Salary Policy for EHCC - HampshireSalary Policy for EHCC Policy statement Hampshire County Council aims to achieve equality of opportunity in its employment practices and pay and reward

Salary Policy for EHCC

Policy statement

Hampshire County Council aims to achieve equality of opportunity in its employment practices and pay and reward arrangements. It makes every effort to ensure that employees are paid the correct salary and allowances in accordance with the Employment in Hampshire County Council (EHCC) 2007 Agreement and subsequent variations and an employee’s Statement of Employment Particulars.

Scope All employees employed by Hampshire County Council on

the following terms and conditions:

• EHCC 2007

• Soulbury

• Other terms and conditions where stated in this policy

Casual workers are explicitly excluded from the EHCC 2007 agreement as noted at 2.1 of the EHCC 2007 agreement.

Policy outcome The aims of this policy are to:

• ensure consistent and transparent pay and reward arrangements apply to all staff covered by the EHCC 2007 Agreement

• outline arrangements for payment of salaries, allowances and additional payments

• define when and how overpayments will be recovered

• define when pay advances will be made

Salary Policy Page 2 of 22

Exceptions The following are not included within this policy:

• reimbursement of expenses including relocation assistance

• provisions for travel assistance relating to a change of workbase

All salary payments made must be in accordance with this policy, unless specific exceptions are authorised in accordance with the Governance Arrangements for EHCC 2007 payments. Specific details regarding Apprentice’s pay are outlined in the Apprentice Policy.

Payment of salaries

EHCC 2007 term 20.1

EHCC 2007 term

20.2

All staff will be paid monthly. All payments will be made directly into a bank or building society account by credit transfer one month in arrears on or around the last working day of each month. Staff must maintain a suitable bank account or building society account into which payments can be made and staff must provide Hampshire County Council with the current details.

Grades

EHCC 2007 term 26.2

There are 11 grades (A to K) in the pay framework. Each employee will be on one of the 11 grades based on the job evaluation of their role using the Hay methodology. All employees can progress to the salary range maximum subject to assessment of their performance. Chief Officers are paid on ‘spot salaries’ which have regard to the relative size and challenge of the role compared to other Chief Officer roles within the Council and other relevant information available, including the salaries of Chief Officers in other similar sized organisations.

Soulbury

There are two salary ranges:

• Education Improvement Professionals

• Education Psychologists – the range includes the following scales:

o main grade educational psychologists o senior/principal educational psychologists o unqualified educational psychologists o trainee educational psychologists


The approved salary scale for each level of post will take account of the relative duties and responsibilities allocated to individual posts. Employees will be placed on a salary scale of four consecutive points on the relevant pay scale, with the exception of main grade Educational Psychologists. Additionally, the scale of the role may be extended, subject to approval in accordance with the Governance arrangements for non EHCC 2007 employees, by:

• up to a maximum of 2 discretionary points based on the responsibilities of the role or as a recruitment and retention incentive

• up to a maximum of 3 additional scale points as part of Structured Professional Assessment (SPA) to recognise the contribution of Soulbury Officers towards raising standards

Main grade Educational Psychologists will be paid on an individual six point scale within the Educational Psychologists Scale A pay spine consisting of 11 points. Where a main grade Educational Psychologist is required to supervise a trainee they will be awarded one additional increment point on Scale A for the duration of the period of the supervision.

Annual review of salary ranges

EHCC 2007 term 26.8

For those below Grade H, the Council currently adopt the outcome of Nationally determined pay award, with the outcome being effective from 1 April of each year. Annual salary reviews for those at Grade H and above are undertaken by the Council, in consultation with Trades Unions, with the outcome being effective from 1 April.

