Pay modelling gives you the ability to apply pay increases to employees, either by a group or individually selected.
📌 Note: We recommend running the pay modelling functionality in your test system before running it in the live system. This will allow you to verify that the functionality helps you to achieve your desired outcome, as this process is not reversible.
The system can apply the uplifts with or without manager authorisation, and requires you to action the following to complete the process:
Create the model
Approve the payments
Apply the model
Employees with a fixed end date on their current pay history record will not appear in the pay modelling employee list if the model targets the same pay element.
If the model shares the same effective date and pay element type as an employee’s existing pay history record, the existing record will be updated rather than a new one being created.
Create the model
Click Organisation, then Pay Modelling.
Click the New Model button to start the process. A new window will appear.
Complete the form on the screen, a few explanations of each cell follow:
Model Description – enter a description for the increase – for example, “January 2012 Increase” Model Type – select the type of uplift to apply.Distributed Authorisation – tick this box if managers are required to approve the increases. If ticked, they will be required to go into each employee and either approve or decline the uplift.
Appraisal Rating – if using appraisal ratings, then set a level at which staff must have attained before they can get this uplift.
Once the details have been completed, click on the Save & Continue (or Cancel to abort the process). The opportunity to upload documents to support this increase is also here. The next screen will give the ability to define the amount of the uplift.
Leave Max Increase at 0.00. Setting this to any other value than 0 will limit the maximum possible uplift to that value of the currency. eg. 5 limits maximum uplift to £5.
Leave Min Increase at 0.00.
Populate with the required information. Also, have the option to pro-rata the increase depending on the employee's FTE.
📌 Note: The date of payment field must be populated with a date, or the following screen will display an empty list with no employee to apply the pay model to.
When completed, click Save & Continue. The next screen gives the ability to select the people to apply this increase to.
Either select all employees (remember to have the ALL selected at the bottom of the screen). Or use the filters to select a specific group. You can also pick which staff you wish to include by clicking in the box to select them.
Once all the selections are made, click Continue.
Rounding
The next screen will present options to set how to apply the uplift.
Click on the field required and enter the details. If they do not need to be rounded, then leave the details set to zero.
When ready, click Complete. A summary of the increases will be presented. It's possible to edit these individually should any tweaks be required.
When finished, click Complete.
This will present a notice to say the model is complete. Note: It has not been applied yet.
Go back into Pay Modelling and should then see the new uplift plan.
Click the plan. Four tabs will be presented. If these are not visible, it may be that the system is still working so give it a moment and then try again.
Available tabs and their functions
Model Details – The model details tab will show details for the uplift, these are locked down.
Summary – Here, the option of adding a global note that will be added to each employee's pay record is found. Tick the box and then enter the required text.
Proposed Payments – This gives the option again to go into each person and edit the details. To do this, either click the edit column on the far right of the screen or once having selected the staff member tick the edit box on the form.
Approve payments
Click on the Proposed Payments tab.
Review that you are happy with all payment data in the listing - there is no way to reverse the payment once created.
Select the record(s) you are approving.
If you have more than 12 payments to approve, use the list size selector in the bottom left to show all 1000 records.
You can use the checkbox to the top left of the listing data to select all shown records in the list.
Click Approve Payments.
The system will now start approving these payment records in the background - you will get an alert to notify you when this task completes. You can identify if a proposed payment has been approved, as there will be a ✔️ icon in the workflow column.
Once all proposed payments have been approved, you are ready to apply the model.
Apply the model
To start the process to update the pay records, select the records you wish to apply (or select all records) and then click Apply Model.
After clicking OK, another screen to confirm to proceed will appear.
This is your opportunity to write some notes about the pay model.
Click Accept (or Cancel to abort).
Once the updates have completed, a new screen will appear.
If you then go and look at the basic pay record for a member of staff, the new payment details will be shown.
If this solution does not meet your needs, you can process a bulk upload of pay records using a data import. However, due to the complexity of this process, support from our consultancy team is required. If you are interested, please contact your account manager for more information.