Salary Information

This article relates to the Salary Information tab within an employee’s record. It covers definitions for the various fields you will be asked to populate on this tab, as well as ways to perform actions like viewing and editing an employee’s salary history.

What do the different salary information fields mean?

The Salary Information tab includes a lot of specific terminology. Here are helpful definitions for what data each of the fields are after.

  • Salary - This is the employee’s salary. It is calculated from the Full Time Equivalent (FTE) value of the salary range and scale they are on. For example, an employee on Leadership 1, valued at £22,000 whose FTE is 0.5 will have a salary of £11,000.

  • FTE Salary - This is the Full Time Equivalent salary for the role. This would be the gross pay that an employee would receive if their FTE value is 1.

  • Daily Rate - This is the gross amount that this employee earns in one day.

  • Hourly Rate - This is the gross amount that this employee earns in one hour.

  • Pay Start Date - This is the date that the employee started receiving their current salary.

  • Last Pay Review Date - This is the date that this employee’s salary was last reviewed.

  • Pay Range - Ranges represent how an employee should be paid for their role. These are commonly split into Teaching, Support, and Leadership.

  • Pay Scale - Scales represent the bands or levels within a range to establish the value of an employee’s salary.

  • Contract Hours - This is the number of hours which an employee is contracted to work each week.

  • FTE Hours - This is the Full Time Equivalent hours for the employee’s role.

  • Paid For Weeks - This records the number of weeks an employee is paid to work over the year. This does not include their holidays and bank holidays.

  • FTE Weeks - This is the Full Time Equivalent working weeks for the role.

  • FTE Value - This is a value between 0 and 1, representing the value of time that the employee works in comparison to the FTE hours for the role. For example, if the employee works full-time, their FTE value will be 1. However, if the employee works part-time, 3 days a week, their FTE value will be 0.6.

  • Working Weeks - This is how many weeks an employee is contracted to work.

  • Paid Over Weeks - This is the number of weeks in the year over which an employee earns their salary. A common figure for full-time staff on monthly salaries is 52.14. However, if staff do not receive pay over the summer, this figure may be less.

  • Contract Days - This is the number of days an employee contracted to work each week.

  • Payroll Number - This field is for adding an individual ID for this employee as determined by your payroll provider.

  • Tax Code - This is where you would input the staff member’s tax code for this role.

  • Safeguarded Salary - This checkbox confirms whether this salary is a result of the employee’s salary having been reduced or safeguarded.

  • Eligible For Pay Progression - This checkbox confirms whether this employee’s salary is eligible to increase within their pay range.

How do I increase an employee’s salary?

This depends on how your employee's pay is set up and what kind of increase you are looking to perform.

If the employee in question is on a spot salary, for example, their salary is not being determined by pay ranges or pay scales you have set up, then you can make changes to this salary within the Salary Information tab on their employee record in Employees. It is also possible to perform increases to the spot salaries of multiple employees at once by using a bulk action.

However, if your employees' salaries are determined by pay ranges and pay scales you have set up, you will not be able to make changes to the employees salary within their employee record. Instead, if you are looking to:

Move an employee, or employees up a scale or pay point, please read our article on Bulk Actions in Employees.

Set up an increase to employee base-pay, such as an annual percentage increase, please read our article on Model Pay Scales.

How do I view and edit salary history?

To view and edit an employee’s salary history, go to the specific employee record in question and select the Salary Information tab. Select Edit Details at the bottom of this tab to make changes.

You will be prompted to enter an effective date before continuing. In this context, the date you choose is not important.

Now select Salary History to launch the salary history for this employee. A window will appear where you can view a complete, chronological list of all changes which have ever been made to this employee record.

If you wish to make edits or remove entries, please tick the Show selector for editing checkbox at the top of the window.

Use the radial selector column on the left-hand side to locate the row you wish to make changes to, and then select what changes you would like to make from the Please select action… dropdown above.

If you make any changes, be sure to select Save to apply these before returning to the Salary Information tab.

What are effective dates and how do they work?

An effective date is the date that a change to an employee record will take effect from. This is particularly useful if an employee will be entering a new job role, or getting an addition or deduction to their salary which does not take immediate effect.

When you choose to Edit Details on tabs within an employee’s record, a window pops up which prompts you to enter an effective date. When an effective date is added, Every HR will log any changes made to an employee’s job role in the employee’s Job History.

If you make a change but are unable to review these changes within the employee’s record, this is most likely because the new effective date is being superseded by a previous change. The effective dates feature works in chronological order, changes made when the earliest date was added will remain in the system unless otherwise removed.

To remove any conflicting effective dates, go to an employee’s record, choose the Job Information tab and select Edit Details at the bottom. Then select Job History and check the box next to Show selector for editing to make changes.

Use the radial selector column on the left-hand side to locate the row you wish to make changes to, and then select what changes you would like to make from the Please select action… dropdown above.

If you make any changes, be sure to select Save to apply these before returning to the Job Information tab.