Soulbury The Council adopt the Nationally determined pay award, with the

outcome being effective from 1 September of each year. Progression of salaries within the EHCC salary range

EHCC 2007 term 26.4

Applicable to Departments: Annual step progression within each grade up to the salary range maximum will be automatic, where the employee meets the requirements of their role, except in specified circumstances e.g. new starters/promotions after 1 October. Where an employee’s performance has been assessed as unacceptable, as part of the annual performance management cycle, step progression must be withheld. Further guidance is


EHCC 2007 term 26.6

provided in the Salary Policy How to Guide. An online Conversation Toolkit will provide a framework for having regular conversations about performance. Moderation and consistency checks will form part of the overall performance management cycle, but performance ratings are not required. Applicable to Schools: Employee performance and contribution during the course of the year will be reviewed within the Individual Performance Planning process (IPP). The IPP process provides for the setting of targets on an annual basis and review of the employee’s achievement against those targets. Following assessment of the employee’s performance and achievement against targets the reviewing manager will recommend a rating for each employee. This rating will be subject to consistency checks and once finalised will be taken into account in determining any salary progression within the salary range or no progression as follows:

• Exceptional Performance: This will normally result in progression of one step within the salary range. An employee will also normally receive a one-off payment of 3% of substantive base salary, or in exceptional circumstances, accelerated progression within the limit of the salary range.

• Achieved Expectations: This will normally result in progression of one step up to the salary range maximum.

• Improvement Required: There is normally no step progression for anyone who receives this rating. If an Improvement required rating is anticipated, an employee should be aware of areas where performance is in question from reviews within the IPP process throughout the year.

Please refer to the IPP policy for further details. Step progression is only available in connection with the annual performance management cycle. Very exceptionally, if any salary adjustments become necessary outside of the annual performance management process this must be authorised in line with departmental guidance. Any salary changes arising from the annual performance


management process will be effected from the following 1 April each year. To receive step progression an employee must be employed on 1 April. Any leavers up to and including 31 March will not receive step progression.

Right of appeal All issues must be raised informally in the first instance. The

employee should take up any dissatisfaction with the assessment of their performance with the line manager as soon as possible. The employee has a right to appeal against an assessment of Poor performance where step progression is going to be withheld on the basis that:

the policy was not applied correctly, or that their performance was not fairly assessed

An employee must ensure their written appeal is received by the manager within 10 days of notification that step progression is going to be withheld.

Appeal meeting The chair of the meeting must write to the employee to invite

them to an appeal meeting. The employee has a statutory right to be accompanied at a formal meeting by a trade union representative or a Hampshire County Council work colleague. The manager and employee are expected to provide details of any significant issues and relevant papers in advance of the meeting. Management documents are supplied with the invitation letter. The employee, or their companion, must submit their information to arrive at least 4 calendar days before a meeting.

Outcome of an appeal meeting

The chair of the meeting must decide whether the employee’s appeal is upheld or not. The chair of the meeting must advise the employee of the outcome at the meeting and confirm this in writing with a copy of the letter stored on the employee’s ePF.

Eligibility for reward under EHCC performance management process

Non-EHCC groups are not eligible for the financial outcomes of EHCC performance management processes. This does not prevent pay progression within the relevant terms and conditions of employment.


One off payments under IPP (School support staff only)

One-off IPP payments are a percentage of substantive annual base pay as at 1st April after rating awarded. One off IPP payments are paid in April. One off payments are paid in line with IPP ratings, whether or not there has been a change of role, promotion or change of hours after the rating was awarded. To receive a IPP one off payment an employee must be employed on 1 April. Any leavers up to and including 31 March will not receive IPP one off payments.

Soulbury Annual increments are payable on 1 September each year.

Employees will progress one incremental step each year until the maximum of the grade is reached. Additional SPA points will be awarded, subject to approval in accordance with the Governance arrangements for non EHCC 2007 employees, based on the following criteria:

• 1st point - Officers should usually have 4 years continuous Soulbury Service with one or more local authorities before being awarded their first SPA point. Normally the Officer will have served at least 2 years in their current post. Assessments are based on the Officer’s contribution over the relevant period and need to consider their range of responsibilities and their achievements against relevant targets/objectives.

• 2nd point - Officers need to demonstrate they have made a sustained contribution to the efficiency and effectiveness of the service

• 3rd point - Officers need to: o demonstrate they have made an exceptional

contribution to the development of service over a sustained period; and

o be involved in a programme of Continuous Professional Development focused on the requirements of the service and the aspirations of the officers for their own professional development.

A third SPA point will not be awarded until at least 2 years after officers have achieved their 2nd SPA point.

Main grade Educational Psychologists can be awarded a SPA point at any time during an individual’s progression within their pay scale.

