Gender Pay Gap reporting survey 2016

Transcription

1 Gender Pay Gap reporting survey 2016 Getting started: how to complete your questionnaire Completion instructions Use this document to help you complete the questionnaire. Return your completed questionnaire to us by 8 July If you need help, please contact us on or participants@xperthr.co.uk.

2 In this document In this document Page 2 Introduction Page 3 Completion instructions Page 4 Frequently asked questions Page 8 Key dates Submission deadline: 8 July 2016 Publication date September 2016 Help and advice If you are struggling to match a job or want advice on completing the questionnaire, please contact us. Call participants@xperthr.co.uk Finished? Please upload the completed Excel questionnaire via the secure participant portal. The secure participant portal can be accessed via the green "Manage my data" button on the right hand side of the salary surveys homepage after you have logged in to XpertHR. Screenshot 1: location of manage my data button on the salary surveys homepage 2

3 Introduction Your company will have received a blank spreadsheet from us. This booklet explains what you now need to do to complete it. The spreadsheet has four tabs. Tabs one and two contain instructions and a page to update contact details. The third asks about your organisation including, for example, how many employees you have and what your annual turnover is. The fourth tab is where we would like you to input information about each of your employees and how much you pay them. Every line in the questionnaire represents one individual employee. How to complete the individual data tab Across the top of the fourth tab you will find a series of headings. These give an idea of the information you will need to fill in, and are further explained on pages 4-7 of this booklet. Most of the information will already be in your HR system, and it should be straightforward to paste this into the spreadsheet. Please include ALL individuals who ordinarily work in Great Britain (that is, England, Wales and Scotland ONLY); and whose contract of employment is governed by UK legislation. To comply with the Regulations, your submission will need to include all of these individuals. Other individuals not meeting these requirements may be included but you must take care to mark their employment status accordingly so that XpertHR identify and remove these individuals at the reporting stage. Help and next steps If you need any support, the XpertHR salary surveys team is available to offer advice. You can call us on or participants@xperthr.co.uk. Once you have completed the survey, please upload the completed Excel questionnaire via the secure participant portal. The secure participant portal can be accessed via the green "Manage my data" button on the right hand side of the salary surveys homepage after you have logged in to XpertHR. We will then carry out a series of checks and respond to you by with any questions. Important note To comply with the Regulations, you must submit data for a given pay period for each employee not for the full year. Please see the explanation of this on page 6 and in the FAQs on page 8. 3

4 Completion instructions The table below tells you what information is needed in each column of the spreadsheet. Each line of the spreadsheet should include data on a different individual employee and their role. If in doubt about what is required, please phone us on and we will be happy to help. Your guide to filling in the survey questionnaire General details Column heading Installation code What should I do with this column? Leave blank for XpertHR use only. Record number Leave blank for XpertHR use only. Identity Enter any code or number which will enable you (but no one outside your Organisation) to identify each individual. For data protection reasons, do NOT use personal names or initials. Many participants use payroll numbers here, but the choice is entirely yours. Gender Please code either: 1. Male 2. Female Job title Please enter a job title for each individual eg, Retail assistant. Business division Please enter the business division within the organisation eg, Logistics. Leave blank if no business divisions. Job department Please enter the department in which the individual works eg Finance. 4

5 Your guide to filling in the survey questionnaire General details (continued) Column heading Employment status What should I do with this column? Please enter the employment status of the individual. If you do not select an option we will enter the default option on your behalf. 1. GB employee (default) 2. Non-GB employee 3. Contractor / casual worker 4. Agency worker Explanation: the gender pay gap reporting regulations only require that employees working in Great Britain with a contract governed by UK employment law (option 1) are included. The remaining options (2-4) have been provided to enable you to exclude individuals on a case-bycase basis if necessary. Zero hours contracts: You must determine whether each individual on a zero hours contract is classed as a worker or an employee. For worker select option 3; for employee select option 1. See FAQs on page 8 for further information. Date service commenced Date individual started working for the organisation. For employees who transferred in to the organisation, use original start date (as if calculating for eg, redundancy). Date of birth We prefer a DD/MM/YYYY format (eg, 01/04/1970 for 1 April 1970). Staff reports Enter the total number of direct and indirect reports managed by the individual. Post code Please enter the first part of the postcode for the individual s place of work (eg, SM2). Code homeworkers to the office to which they report. Mobile staff not attached to an office, enter MOB. 5

6 Your guide to filling in the survey questionnaire Pay Column heading Pay period (type) What should I do with this column? Enter the frequency of pay for this individual: 1. Weekly 2. Fortnightly 3. Monthly 4. Other The pay questions below should be completed for the selected pay period containing 30 April. Example, if you have selected option 3 (paid monthly) the relevant pay details for the individual are those for the pay period covering 30 April, this is likely to be the period 6 April May See FAQs on page 8 for further information about pay periods and on what pay items should be included or excluded from the pay columns. NB please read the FAQs on page 8 if you are unable to split out the different pay elements listed below. Pay period (hours) Pay - base Enter the number of hours the individual is contracted to work during the pay period eg, The pay period is the week, fortnight, or one month for each individual for which you will be supplying pay data. For zero hours employees, please provide the number of hours worked in the pay period. Enter the individual s basic pay for the pay period before deduction for PAYE, national insurance, pension schemes, student loan repayments and voluntary deductions. Pay - holiday Enter the amount received as holiday pay during the pay period. Pay - maternity Enter the amount of maternity pay received during the pay period. Pay - sick Enter the amount of sick pay received during the pay period. Pay - area allowance Pay - shift premium Enter the amount of area allowance (eg, London) received during the pay period. Enter the amount of shift premium pay received during the pay period. Pay - bonus Enter the amount received as profit sharing, productivity, performance and other bonus or incentive pay, piecework and commission received during the pay period. Pay - other Enter the amount received as other pay, this would include car allowance, responsibility allowance, travel to work allowance, on-call and standby allowances and acting up allowance. 6

