Gender Pay Gap Report

This guide aims to help you set up and run the Gender Pay Gap report in IRIS Cascade Payroll and Core HR.

Reporting options in IRIS Cascade

IRIS Cascade includes two Gender Pay Gap reports, one within the Payroll module and the other in Core HR. If you do not use IRIS Cascade Payroll, you can use the report in Core HR to carry out the calculations, based on the data you import into the system.

IRIS Cascade Payroll

All employees are marked to appear in the report by default, but you must exclude some employees who are not on full pay (for example, employees on long-term sick leave or on reduced maternity pay) on the snapshot date of 5 April from the report.

You can run a query to identify these employees. If you use sick pay rates, you can set all criteria against Sick Pay Rate in Absence (Dates) to Equals 50 or Equals 0.

Excluding employees

You can exclude employees who are:

  • Not on full pay

  • Not on full pay but who receive a bonus payment

IRIS Cascade cannot help you to determine which employees to include and exclude.

Exclude employees who are not on full pay

  1. Go to Payroll > Select the payroll company

  2. Select the employee

  3. Select the Pay Record screen

  4. In the Actions column, click View

  5. Untick Include in Gender Pay Gap Report. If you do this, you do not need to remove the data in the Gender Bonus Gap Period (Days) field, as the employee will be excluded entirely.

  6. If any employee receives a bonus, you must also add the Gender Bonus Gap Period (Days) value on their Pay Record screen. For example add:

    1. 30 if the employee receives a monthly bonus payment

    2. 90 if the employee receives a bonus payment per quarter

    3. 180 if the employee receives a bonus payment every six months

    4. 365 if the employee receives one or more bonus payments for the whole year

Exclude employees who are not on full pay but receive a bonus payment

To exclude these employees, you must:

  • Mark the employee to include in the Gender Pay Gap report

  • Mark the bonus element to include in the report

  • Not mark the element used to pay employees for the report

Pay elements

Before you run the Gender Pay Gap report for the first time, you must mark the pay elements (earnings or deductions) to use in the report in Payroll.

IRIS Cascade cannot advise you on which elements to include in the Gender Pay Gap report; you must make decisions based on legislative guidance on the Government website and here:

Gender Pay Reporting guide

You need to break down the elements into two categories:

  • Pay – select Include in Gender Pay Gap for any element to be used for calculating pay

  • Bonus – select Include in Gender Pay Gap and Include in Gender Pay Gap Bonus for any element to be used for calculating bonuses

For example, gross amounts should be used after salary sacrifice, so you need to tick Include in Gender Pay Gap Report for both the Salary element and the Salary Sacrifice element.

Select pay elements for pay and bonus calculations

  1. Go to Payroll > Select the payroll company

  2. In the Maintenance section of the navigation menu, click Application Data

  3. Click Pay Elements

  4. Click an element

  5. Click the Parameters tab

  6. If required, click Update at the bottom of the screen, and then select the required gender pay gap option(s) for the selected pay element

  7. At the bottom of the screen, click Save

12-week average hours

Currently, the IRIS Cascade Gender Pay Gap report cannot automatically calculate a 12-week average. To do this calculation, work out the average hours over a 12-week period, add this figure to the employee’s Pay Element History screen for the pay period including 5 April, for the selected pay element, and then run the report.

Running the report

Before you run the Gender Pay Gap report, you must:

  • Complete the pay period in which the relevant date (5 April) falls and process the period end. Closing this period adds the previous year’s date to the list of years available

  • Set the Contracted Hours element against each payroll company, to make sure the report uses the correct hours that employees were working on 5 April

  1. Go to Payroll > Select the payroll company

  2. In the Employee Data section of the navigation menu, click Reports and Analysis > Gender Pay Gap Report

  3. Click Select Companies and then set the appropriate Contracted Hours element against each company

  4. You will see the figures for all frequencies for the selected payroll company. Include all Frequencies is ticked by default. If you untick this option, only the frequency you are using is included. If you select more than one payroll company, this option is ticked by default and disabled

  5. In the Relevant Date field, the year in which 5 April falls is selected. If there is historical payroll data on your system, you can run the report for a different year

  6. If you change any frequency or payroll company settings, click Search to refresh the data. To reset the default settings, click Clear

  7. If you want to select a different payroll company, click Select Companies at the bottom of the screen. The company you are currently viewing is selected by default, with its corresponding PAYE number. Make sure an hour’s element is set next to each company. You can also select any payroll company you have access to. To submit the Gender Pay Gap Report to the Government, you must select all payroll companies

  8. If you want to export the current data to a PDF document, click PDF Export at the bottom of the screen. You cannot change the appearance of the data in PDF documents

  9. If you want to export the data to Microsoft Excel, click Excel Export at the bottom of the screen, and then select the type of report you need:

    1. Breakdown Report (Private), if you want to view all the data being sent to the calculation, with additional columns that you can use to filter/sort the data

    2. Standard Report (Public), if you want to run the report and export the data to Microsoft Excel, where you can manipulate the data further, if required

See below for more information about these options.

Gender Pay Gap Breakdown report

The breakdown report displays the data used in the calculations, with additional options that you can use to sort and filter the data, taken from the following fields on employees’ current Pay Record screen in Payroll:

  • Job Title

  • FTE

  • Grade

  • Spinal Point

The breakdown report doesn’t show employees’ hourly rate, as this is not held on the Pay Record screen. The hourly rate is calculated as follows:

  • (7 / payPeriodDays * (totalPayments + proRataBonus)) / normalWorkingHours

  • The proRataBonus field uses the following formula, rounded to two decimal places:

  • (bonusTotal / bonusPeriod) * payPeriodDays

You cannot add data from the HR module to the breakdown report.