Governance arrangements

Payments must be authorised in accordance with the approved Governance arrangements for EHCC 2007 payments.


Soulbury Payments must be authorised in accordance with the approved Governance arrangements for Non EHCC 2007 employees.

New appointments to the Council

The advertised salary for roles within the Council will be within the salary range of the evaluated grade for the role.

New employees will normally be appointed to the first step of the salary range. A higher salary may be considered by the recruiting manager within the salary range of the evaluated grade for the role providing the candidate has a level of skills and experience consistent with that of other employees in a similar position on the salary range and approval is gained in accordance with the Governance arrangements for EHCC 2007 payments. Employees in HCC Departments who join the Council between 1 October and 31 March will not receive step progression in April of their first year of service but will receive the value of any pay award. For school support staff please refer to the IPP policy and guidance.

Promotion of existing employees

EHCC 2007 term 21

Promotion is defined as any increase in grade, including appointment to a higher graded role following recruitment and when an employee has progressed to a higher graded role as part of a recognised career progression scheme. On promotion to a higher grade an employee will normally be appointed to the lowest step on the range for that grade. The employee will receive the grade related benefits for their new higher role and will automatically be appointed onto the EHCC 2007 annual leave entitlement for their new grade. Employees in HCC Departments who are promoted between 1 October and 31 March will not receive step progression in the April following their promotion but will receive the value of any pay award.

For school support staff please refer to the IPP policy and guidance

Transfers to a role at the same grade, and other changes at the same grade

When an employee is asked to permanently undertake a different role on the same grade as their own role, or applies for and is accepted for another role on the same grade, there will be no change to grade or grade related benefits such as annual leave. Salary (basic pay) will normally remain unchanged.


Employees in HCC Departments who transfer to a role at the same grade between 1 October and 31 March will be eligible for step progression in the April following their transfer, provided their base pay did not change when they transferred. Employees in HCC Departments who stay in the same role will be eligible for step progression in April, unless their base pay increased between 1 October and 31 March. For school support staff please refer to the IPP policy and guidance From the date of transfer, the employee will receive any additional payments relevant to the new role, e.g. shift allowance or market supplement, and those relating to the former role will be withdrawn.

Transfers to a role at a lower grade EHCC 2007 term 21

When an employee requests or applies for a permanent role at a lower grade they will be required to accept the terms and conditions, including pay and grading arrangements, that accompany that role and any grade related entitlements such as EHCC 2007 annual leave. Salary protection arrangements will not apply. Employees in HCC Departments who apply for and are appointed to a role at a lower grade between 1 October and 31 March will not receive step progression in the April following their transfer to the lower graded role. For school support staff please refer to the IPP policy and guidance If the transfer is as a result of redeployment within the criteria of the Council’s redundancy policy or on grounds of medical capability then ‘salary protection’ arrangements will apply. Salary protection arrangements do not apply in any other circumstances.

Transfer from other Local Government Employers

When an employee transfers to Hampshire County Council, in circumstances not due to a TUPE transfer, they will be required to accept the grade, salary and grade related benefits for the relevant role.


Additional duties/ responsibilities

EHCC 2007 term 14.1

When an employee is asked to undertake additional duties at the same level within their current role, there will be no change to grade or basic pay. The manager is responsible for and must review whether this can reasonably be accommodated within the available working hours. If this is not the case a number of options are available to the line manager, e.g.:

• providing additional support to enable the workload to be managed

• time off in lieu or overtime payments (if applicable)

• consideration of a one off payment under ‘Special Recognition Payments’

Secondments at the same grade

An employee can be asked temporarily to undertake different duties at the same grade or apply to undertake a temporary role of the same grade on a short-term basis (normally for a period of two years or less). This is classed as a secondment and in these circumstances there will be no change to grade, basic salary or grade related benefits, such as annual leave. Any additional payments/allowances relating to the secondment role will be paid for the period of the secondment and those relating to their former substantive role will cease. Employees who are seconded to a role at the same grade in HCC Departments between 1 October and 31 March will be eligible for step progression in the April following their transfer, provided their base pay did not increase during their secondment. For school support staff please refer to the IPP policy and guidance