7 Your guide to filling in the survey questionnaire Bonuses The bonus questions below should be completed for the full 12 months to the end of the pay period that contains 30 April, the as at date. Example, if the individual is paid weekly (option 1) the relevant pay period would likely be 27 April May 2016 therefore the bonus data should be for the period 5 May May NB Please note the very broad definition of Bonus incentive pay. This definition is set out in the draft Regulations and includes items such as commission. Column heading What should I do with this column? Bonus - incentive pay Enter the value of all bonus payments made in the full 12 months to the end of the pay period. Include payments received and earned in relation to profit sharing, productivity, performance and other bonus or incentive pay, piecework, commission. Bonus - long term incentive pay Enter the value of any long term incentive plans (including those dependent on company and personal performance) in the full 12 months to the end of the pay period. Bonus - share value Enter the cash equivalent value of shares on the date of payment. Explainer: why does the questionnaire ask for pay and bonus elements over two different periods? The draft Equality Act 2010 (Gender Pay Gap Information) Regulations 2016 specifies both the reporting periods and the pay elements to be used for gender pay gap reporting. XpertHR has designed the gender pay gap questionnaire to fulfil these requirements. 7

8 Frequently asked questions Pay period Q. What is the pay period when submitting data? A. The Regulations ask you to report on a set pay period for each employee. For monthly paid employees, this means reporting all elements of pay for that month. For weekly paid employees, it means reporting all elements of pay for that week. Please do NOT submit annual salaries. Q. What should I do if I have a combination of weekly and monthly paid employees? A. Submit data for the relevant pay period for each employee. This might mean that some lines of data cover one month and others a week. This does not distort the calculation because we also collect from you the number of hours worked in the pay period. Q. Why do I need to tell you how many hours each employee worked? A. To calculate a standard hourly rate in line with the Regulations, we add up all the pay elements and divide the answer by the number of hours worked for each employee. We can t do the sums without it. Relevant employees Q. Who do I include or exclude from the data? A. The draft Regulations say only that you should include data on anyone working at 30 April, who works mostly in Great Britain and whose contract is government by UK employment law. This definition would exclude those who work mostly in Northern Ireland, the Channel Islands and the Isle of Man. The Regulations do not define how to treat contractors or those on zero hours contracts. Employers will have to make their own decisions, drawing on previous experience of dealing with similar situations, eg, questions about whether an individual is self-employed or whether they are eligible for pensions auto-enrolment. Incomplete data Q. I can t submit data for all relevant employees in my organisation. Does it matter? A. If you do not submit data for all relevant employees, our calculations and the report we return to you will be inaccurate and the data will not comply with the Regulations. Q. I can t submit data in some of the pay and bonus columns. Does it matter? A. Again, if you do not submit all the data requested, our calculations and the report we return to you will be inaccurate and the data will not comply with the Regulations. There is one exception to this a situation where you can submit an overall figure but not break it down into different elements (this is dealt with in the next question). 8

9 Defining pay Q. I can submit total amounts paid, but can t split out the pay elements. What should I do? A. As long as you include all relevant payments (see below) made to the employee in the Pay basic column, you can leave all the other columns that begin Pay xxxxxxxxxxxx blank. The breakdown is entirely for your benefit and makes no difference to the eventual calculation. Please note, however, that columns headed Bonus xxxxxxxxxxxx must still be completed as these cover a different time period and are used in a separate calculation. Q. Why do I have to submit bonus payments in the Pay xxxxxxxxxxxx columns of the questionnaire and in the Bonus xxxxxxxxxxxx columns? A. Bonus payments you put in the Pay columns are for the pay period (see above for definition usually a week or a month). Bonus payments in the Bonus xxxxxxxxxxxx columns are for the entire year. This is a requirement of the Regulations. Q. What elements of pay are included and excluded from the calculations? A. You will need to include data on the following elements paid to each individual employee in the pay period: basic pay, holiday pay, maternity pay, sick pay, location or area allowance, shift premiums, bonus pay (including commission and similar payments), and other pay, including car allowances paid through the payroll, on-call and standby allowances, and clothing, first-aider and fire-warden allowances. (It should be noted that, for employees on maternity leave, the draft Regulations stipulate that actual maternity pay and not the notional sum that would have been earned had they not been on maternity leave should be used. The same principle will apply to other forms of leave.) The following items should not be included: pay for any other pay period, overtime pay, expenses, the value of salary sacrifice schemes, benefits in kind, redundancy pay, arrears of pay and tax credits. Each element included in the calculation should be that paid before deductions for tax, national insurance, pension schemes, student loans and voluntary deductions. 9

10 The small print XpertHR subscribes fully to the principles embodied in data protection legislation. Specifically, all personal and corporate data is securely stored for the sole purpose of producing summary analyses relating to salaries, benefits and other conditions of employment. No analysis is published that could lead to the identification of an employee or employer. Every effort is made to ensure the accuracy of the data. When submitting data, do not use people s names or initials in the identity column. Our spreadsheets do not contain macros. Copyright in this publication is protected under the Copyright Designs and Patents Act 1988 and is held by Reed Business Information Ltd. Neither the whole nor any part of this survey may be reproduced by any means whatsoever without first obtaining the consent in writing of Reed Business Information Ltd. Full terms and conditions can be found at: