Last updated 19 May 2025

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 and applying additions or deductions to an employee’s salary.

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 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 add additions or deductions?

You can use Every to make additions and deductions to employee salaries. An example of an addition would be additional pay for ‘TLR1’. An example of a deduction would be childcare vouchers. Please be aware that pensions and benefits should not be added as pay additions.

To create an addition or deduction, go to the Settings page within the Employees module and head over to the blue tab labelled ‘Pay Additions and Deductions’.

Creating an addition

Within the ‘Pay Additions and Deductions’ tab, go to the ‘Additions’ sub-tab. Here you will find a table of additions currently set up in the module which can be applied to your employees. To create an addition, click the green ‘Create Addition’ button below the table. This will launch a window prompting you to enter a title, type, default amount, and frequency for the addition. Once you click ‘Save’ you will be able to apply this addition to employees at your property.

Creating a deduction

Within the ‘Pay Additions and Deductions’ tab, go to the ‘Deductions’ sub-tab. Here you will find a table of deductions currently set up in the module which can be applied to your employees. To create a deduction, click the green ‘Create Deduction’ button below the table. This will launch a window prompting you to enter a title, default amount, and frequency for the deduction. Once you click ‘Save’ you will be able to apply this deduction to employees at your property.

Removing additions and deductions

Specific additions and deductions can be edited using the pencil icon or deleted using the red ‘X’ on the right-hand side.

Applying an addition to an employee role

To apply a deduction to a job role, go to a relevant employee record, and choose the ‘Salary Information’ tab on the left. If the salary has a ‘Pay Start Date’ set, you will be able to see a section for ‘Additional Payment & Deduction’ when you click to ‘Edit Details’ for this page.

Clicking the green ‘Add Additional Payment’ button will bring up a window asking you to select an additional payment title from those you have created in the Settings page of the module. You can then enter a specific amount for this addition or click to use the default. The frequency will also adapt to the default for your chosen addition. Before clicking ‘Save’, you will need to add a date for when this additional payment should start from. You can also add a payment end date, payment reason, and click to confirm if the payment is a bonus.

Applying a deduction to an employee role

Clicking the green ‘Add Deduction’ button will bring up a window asking you to select a deduction title from those you have created in the Settings page of the module. You can then enter a specific amount for this deduction or click to use the default. The frequency will also adapt to the default for your chosen deduction. Before clicking ‘Save’, you will need to add a date for when this deduction should start. You can also add an end date and deduction reason.

How do I uplift additions?

The most straightforward way to uplift additions (for example a TLR pay addition) is to use the employee import spreadsheet.

To do this, go to Employees, expand the Details menu, and click the Import Employees page. Use the grey section labelled ‘Amending or Adding Employees’ to download an import spreadsheet.

For this explanation, we are going to perform an addition uplift for TLR pay from the 2022-23 to the 2023-24 academic year. To do this follow these instructions:

Working with the employee spreadsheet

Open this spreadsheet and go to the ‘Pay Additions’ sheet. Filter the ‘Addition Name’ column to view all pay additions that will be impacted by the uplift.

Use the ‘Additional Payment End’ column to set the final day the previous addition amount will be paid. For our TLR example, this date would be 31st August 2023.

In the ‘Reason’ column for each addition being uplifted, choose ‘Uplift’, and in the ‘Bonus’ column, select ‘No’.

Copy the information from the first six columns of each pay addition you wish to uplift (‘Role Key’, ‘User ID’, ‘Job Title’, ‘Role Start Date’, ‘Addition Key’, and ‘Addition Name’). Scroll to the bottom of the sheet until you find empty rows and paste this.

In the ‘Addition Value’ column, add the new value for each new pay addition. Then in the next column, labelled ‘Additional Payment Start’, enter the date from which the new additions will begin. Please note that the end date of the previous addition and the start date for the new addition cannot be the same day. For our TLR example, the new additional payment start date would be 1st September 2023.

Please then confirm that the new pay addition is not a bonus by selecting ‘No’ in the column marked ‘Bonus’.

You should now have entered end dates for all your old pay additions, created new pay additions, entered a new addition value, and set a start date for the new pay addition. Once you are happy with the changes you have made, you will need to save the spreadsheet and return to the Import Spreadsheet page within Employees to upload, validate and import your new data.

Please see our article on the employee import spreadsheet validation process for more guidance on this.

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 (i.e. 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 won't 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.

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

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 click into the ‘Salary Information’ tab. Click the green ‘Edit Details’ button 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 click on the ‘Salary History’ button 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 click the ‘Save’ button below 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 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 click the ‘Edit Details’ button at the bottom. Then click the ‘Job History’ button and check the box next to ‘Show selector for editing’ to make changes.

If you make any changes, be sure to click the ‘Save’ button below to apply these before returning to the ‘Job Information’ tab.