Secondments at a lower grade

Circumstances may arise where key skills are required by management for an employee to cover a key area for a defined period and which may result in an employee being asked to fulfil a role at a lower grade for that period, e.g. to ensure knowledge transfer. In such circumstances the basic pay of the employee will continue at the current rate and the employee would retain any grade related benefits, such as annual leave. It is expected that secondments of this nature would not normally extend beyond 9-12 months. Employees in HCC Departments who are seconded to a role at a lower grade between 1 October and 31 March will be eligible for step progression in the April following their transfer, provided their base pay did not increase during their secondment. For school support staff please refer to the IPP policy and


guidance Secondments at a higher grade

EHCC 2007 term 14.1

Where an employee undertakes duties of a higher grade for a temporary period of at least one month they will receive the pay associated with the higher graded role, normally the first step of the salary range. Where the employee undertakes the secondment for a percentage of their normal working hours (a ‘part-secondment’), this will be paid as a ‘Secondment allowance’. The payment will normally be the difference between the employee’s current salary and the first step on the range for the higher graded role, based on the proportion of time the employee is undertaking the higher level duties. Any additional payments relevant to the new role, such as shift allowance or a market supplement, will be paid to the employee and any relating to their substantive role will be withdrawn. For part-secondments, payments will be pro-rated as appropriate. All grade related terms, such as annual leave and notice periods, will be in accordance with the secondment grade for the duration of the secondment. Annual leave entitlement will be the EHCC 2007 annual leave entitlement for the secondment grade, either on a 100% basis or, in the case of a part-secondment, pro rated in accordance with the working hours of the secondment. Employees in HCC Departments who commence secondments at a higher grade between 1 October and 31 March will not receive step progression in the new role in the April following the start of the secondment. They will be eligible for step progression in their substantive role. The value of any pay award will be applied. For school support staff please refer to the IPP policy and guidance

Market supplements

For some roles there may be specific pressures in attracting and retaining staff and where appropriate HCC will give consideration to market supplements, taking account of published market pay and turnover data and other evidence supporting the business case. Market supplements will be approved in accordance with the Governance arrangements for EHCC 2007 payments.


Market supplements are temporary payments and subject to on-going review by Departmental and Corporate Management Teams on a regular basis. Appropriate notice will be given where a market supplement is to be decreased or withdrawn.

Special recognition payments (SRPs)

Managers may award a one-off ‘Special Recognition ’ payment (an ‘SRP’) to a member of staff or a team to recognise a particular piece of work or a substantial effort above what is expected as part of their ordinary day-to-day work, subject to approval in line with departmental governance arrangements. An award may be up to 10% of the employee’s basic salary. Any payment above this amount must have Chief Officer approval. SRPs may be considered by departments during the year, and also towards the end of the year, as part of the overall reward cycle. End of year SRPs are approved by CMT in March and paid to employees in April. Any leavers up to and including 31 March will not be eligible to receive an end of year SRP. Further information is provided in the SRP How to Guide.

Salary protection Salary protection will be applied when an employee is redeployed

to a role at a lower grade:

• as a result of redundancy or

• where they are no longer able on grounds of medical capability to carry out the requirement of their role.

The amount of salary protection will be the difference between the top of the salary range of the role they are appointed to and either:

• their existing basic salary, or

• the salary range maximum of one grade above the new grade appointed to, if this is lower than their existing salary

No additional allowances or payments relating to the former role (such as standby payments, market supplements, shift allowance, enhancements for weekend or night working) are taken into account when calculating salary protection. Salary protection will apply only to the contractual hours of the former role. Salary protection will commence on the date the employee transfers to the redeployed post and will be paid for a period of


up to 2 years. During the salary protection period:

• the employee’s salary will be frozen and the employee will not receive the value of any pay awards or step progression.

• payment of any allowances or additional payments relating to the former role (e.g. Standby Allowance, Market Supplement) will cease if not applicable to the new role and any additional payment relating to the new role will commence.

• the employee’s existing annual leave entitlement will be protected for 2 years, after which staff will move to the EHCC 2007 annual leave entitlement for the grade of the redeployed role.

Salary ranges are increased by the value of any pay award, resulting in an increase to the salary range maximum of the redeployed role. As a result of this increase, the frozen salary may fall within the salary range of the redeployed role during the protection period. Where this occurs, salary protection will cease and the employee’s salary will be at the salary range maximum of the redeployed role.

