Salary Policy
Policy statement / The Office of the Police and Crime Commissioner (OPCC) aims to achieve equality of opportunity in its employment practices and pay and reward arrangements. It makes every effort to ensure that employees are paid the correct salary and allowances in accordance with the Employment in Office of the Police and Crime Commissioner Agreement and subsequent variations and an employee’s Statement of Employment Particulars.
Scope / All employees of the OPCC.
Casual workers are explicitly excluded from the Employment in Office of the Police and Crime Commissioner Agreement.
How to use this document / This document is not part of the formal policy. Instead it provides additional information to helpyou in the practical day to dayapplication of the policy.
It is expected that you will have an understanding of the Salary Policy prior to using this guide.
Content
Roles and responsibilities
Grades
Progression of salaries within the salary range
New appointments to the OPCC
Promotion of existing employees
Secondments
Special recognition scheme payments
Salary protection
Weekend working, night working and overtime payments
Payment of allowances
Deductions from pay and leavers
Overpayments
Underpayments and pay advances
Roles and responsibilities
/ As the manager you are responsible for:- ensuring that all salary payments you authorise are in accordance with the Salary Policy
- requesting and authorising pay amendments andpayment claims and completing leaver notifications within appropriate timescales to ensure employees receive the correct payments and prevent overpayments/ underpayments from occurring
- resolving any identified underpayments by arranging for payments to be included with the employee’s next salary payment
- following the overpayments process to seek full recovery of all overpayments
- carrying out the appraisalprocess in accordance with the Appraisal Policy, including recording appraisal dates and end of year ratings
- maintaining a suitable bank account or building society account into which payments can be made and providing the OPCC with the current details
- reporting any known or suspected pay errors immediately
- ensuring that overtime, additional hours and enhancement claims are made in a timely manner to ensure payment accurately and on time
Grades
/ There are 11 grades (A – K) in the pay framework. Each employee will be on one of the 11 grades based on the role profile they are matched to. The pay scales can be found in the salary policy, appendix 1.There is no facility to create additional grades. It is recognised that for some roles there may be specific pressures in attracting and retaining staff and where appropriate consideration will be given to payment of a Market Supplement as outlined within the Salary Policy.
There is no facility to combine grades. Career progression arrangements exist within some departments whereby staff may progress to a higher graded role on meeting specific criteria. Each level of role will have a separate role profile, which has been subject to evaluation to determine the grade.
Role profiles capture the key responsibilities/accountabilities and dimensions of a job. Where new roles arise, or a role’s content has significantly changed such that the changes go beyond the key accountabilities contained in the existing role profile, you should discuss the proposed changes with HR Operations. Guidance is available via the portal on the use of generic role profiles and, if a new role profile is needed, how to write a role profile and submit it for evaluation. Requests for evaluation must be approved by the Chief Executive.
Progression of salaries within the salary range
/ Guidance is available via the portal for managers on the appraisal process and how to record appraisal dates and the end of year rating using Managers Self Service.New appointments to the OPCC
/ New employees to the OPCC will normally be appointed to the first step of the salary range for their grade. Where the candidate’s current employment package would make the first step of the salary range unattractive (and this can be demonstrated by the applicant in relation to current earnings), a higher salary may be considered by the recruiting manager. This will be within the salary range (not exceeding Step 3 for grades A and B, and step 5 for grades C to K) of the evaluated grade for the role providing the candidate has a level of skill and experience consistent with that of other employees in a similar position on the salary range.In considering what salary may need to be offered you should have regard to the overall value of the package offered by the OPCC compared with that which the applicant is receiving from their current employer, for example:
- a final salary pension scheme on offer from the OPCC compared with a defined contribution scheme from a current employer
- scope within the OPCC for flexibility in working hours, and
- availability of benefits such as the salary sacrifice scheme for childcare vouchers
Promotion of existing employees
/ On promotion to a higher grade an employee will normally be appointed to the lowest step on the range for that grade. Where it can be shown that the promoted employee has the relevant skills and experience of other staff higher up the salary range for the promoted role, you may consider a higher salary within the limit of the salary range for the grade of the role appointed to.Secondments
/ Secondments on a 100% basis will be recorded on SAP by appointing the employee to the secondment position. For secondments at a higher grade, the individual’s SAP record will be amended to reflect the agreed salary. You may need to amend the individual’s annual leave quota to reflect the correct annual leave entitlement for the duration of the secondment.Part-secondments at a higher grade will be recorded on SAP by appointing the employee to the higher graded position but retaining the basic rate of pay and grade for the employee’s substantive role. A ‘Secondment Allowance’ will be paid as a recurring payment on a monthly basis. The allowance will be the difference between the employee’s current salary and the first step on the range for the higher graded role, based on the proportion of time the employee is undertaking the higher level duties. It is calculated as follows:
Full Time Equivalent (FTE) Secondmentsalary – FTE substantive salary = FTE allowance x full time % (if employee works part time) x % of time at the higher grade / 12 = Monthly Secondment Allowance
The employee’s annual leave quota should be amended, where appropriate, to reflect the EHCC 2007 annual leave entitlement for the proportion of the secondment at the higher grade, for the duration of the secondment.