Gender Pay Gap Standard Excel report

Use this option to export the data to a Microsoft Excel spreadsheet, where you can manipulate the data further, if required.

The spreadsheet contains additional worksheets, with charts showing the pay and bonus data:

  • Raw Data One: this worksheet displays the data returned from IRIS Cascade after calculation, so that you can see what data is available to create additional charts etc. It doesn’t show any employees or personal information. To see this data, you need to run the breakdown report

  • Report: this worksheet displays the pay mean and median values, the pay gap as a percentage, pay broken down into quartiles and the percentage, and the bonus gap percentage, along with the mean and median

  • Pay & Bonus Gap: this worksheet uses the pay gap data from the Report worksheet to create charts to better illustrate the data

  • Quartiles: this worksheet displays the quartile data in a bar chart, split by males and females. To create the quartiles, employees’ hourly rate is sorted by lowest to highest, and then split equally into four quartiles. Any employees ‘left over’ are then added to a quartile in the following order: 1, 3, 2, 4. The hourly rate is not sorted a second time, as this may affect the male/female split in each quartile where employees have the same hourly rate

Gender Pay Gap reporting in IRIS Cascade HR

Setting up the report

To start using the Gender Pay Gap Report screen, you first need to enable it in your profile:

  1. Go to Administration > Users, Profiles and Roles > Profiles

  2. Click the main HR Manager profile (or the profile assigned to you)

  3. Click the Data Screens tab

  4. Enable the Gender Pay Gap Report screen

  5. Click Save

When the screen is enabled, it will be visible for all employees.

Gender Pay Gap Report screen

You can use the Gender Pay Gap Report screen to add data that will be used to calculate the required figures, using this table as a guide:

Field How to complete
Relevant Date Select 5th April (snapshot date) and the appropriate year. You are prompted to add this date when running the report. All records must have the same day and month; only the year changes.
Relevant Pay Add the amount of ordinary pay and pro rata bonus pay in the relevant pay period, as a monthly value
Relevant Bonus Pay Add all bonuses paid to an employee over the previous year, up to the relevant date, but not including anything paid in the relevant pay period
Employee Hours Add the hours that the employee worked on 5th April (snapshot date)

You need to retrieve the data for this screen from your third-party payroll system and add it to the employees’ records, either manually by clicking Add New Record at the bottom of the Gender Pay Gap Report screen, or by using Configure This Screen in the Action menu to upload the data.

Upload data from a payroll system

  1. In the Action section of the navigation menu, click Configure this Screen > Tables and Fields.

  2. Click Import Data and Screens from Excel.

  3. In the Screen field, select GenderPayGapReport, and then click Create Template to include all the current data (if any) exported to Microsoft Excel.

  4. Save a copy of the original data.

  5. Add the new information to the spreadsheet, and then save another updated copy on your PC

  6. In the Excel File field, click Browse, and then upload the file to IRIS Cascade

  7. Click Import Preview to check the data. You do not need to change field types at this point

  8. Click Import to upload the new data to the screen. The following changes are made:

    1. Two new fields are added to the screen automatically: Relevant Pay Currency and Relevant Bonus Pay Currency. You can delete these fields, as they’re not used in the running of the report.

    2. The report template is created.

Be aware of the date format (dd/mm/yyyy), and do not delete any columns from the template. GBP must be selected in currency fields.

Each employee will have a record for the snapshot date, and this list will grow as each year’s data is added to the system.

Running the Gender Pay Gap report

  1. In the Advanced section of the navigation menu, click Reports and Analysis

  2. Click Enhanced Office Reports

  3. Click the Employee section

  4. Beside Gender Pay Gap, click Run

  5. In the Relevant Date in Gender Pay Gap field, select the exact snapshot date (for example, 05/04/2017), which must match the records you have added to the Gender Pay Gap Report screen

  6. At the bottom of the screen, click Run

  7. If you want to export the data to a Microsoft Excel spreadsheet, where you can manipulate the data further, click Excel Export at the bottom of the screen. The spreadsheet contains additional worksheets, with charts showing the pay and bonus data:

    1. Raw Data One (Hidden): this worksheet displays the data returned from IRIS Cascade after calculation, so that you can see what data is available to create additional charts etc. It doesn’t show any employees or personal information. To view this worksheet, right-click the Report tab and select Unhide

    2. Report: this worksheet displays the pay mean and median values, the pay gap as a percentage, pay broken down into quartiles and the percentage, and the bonus gap percentage, along with the mean and median

    3. Pay & Bonus Gap: this worksheet uses the pay gap data from the Report worksheet to create charts to better illustrate the data

    4. Quartiles: this worksheet displays the quartile data in a bar chart, split by males and females. To create the quartiles, employees’ hourly rate is sorted by lowest to highest, and then split equally into four quartiles. Any employees ‘left over’ are then added to a quartile in the following order: 1, 3, 2, 4. The hourly rate is not sorted a second time, as this may affect the male/female split in each quartile where employees have the same hourly rate

Troubleshooting

If the Gender Pay Gap report shows no data:

  1. Check all elements have the correct boxes ticked:

    1. For elements to be included in the Gender Pay Gap report (Pay section), only Include in Gender Pay Gap should be ticked

    2. For elements to be included in the Bonus section, both Include in Gender Pay Gap and Include in Gender Pay Gap Bonus should be ticked

    3. Check the pay period for 5 April has been closed