At the end of the salary protection period the employees pay will reduce to the salary range maximum of the redeployed post if it has not already reached this during the protection period. It is part of the employee’s responsibility to check that salary protection is correct and to raise any queries with the Integrated Business Centre (IBC), via an IBC enquiry, where it is believed to be incorrect. If the employee transfers into a redeployed post between 1 October and 31 March inclusive, the employee will receive any pay award and be eligible for step progression, if applicable, on 1 April in the first year of their redeployment. Detailed information regarding specific circumstances is provided in the Salary Policy How to guide.

Weekend working night working and shift working

Weekend, Night and Shift working payments will only be paid to staff up to and including Grade E. These payments may also be paid to staff graded above Grade E in the following circumstances:


EHCC 2007 term 11.3

EHCC 2007 term 11.5

• Where it is a critical business requirement that an essential service is delivered out of office hours (for example, maintenance of IT systems, responding to weather or other civil emergencies) or in addition to the normal work pattern for care services where 24 hour attendance is required such as residential care;

• Where staff are required to participate in a regular and frequent standby rota and are called out whilst on standby.

Weekend, Night and Shift working payments will only be paid to employees in roles which have been approved as meeting the above criteria, in accordance with the Governance arrangements for EHCC 2007 employees. A list of these roles and the exceptional criteria under which these payments have been approved is maintained. Where staff are entitled to receive an enhanced rate of pay, only ONE entitlement will be paid, namely shift allowance or weekend enhancement or night working, for the same hours worked.

Rates of pay for shift working

EHCC 2007 term 11.3

Shift working (on a rotating or alternating pattern) applies where the shift is a regular and permanent feature of an employee’s working arrangements. The enhancement outlined in the table below will be paid on all hours worked. No additional payments can be claimed (as outlined in the table ‘Rates of pay for Night or weekend working’) as the shift allowance is deemed to cover the “unsocial” nature of the work. Shift payments will be paid during holidays, paid maternity leave (pro rata to the shift working worked and paid during the qualifying period) and when in receipt of pay during sickness absence in accordance with the normal entitlement. Shift payments

Rotating Shift (a)

Three shifts on a rotating basis covering 24 hours including night shifts over 5 or 6 days a week e.g. Monday to Friday or Tuesday to Sunday

17%

Rotating Shift (b)

Three shifts on a rotating basis covering 24 hours including night shifts over 7 days a week – e.g. Sunday to Sunday Earlies 06.00 – 14.00 Lates 14.00 - 22.00 Nights 22.00 to 06.00

20%


Alternating Shift (a)

Where the total period covered by the two shifts is between 11 and 14 hours in a 24 hour period starting at least 4 hours apart

12.5%

Alternating Shift (b)

Where the total period covered by the two shifts is more than 14 hours in a 24 hour period starting at least 4 hours apart

14%

Overtime payments

EHCC 2007 term 12.1

EHCC 2007 term 12.1.1

EHCC 2007 term 12.2

EHCC 2007 term

12.3

EHCC 2007 term 12.4

EHCC 2007 term

12.5

When an employee, up to and including grade D, is asked to work beyond 37 hours under one single contract of employment the additional hours will be classified as overtime and the appropriate payment will be paid as defined in the table below. Where an employee, who is contracted to work less than 37 hours per week, is asked to work additional hours such that the total remains less than 37 hours per week, there is no entitlement to overtime payments. Additional hours are paid as defined in the table below. Overtime working must be agreed by the appropriate manager in advance of the time being worked. To reduce the number of hours worked by staff beyond their contracted time, all overtime working will be kept to the minimum necessary to ensure operational effectiveness. Flexi-hours cannot normally be converted into overtime hours. Overtime may also be paid to staff graded above Grade D in the following circumstances:

• Where it is a critical business requirement that an essential service is delivered out of office hours (for example, maintenance of IT systems, responding to weather or other civil emergencies) or in addition to the normal work pattern for care services where 24 hour attendance is required such as residential care.

• Where staff are required to participate in a regular and frequent standby rota and are called out whilst on standby.

