This type of model would be used when the user wants to update employee records with information already existing in a Pay Grade.
The steps below can be used to create, approve payments, and apply the model to ensure the records are updated successfully.
We also have a webinar available that demonstrates how the pay modelling process can be used.
When using pay modelling for hourly paid employees, you may notice that the FT Pay Amount shows as a higher value than the Pay Amount following the application of the Pay Model. While this may look like they would be paid more for being a full timer per hour, this isn't the case.
The system needs to have an FT Pay Amount to identify the Pay Amount correctly, so when it inputs this, there can be a disparity between the two values in the pay history record. This is working as designed and will not have any inaccurate impact on the employees' pay.
Create a new Pay Model
Click Organisation, then Pay Modelling.
Click New Model to begin creating the pay model.
Enter the details of the Pay Model. The fields required are as below:
Model Description: This is the name of the pay model.Model Type: As there is no increase, we would select Revised Pay Table and/or Increment.
Change Reason: This is the reason for the change, usually ‘Annual Review’ or similar.
Pay Element Type: This specifies the pay element type that will be recognised as part of this pay model. If an employee is on the correct pay grade you are updating, but has a different pay element type, the user will not see them pulled through in the listing because of what is chosen in this field. You will need to create a new pay model for different element types.
Currency: Select the currency to calculate the totals in the model for.
There are also some other details that can be entered into the form; however, they are not mandatory, and only need to be entered if they apply. These fields are as below:
Distributed Authorisation: This option should be set to true if you want authorised users to see and approve paymentsThis Currency Only: This option should be set to true if you only want payments in the model paid in this currency.
Appraisal Rating: This option can be filled in if you want to only pay employees the increase if they have obtained a certain appraisal level.
Click Save and Continue to go to the next step.
Select the Pay Spine or Pay Rate in which the model will derive the pay information from. All spines and rates should pull through on this listing. Only employees that are CURRENTLY on the spine/rate selected at this point in the model will be returned in people list to follow.
Click Continue. The spine/rate history appears.
Select which of the effective pay is the one to apply to employee records. Check the box beside the pay to use.
Click Continue to go to the next step.
Specify a date of payment, this doesn’t have to be the same as the effective from date, as the effective date is the date the pay spine/rate record is valid from.
🤓 Tip: If using a Pay Spine, specify whether the employee will have any increment on the points that they are currently on or not.
Click Save and Continue. A list of employees who are on the pay spine selected, and the Basic Pay specified. Appraisal rating will also have an effect if specified earlier in the pay model.
Select each of the employees to include by checking the box beside their names.
Click Save and Continue. The next screen of the pay model is the rounding options.
Select which one is applicable for what is required.
Click Complete. The final screen of the pay model workflow is the proposed payments.
Review all payments and edit if they are incorrect or need editing by clicking on the green arrow in the edit column.
When editing it's possible to change the pay point or pay amount, and also enter some notes.
If any editing of the form has been done, click Save.
Click Complete to finish the workflow.
Check the Proposed Payments
Now that the model has been created, go back to review the model in Organisation, then Pay Modelling.
Click the Pay Model that has just been created to view the details.
To review the proposed payments, click the Proposed Payments tab.
Check all of the records, and review payments, which can be again, edited using the green arrow in the edit column. Any records previously edited will show a different icon. Once all checking and editing are complete, you need to select and approve the payments.
Apply Model
To select a record, beside each name, select the check box.
Click Approve or Decline as applicable. By approving the proposed payments, the system will prepare all the information needed to apply the model and push the details out to employee records. The user will receive an alert when the model payments have been approved. These will appear at the bottom of the screen.
To push payments out to employee records, click Apply Model.
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.