Pay policy
Cherry Willingham Parish Council (CWPC)
Pay policy
1.0 Policy Statement
CWPC actively promotes equal opportunities in employment and welcomes diversity within the workforce and ensures equality for all employees and operates a transparent pay system compliant with the equality act 2010
This policy sets out the framework for making decisions on employee pay. It will help to motivate an employer to provide the basis for sound financial and personnel planning and decrease the risk of grievance and discrimination.
Further details of any entitlements will be included in an employees contract.
2.0 Legislation
The relevant legislation concerning equal pay Act 1970, the Equal Pay Regulations 1983 and Pensions Act 2004
The legislation applies to all workers or employees regardless of full or part time status, casual or temporary contract or length of service or any other consideration. Terms and conditions are set out for each employee.
3.0 Council commitment
To pay accurately and on time
To ensure clear and fair pay is in place for its employees
To maintain a salary record for employees, including holidays entitled and taken, sick days entitled to and taken and overtime records (this must be approved by Full Council)
To retain all payroll information securely to ensure the security of that information.
To update employee payroll information in an accurate and timely manner
To keep HMRC log in details, PIN and passwords in accordance with Financial Regulations.
To meet fully the statutory requirements placed on all employees by PAYE and National Insurance
4.0 Procedure
The Responsible Finance Officer (RFO) will process salary payments using 12Pay or its equivalent .
Payroll information will be submitted to HMRC in a timely manner every quarter
All employees will be provided with a detailed pay slip
Payroll payments will be made by BACS no later than 28th of the month
Payroll payments in each calendar month shall be reported at Full Council meetings
P60’s will be issued by 31st May
5.0 Pay Scales
To comply with legislation, the council will operate a transparent pay system based on objective criteria and publish pay details of staff in line with the requirements of the Transparency Code 2015
All staff pay scales will be determined by their grading, which will align to the NJC pay scales as per their Terms and Conditions
The starting salary on appointment will normally be at the lower end of the pay scale, subject to negotiation based on the employees level of knowledge, skills and experience
One salary point will be added to an employees salary, to a maximum of four points for successfully obtaining:
Certificate in Local Council Administration (CILCA)
Certificate of higher education in community engagement and governance -
Level 1 or equivalent qualification previously awarded by University of
Gloucester
Diploma in higher education in community engagement and governance -
Level 1 or equivalent qualification previously awarded by University of
Gloucester
BA (Hons) degree in community engagement and governance -
Level 1 or equivalent qualification previously awarded by University of
Gloucester
6.0 Pay Reviews
The employees will receive an annual appraisal by their manager which will include a review of their salary, usually on the anniversary of their start date.
The council may withhold an increment if it is considered that performance fell below
the expected level following an annual appraisal or award additional increments for exemplary performance.
All decisions on pay and reward are recommended by the HR Committee to Full Council for ratification
Pay agreements approved and agreed by National Joint Council and subsequently published by NALC, CWPC will ensure are adopted immediately and any back payments are made
Only years worked with CWPC will count towards continuous employment
7.0 Salary Payments
Payments will be made by BACS transfer monthly no later than 28th of the month
8.0 Additional Hours
Any hours above contracted hours must be approved by Full Council before being worked
9.0 Pensions
The Council has a duty to enrol all eligible employees in the National Local Government scheme, for CWPC this is administered on behalf of LCC by West Yorkshire Pension Fund
10. Holidays
The leave year runs from 1st April to 31st March
All leave must be requested in advance and in writing and authorised by a Councillor
Employees should avoid holidays at the same time
No more than 5 hours shall be carried forward to the next year, with written approval and must be taken by the end of May
Subject to Council approval any unused holidays will be included in March payroll and calculated at normal NJC rates
Employees who leave or join the Council part way through a year are entitled to pro-rata holiday allowance, only complete months will count.
11. Training
Relevant training for all employees will be provided and funded by CWPC, however should the employee leave within 2 years, the cost of the training will need to be refunded.
12.0 Overpayments/underpayments
From time to time overpayment and underpayments may occur. Underpayments will normally be corrected in the next pay period. Overpayments of less than £200 will normally be recovered as a lump sum in the next pay period. In the event of an overpayment in excess of £200 the RFO will write to the individual explaining the circumstances surrounding, and calculation of, the overpayment and proposing a reasonable repayment period taking due account of the employee's normal earnings. The employee should be granted 14 days
during which to propose a reasonable alternative repayment schedule. If, in the opinion of the HR committee, an unreasonable repayment schedule is proposed or if no alternative proposals are presented recovery action will commence. The full amount of any outstanding overpayment will be recovered automatically from an individual’s final salary on the termination of their employment.
13. Illness and Sick Pay
All illnesses to be reported to Chair or Vice Chair of the Council
14. Entitlement to Sick Pay
Payments Full Pay Half Pay
Up to 12 months 1 month 1 month
Up to 2 years 2 months 2 months
Up to 3 years 3 months 3 months
Up to 4 years 4 months 4 months
Up to 5 years 5 months 5 months
Over 5 years 6 months 6 months
15. Appeals
CWPC is committed to the fair application of the pay policy and will consider any employee's concerns in the first instance through informal discussion. If that does not result in resolution of the issue the use of the grievance procedure will be offered.