• Where it is a contractual requirement by the nature of the role for its responsibilities to regularly be undertaken outside of the normal range of working hours e.g. managing Great Hall functions.


EHCC 2007 term 12.6

EHCC 2007 term 12.7

• At least ten hours must be worked on the task before payment or time in lieu by agreement between manager and employee is due. A planned task would not necessarily lead to consecutive hours worked but could be a specific task requested by the line manager which is carried out over a number of agreed sessions of overtime e.g. 4 hours, 4 hours, 2 hours. Payment or time in lieu will not be made for overtime of less than ten hours.

Overtime will only be paid to employees in roles which have been approved as meeting the above criteria, in accordance with the Governance arrangements for EHCC 2007 employees. A list of these roles and the exceptional criteria under which overtime has been approved is maintained. Overtime rates will not be paid in conjunction with night, shift or weekend working payments for any grade of employee. Only the higher rate of the two can be claimed. Overtime rates of pay will be based on paid working weeks. The working week, for overtime purposes, runs from midnight Saturday morning to midnight the following Saturday. For the purposes of overtime payments, a single contract of employment is covered by each Statement of Employment Particulars.

Rates of pay for weekend working, night working and overtime

From 25 July 2011, rates for weekend working and overtime payments apply which do not form part of the EHCC 2007 collective agreement. For those staff who may be asked or required to work weekends, nights and/or overtime but have not been asked to vary their contract of employment, the manager and the employee will need to discuss the arrangements on the basis of the current rates.

Managers should follow the procedure set out in the How to guide – Salary Policy. The rates for weekend working/night working (where employees are not receiving rotating or alternating shift allowance) and overtime payments are set out in the table below.


There are 8 Public Holidays : Good Friday, Easter Monday, Early May Bank Holiday, Late May Bank Holiday, August Bank Holiday, Christmas Day, Boxing Day, New Years Day. Where a public holiday falls on a Saturday or Sunday then the Council will normally designate the next one or the following day as the designated “public holiday".

Rates of pay for Night or Weekend working Type Days Time Rate of Payment Rate of Payment

Contracted and additional hours (up to & incl. 37 hours per week)

Overtime (over 37 hours per week)

Days Mon - Fri 07.00 - 22.00 Time Time

Nights Mon into Tues

22.00 – 07.00 Time and a Third Time and a Half

Tues into Wed

Wed into Thurs

Thurs into Fri

Nights Friday 22.00 – 24.00 Time and a Third Time and a Half

Weekend Saturday 00.00 -07:00 Time and a Third Time and a Half

Weekend Saturday 07:00-22:00 Time Time and a Half

Weekend Saturday 22:00 - 24:00 Time and a Third Time and a Half

Weekend Sunday 00:00 - 24:00 Time and a Half Time and a Half

Nights Monday 00:00 - 07:00 Time and a Third Time and a Half

Public Holidays

Public holiday defined as 00.00 - 24.00

Double time and time off in lieu

Double time and time off in lieu

Standby payments EHCC 2007 term

13.1

EHCC 2007 term 13.2

EHCC 2007 term 13.3

EHCC 2007 term 13.4

EHCC 2007 term

13.5

Some areas of work require staff to be available either at home or at their place of work to be called on if required to deal with emergency or unusual situations. Standby is defined as any period where the employee is formally required to be available for work, and fit to fully undertake his/her duties. Standby arrangements must be agreed by the line manager in advance. Standby is defined as any period outside of the normal working hours in a 24 hour period e.g. if the standby period starts at 5.00 pm on a Tuesday the cessation of the 24 hour period will be 4.59 pm on Wednesday. A continuous period of standby will attract only one standby payment. If an employee on standby is called out he/she will receive payment, in addition to the standby fee, for any time worked, excluding travel time to and from the standard workplace, at the rate for the time of day.


