Automatic Point Increments

This feature allows the school’s admin to define the rules that dictate when an employee should automatically move up in pay scale.

All teachers below the maximum of the main or upper pay range are entitled to be considered for pay progression every year. We have implemented the feature to accommodate for the different rules to be set up and then happen automatically or go through an approval process.

The functionality is also available at trust level.

Please note:

To use this feature your school or trust must have pay ranges and pay scales set up in Every HR and already be using these to determine employee salaries. Incrementation makes specific use of the order number of pay scales, so this must be set up correctly. For more information on pay scales see our article on setting up pay scales.

Setup

Step 1 - Checks

Before you create an increment rule, you first need to check that you have set up all the required pay scales and their respective order numbers at your property and the salaries of your employees have been linked to these pay scales.

Step 2 - Navigation

To create your increment rules, go to the Settings page for the Employees module and choose the ‘Automatic Point Increment’ tab.

Step 3 - Add Rule

Click the ‘Add Increment Rule’ button to launch the following window where you can set up your rule. You will need to fill out the following fields to set up your rule:

Give your increment rule a title to identify it.

Clearly describe the increment rule, its frequency and what it does.

Set the date in the future that this increment rule will be active from. It will only apply on or after this date.

Switch this to ‘YES’ if you wish for this rule to end after a particular set date. If you choose this, you will be asked to enter a date that the rule will be ‘Active Until’.

Turning this on will allow the rule to run automatically without human approval. If this is switched to ‘NO’ you will need to approve increment points manually on the Bulk Actions page in Employees.

Step 4 - Set Conditions

Next you will need to choose who the rule will apply to. You can set the rule to apply to either job categories, or to all teaching staff or all support staff. If applied to job categories, you can choose any setup on the ‘Job Categories’ tab on the Main Settings page within Admin.

Specific Categories Only: Switch this to ‘YES’ if you would like to apply this rule to employees with roles within a certain job category you have set up. Leave this set to ‘NO’ if you would prefer to apply this to all teaching staff or all support staff at your property.

Categories: Here is where you can choose the job categories your rule will apply to if you have ‘Specific Categories Only’ switched to ‘YES’.

Staff Type: Here is where you can choose whether your rule applies to either teaching staff or support staff if you have ‘Specific Categories Only’ switched to ‘NO’.

Step 5 - Set Logic

From here you will define the conditions that must be met for the increment rule to run and apply to the correct employees. This is the ‘conditional logic’ that will drive the increment rule.

Understanding Conditional Logic

Conditional logic runs as a statement from the top of a form to the bottom, along the way you will see the statements IF, AND, THEN, and ELSE. Therefore, IF a condition is met, AND another condition is met, THEN an increment will run, or ELSE you can define something else to happen. Descriptions of all the conditions and what they do are listed below.

Execution Frequency (Months): Enter the frequency you wish your rule to run in months. For example, if you wish this rule to run annually, type ’12’ for 12 months.

Condition Type: This is where you can set whether an increment rule applies to someone who has been working at the property longer than a set number of months, or instead if the employee has a start date prior to or equal to a particular date.

Employee has this minimum months of service: Enter a minimum number of months an employee must have worked at your organisation to be eligible to increment under this rule.

Minimum Start Date: Enter a start date after which employees will not be eligible to increment under this rule.

Date of Appointment Condition: Here you can set an optional, additional condition regarding a staff’s date of appointment. If turned on, this can be set to check either whether an employee’s continued service equals their date of appointment within the local authority (‘Continued Service equals Date of Appointment’) or within this property specifically (‘Continued Service within Organisation equals Date of Appointment’).

Run Increment On: Use this dropdown to select whether you wish your increment to run on a fixed date or on the anniversary of an employee’s start date.

Run increment on this date: If you have chosen for your increment to run on a fixed date each year, please choose this date in this field.

Increment if condition returns negative: Switching this ‘ON’ gives you options to re-run an increment a set number of months after an employee’s start date if the increment otherwise returns as negative. If ‘OFF’, the rule will do nothing for those who fall outside of the set conditions. (This is useful for the ‘April Increment’ whereby if an employee has fewer than 6 months of service on the 1st April, then they will increment 6 months after their start date.)

Run increment this many months after the employee’s start date: Here you can set, in months, how many months after an employee’s start date they will increment if they do not meet the previously set conditions.

Click ‘Save’ to apply your new increment rule.

Increments in action

Setting offset days

The offset days indicate how many days before the effective date Every should apply the increment rules to allow preview of the upcoming changes in an employee’s salary history.

You can set how many offset days you require by clicking the ‘Change’ button on the ‘Automatic Point Increment’ tab on the Settings page for Employees.

Point increments that auto-approve

If you have set your increment rules to auto-approve, then no further action will be required on your part. The increment uplift will run automatically for all who fit the criteria of any rules you have set up.

Approving your point increments manually

However, if you have decided to not set up auto-approve then you can manually approve or reject employees who are due to increment through the tab labelled ‘Increment Rule Approval’ on the Bulk Actions page within the Employees module.