To maintain accurate records of an employee’s pay over time, you’ll need to manage their pay history within the career history section.
Follow the steps below to add or update pay history records as needed.
Create a pay history record
To add a new pay history record for an employee, follow the steps below.
Under Employees, click Employees, then Career History.
Select the employee for whom you want to add a new pay history record.
On the Basic Pay History tab, click New.
A form will appear where you need to enter details for the new Pay History record.
Pay Details
Pay Element Type: Select the appropriate pay type from the drop-down (e.g., Basic Pay).
Pay Change Reason: Choose the reason for this pay record (e.g., Promotion).
Pay From Date: The date this pay record becomes effective.
Fixed End Date: The date this pay record will expire, if applicable.
🤓 Tip: If integrated with SelectPay, once a Fixed End Date is submitted and accepted, further changes to this record (like removing the end date) won’t update SelectPay. To amend, delete and re-enter the record with the changes.
Currency: Select the currency in which the employee will be paid (e.g., Sterling, Euro).
Pay Amount Details
Pay Frequency: Select from existing pay frequencies (e.g., Monthly, Weekly).
Pay Type: Select from existing pay types (e.g., Annual, Period).
🤓 Tip: Annual amounts will be divided by the number of periods within the selected pay frequency.
Pay Grade: Select an existing pay grade. This will auto-populate the FT Pay Amount field if chosen.
FT Pay Amount: Full-time pay amount for this record. Auto-filled by the pay grade or can be entered manually.
Pay Amount: The actual pay amount based on hours worked relative to full-time equivalent (FTE).
Equivalents (Updated on Save or Pay Amount Change)
Annual Equivalent: Annual earnings based on the pay details.
Period Equivalent: Earnings per pay period.
Hourly Equivalent: Earnings per hour.
Sterling Equivalent: Earnings converted to Sterling currency (useful if paid in another currency).
Annual Increase: Increase in annual pay compared to the previous pay history record.
Period Increase: Increase per pay period compared to the previous record.
Hourly Increase: Increase per hour compared to the previous record.
Sterling Increase: Increase in Sterling pay compared to the previous record.
Applying FTE to FT Pay Amount
On the right side of the form, click Apply FTE to FT Pay Amount to automatically calculate and fill the Pay Amount using this formula: Pay Amount = FT Pay Amount × FTE
Example
FT Pay Amount = £20,000
FTE = 0.50 (employee works half of full-time hours)
Pay Amount = £20,000 × 0.50 = £10,000
The system inserts the calculated amount with the correct currency symbol. Use this function whenever the FT Pay Amount changes to update the Pay Amount accordingly.