EHCC 2007 term 13.6

EHCC 2007 term

13.7

EHCC 2007 term 13.8

EHCC 2007 term 13.11

Where appropriate payment will be at overtime rates in accordance with section 12 Overtime Payments – only one premium will apply i.e. plain time rates if less than 37 hours are worked in the week, overtime rates where more than 37 hours have been worked, or the premium appropriate to the time of day. Where an employee is required to be available for standby for a whole week a single weekly standby rate will apply. In some circumstances, employees on standby will not be required to attend work, but will be required to provide support for example by telephone or via a pc. In this case, the first 30 minutes of telephone support is included as part of the Standby payment. Time after the first 30 minutes will be paid at the standard rate for the time of day. Where appropriate payment will be at overtime rates – only one premium will apply. An employee required to be available for standby will be paid as follows:

Starts Monday - Friday (each 24 hour period) £29.03

Starts Saturday and/or Sunday, if undertaking standby duty for up to 15 hours in a 24 hour period.

£43.55

Starts Saturday and/or Sunday, if undertaking standby duty for more than 15 hours in a 24 hour period

£58.08

Single weekly standby rate (calculated on the basis of 4 x £27.90 + 3 x £55.82)

£290.36

*The weekend rates above should be applied to staff undertaking a standby duty on Friday, where the standby duty starts after the end of a normal working day, typically 5 pm on a Friday evening. *The weekend rates above should also be applied for staff undertaking a standby duty during a public holiday. Payments for standby will be reviewed in line with annual pay awards.

Call out – not on standby

EHCC 2007 term 13.9

There will be occasions when an employee is not on standby but nevertheless gets “Called Out” at short notice to attend work ‘on site’ in response to an unplanned emergency situation. Typically this might be a caretaker responding to the police with regard to



a school break in or similar. When an employee NOT on standby is required to attend work this will be paid at the appropriate hourly rate for all hours worked, excluding normal travel time to standard place of work.

Call out rate for those not on Standby Rota

£25.00 per occasion

Sleeping in duty payments



In some County Council services staff will be required to be available for work on a ‘sleeping in’ basis outside of their contractual working hours. The sleeping-in payment incorporates the first 30 minutes call-up as part of the payment. Payment beyond 30 minutes, for any time worked, will be at the appropriate night rate.

Sleeping in payment £36.08 per occasion

Payments for sleeping-in duty will be reviewed in line with annual pay awards.

Designated first aider allowance

EHCC 2007 term 15.1

An allowance of £120 per year will be paid to an employee who holds a qualification approved by the HSE and is designated as a first aider by their manager to provide first aid to staff and others at their work base as necessary. They may also take delegated responsibility for checking and maintenance of first aid resources (medical box, information, updating of local procedures). Payment of the allowance will cease at the expiry of the qualification.

Emergency planning volunteer allowance

EHCC2007 term 15.2

An allowance of £100 per year will be paid to Emergency Planning volunteers.

Overseas allowance

EHCC 2007 term 15.3

An allowance will be paid to staff that are required to live and work oversees. The allowance will be determined in accordance with the Governance arrangements for EHCC 2007 payments and will take account of the employee’s personal circumstances and the relevant cost of living differential between the UK and the relevant country.


Working from home allowance

EHCC 2007 term 15.4

An allowance of £700 per year (paid in full to full time and part time staff) will be paid when all of the following conditions are met:

• home working is a requirement of the job as determined by the manager

• the employee does not have a dedicated personal work space on Council premises

• the employee fulfils the majority of his/her duties at home.

• an appropriate risk assessment has been carried out and mechanisms put in place to ensure that the employee is appropriately supported

• it has been established that such working will not unreasonably impact on the employee's health and safety

• there are suitable facilities at the employee's home to effectively carry out the role

The allowance will be paid in 12 equal installments and will be subject to tax and National Insurance deductions. An employee receiving this allowance is not automatically designated as a Homeworker by HM Revenue and Customs (HMRC). Any applications for this status would be made through an employee’s line manager or HR representative who, in turn, would approach the Council’s Tax Adviser who would apply to HMRC for approval.

Fees and royalties EHCC 2007 term 17

Individuals may undertake activities that result in an employee receiving a fee or royalties, subject to a number of conditions that are set out in the Fees and Royalties Guidance.

Deductions from pay and Leavers

If an employee takes out a loan, the amount will be recovered as a monthly deduction from pay on receipt of the employee’s approval of the credit agreement. Hampshire County Council may deduct from any final pay all monies owing to it from the departing employee. This includes (but is not limited to):

• outstanding loans

• pay advances

• overpayments, and

• holiday taken but not yet accrued. If the employee’s final pay is insufficient to cover the sums owed, the employee will enter into a contract with the Council for the repayment of all sums owed. If the employee refuses to do this,


or defaults on any repayment agreement, the Council may bring a civil claim against the employee to recover the monies (as a debt) and its costs of doing so.