Step progression will be applied to secondment salaries and allowances, in accordance with the Salary Policy.
Managers should use the Recruit to Vacancy form, at the beginning of the secondmentarrangement confirming:
- position to which the employee is seconded
- secondment hours
- full time equivalent secondment grade and salary
- monthly SecondmentAllowance amount (including calculation) if applicable, for part secondments
If the duration of the secondmentchanges,you should complete theRecruit to Vacancy form giving the new information.
At the end of the Secondment arrangement, you should alert the IBC to any new information via the portal. The employee will normallyrevert to their substantive salary and position within SAP.
Special recognition scheme payments
/ Guidance on the application of the Special Recognition Scheme is available for managers via the HR portal.Once approval to make a payment has been obtained from the Chief Executive, you should complete the ‘Amendment to Employee E-form’to arrange for payment to be made.
Salary protection
/ Employees in a redeployee situation will be given redeployee status for jobs at their existing grade or a lower grade.If an employee who is already in receipt of salary protection is subsequentlyin a redeployee situation they will also be given redeployee status for jobs at their previous higher grade. Once the pay protection payment has ceased redeployment will only be considered against their current grade or a lower grade.
When an employee is already in receipt of salary protection and is;
- promoted to a higher graded role –salary protection will be eroded by the corresponding amount of salary increase and any remaining protection will continue to be paid for a period up to the end of the protection arrangement.
- redeployed to a role at the same grade or asked by management to transfer to a role at the same grade - salary protection will continue to be paid for a period up to the end of the protection arrangement. Salary protection will be reduced by any additional payments in the new role, such as a Market Supplement, to ensure that overall pay remains the same as their current role. This would not apply to payment in respect of obligations in the role such as shift working.
- appointed to a role at a lower grade (at the employees request) – salary protection will cease on the day of transfer to the new role.
- redeployed to a role one grade lower than their current grade – their existing salary will be protected for a period of up to 2 years. Any element of protected pay remaining from the previous arrangement will cease at the end of the previous protection period. The remaining element of salary protection relating to the most recent redeployment will continue to be paid for a period up to the end of the protection arrangement.
- redeployed to a role more than one grade lower than their current grade – pay will be protected at the salary range maximum of one grade higher than the redeployed role for a period of up to 2 years. In addition, any previous protection amount will also be paid for a period up to the end of the previous protection period.
When an employee reduces their hours during the pay protection period, either on a temporary or permanent basis, the protected amount will reduce in proportion to the reduction in hours. The pay protection will not increase should the employee subsequently increase their hours during the pay protection period.
Weekend working, night workingand overtime payments
/ Weekendworking, night working and overtime payments willonly be paid to employees in roles above grade F where you have given prior approval to the arrangements.Payment of allowances
/ The following payments can be arranged via the portal, indicating appropriate start and end dates:- designated first aider allowance
- working from home allowance
Deductions from pay and leavers
/ Managers can process leavers via the portal. If an employee has any outstanding loans, the appropriate department will be informed, where required, that the employee is leaving when the form is submitted.If an employee is leaving within two years of gaining a qualification for which the OPCC funded the training, repayment will apply in accordance with the Expenses Policy. If the employee’s final pay is insufficient to cover the sums owed, the employee will need to enter into a contract with the OPCC for the repayment of all sums owed. You should notify IBC Financeand discuss a suitable repayment plan with the employee.
Overpayments
/ The OPCC will endeavour to recover all overpayments. The Salary Policy outlines the circumstances where repayment will be sought in full.Where there is a deduction to recover an overpayment of wages or expenses, the employer does notrequire a written mandate from the employee, but it is good practice to seek to obtain the employee's agreement. If the deduction is made without the employee's consent, the employee could seek to take civil proceedings in an attempt to recover the money deducted.
Where the employer has incorrectly told the employee, verbally or in writing, that he or she will receive a particular payment, and the employee has accepted a job on that basis, the OPCC may need to consider serving notice of a change in contract to correct the error. In these cases managers should contact HR Operations for further advice.
