add in their status and their route.

If they're not a qualified teacher

You have a few options:

• add a note to COLLECT when submitting your census
• move them onto a different pay scale with a different pay range (such as unqualified teachers) from the Contracts > Salary section of their staff profile (you will have needed to set up a separate pay scale)
• remove them from the pay scale and add in their custom FTE salary instead