For current employees, the process to recover an overpayment is as follows:
Step 1: Overpayment identified (by employee, line manager, budget holder or IBC)
Step 2: Employee is informed in writing by IBCHire to Retirethat an overpayment has occurred. The letter will confirm that their manager will arrange to meet with them shortly to discuss the overpayment and provides the following details:
- the total amount overpaid
- how the overpayment occurred and over what period
- the amount to be repaid – this will be the net amount once deductions for tax, NI and pension contributions (where applicable) are taken into account.
Step 4: Line manager holds meeting with the employee to discuss the overpayment and agree a repayment plan. While legislation does not require written consent from the employee, managers are asked to seek such agreement.
Step 5: Line manager requests that IBC Hire to Retirestart the recovery process by completing the online overpayments recovery form.
Step 6: IBC Hire to Retireapply instructions from the line manager to set up a repayment plan.
Step 7: If the employee will not agree to the repayment, subject to consultation with HR Operations, you should instruct IBC Hire to Retireto proceed to make the deductions. If the employee does not agree with the deduction being taken they will need to follow the appeals process as outlined below. The deductions will be suspended during the appeal.
If a repayment plan cannot be agreed with the employee, the employee or their representative may ask for the matter to be referred tothe Head of Integrated Business Centre or their nominee for adjudication.They may meet with the employee and/or their representative to review the case. Their decision will be final and, if the appeal is not upheld, action to recover the overpayment will be taken.
For employees who are leaving the OPCC’s employment, any agreed monthly repayment being recovered through salary will be collected from final salary. If there is an outstanding balance the employee will be sent an invoice by the IBCFinance and will need to enter into a contract with the OPCC for the repayment of all sums owed. Recovery of the overpayment amount will be managed by the IBC Finance.
If an overpayment is identified after an employee has left the employment of the OPCC,the process to recover an overpayment is as follows:
Step 1: Overpayment identified (by employee, line manager, budget holder or IBC)
Step 2: Employee is informed in writing by IBC Hire to Retire that an overpayment has occurred. The letter will provide the following details and an invoice for the amount to be repaid:
- the total amount overpaid
- how the overpayment occurred and over what period
- the amount to be repaid – this will be the net amount once deductions for tax, NI and pension contributions (where applicable) are taken into account.
Step 4: The recovery of the overpayment will be managed by IBC Finance. If the debt is irrecoverable the IBC Financewill seek the budget holder’s agreement to a ‘write off’.
‘Write-offs’ will only be considered as a last resort and any decision to write off overpayments, or a proportion of an overpayment, must be made by the Chief Executive in consultation with the Chief Finance Officer.
Underpayments and pay advances
/ When an underpayment is identified, you should aim to establish the reason for the underpayment and the amount of the underpayment. Where it is not possible to establish the reason and/or the amount due by referring to local records, you should contact the IBCHire to Retire. Once the underpayment amount and reason for the omission has been established, you should arrange for the agreed amount to be included with the employee’s next salary paymentby completing an HR Query form in the manager’s portal.Where the underpayment has taken place over a period of two years or more, which could result in a significant underpayment, you should seek further advice from HR Operations.
If the employee indicates they are unable to wait until the next pay day for their salary to be corrected, you should request a Pay Advance for them, providing they:
- are a new employee who commenced their employment on or before the 1stof the month and their salary was not credited to their account on pay day (this excludes casual workers who are paid one month in arrears)
- are an existing employee who received less than 85% of their total gross pay due on pay day
- employee’s full name and Personnel number
- amount of payment
- reason for payment
Where you are unable to update SAP any supporting documentation (appointment form, overtime claims etc.) must be received by IBCHire to Retirebefore a payment can be made.
The Pay Advance paid to your employee will be based on the gross amount owed less an estimate of any deductions due, i.e. income tax, pension contributions and national insurance contributions.
Payments will be made directly into the employee’s bank/building society account three days after the request is received.
The employee will be sent a letter to confirm the amount that will be credited to their account, the date of payment and when the Pay Advance will be recovered from their salary.
A standard processing charge will normally apply.
In exceptional circumstances (where an employee will suffer immediate financial difficulties without receiving the funds they are due) a payment can be processed within a shorter timescale. Where such requests are received these will be assessed on an individual basis as there may be occasions when it will not be possible to meet such requests. However, where such requests can be accommodated a premium charge may be made.
Toolkit / Salary Policy
Employment in the Office of the Police and Crime Commissioner for Hampshire Terms and Conditions Document
Support / Managers:
Any queries can be directed to Integrated Business Centre or HR Operations.
How to guide