Overpayments EHCC, JNC, Soulbury, Teachers and all other terms and conditions

Hampshire County Council will endeavour to recover all overpayments. Repayment shall be sought in full where the overpayment:

• is the result of incorrect information submitted by the employee or

• the error was known to the employee or was apparent from information supplied to the employee or

• the amount of the overpayment was such that an employee would have suspected an error had occurred.

Hampshire County Council operates an auto recovery process for recovery of overpayments where the employee will continue to receive 50% or more of their normal gross salary. Recovery of overpayments which will result in the employee receiving less than 50% of their normal gross salary will be managed through a recovery process, details of which can be found in the Salary How to Guide. In this case, repayment may be made in instalments over a period of up to 12 months, or the period equivalent to that during which the overpayment occurred, whichever is longer. ‘Write-offs’ will only be considered as a last resort and any decision to write off an overpayment, or a proportion of an overpayment, must be made in accordance with departmental approval processes outlined in the scheme of delegation.

Pay advances EHCC, JNC, Soulbury, Teachers and all other terms and conditions

A pay advance may be appropriate when an error in the business process has occurred or when an employee’s pay frequency has changed. Pay advances will not be made available as a result of other financial difficulties an employee may be encountering. In such circumstances, employees must seek advice from an appropriate source, for example bank/building society. A pay advance will be issued in the following circumstances:

• a new employee who commenced their employment before the 20th of the month and their salary was not credited to their account on pay day (this excludes casual workers who are paid one month in arrears)


• an existing employee received less than 85% of their total gross pay due on pay day

Recovery of pay advances will usually be made from the next salary payment.

Related documents To help with the application of this policy it may be useful to read

the following:

• EHCC 2007 Agreement

• EHCC 2007 Pay Framework

• Governance Arrangements for EHCC 2007 payments

• How to Guide – Salary Policy

• Apprenticeship Policy and Apprenticeship How to Guide

• Performance conversation toolkit

• Special Recognition Scheme How to Guide

• Individual Performance Planning Policy and Guidance

• Expenses Policy

• Fees and Royalties Guidance

• Writing Role Profiles Guidance

• Generic Role Profile Guidance

• Guidance for managers presenting at Job Evaluation Panels

• Homeworking guidance Support Employees:

Queries should be directed to your line manager. Managers: Further information is available in the Managers’ How to Guide - Salary Policy. Advice on remaining queries can be directed to HR Operations.

Key definitions Job evaluation - the process of systematically determining the relative size of jobs in an organisation and the relative difficulty of jobs to the role holders. Hay methodology - a robust and systematic job evaluation tool for measuring jobs, which can be used to evaluate all types and levels of jobs across an organisation and has been tailored for local government use. Job evaluation is carried out by employees that have been trained in the methodology by Hay. Pay award – the outcome of a review of salary ranges. Salaries are increased in accordance with an agreed percentage or


amount. Step – pay progression within each pay Grade. Grades A and B have 3 steps and Grades C – K have 5 steps. Career progression scheme – career progression arrangements exist within some departments whereby staff may progress to a higher graded role on meeting specific criteria. When an employee moves to a higher grade, this is classed as a promotion. Secondment – when a member of staff is engaged in alternative duties for a specific period of time. Secondments may be in the same or different team, department, location, grade or Role Profile. Secondments may take place on a 100% basis, or for a percentage of the employee’s normal working hours (a part-secondment). Pay advance – a payment made outside of the normal monthly payment cycle.

Policy Governance

SharePoint ID: HRDOCID-561776108-81125

Date of publication: April 2014 V3 – July 2015 V4 – December 2016 V4.1 – April 2017 V5 – January 2018 V5.1 – June 2018 V5.2 – January 2019 V5.3 – 27 May 2019 V5.4 – 20 November 2019

Owner: HR Policy & Reward Team

Related EHCC 2007 section:

Section 11, 12, 13, 14, 15, 17, 20, 21, 26

Employees of non-Hampshire County Council customers are excluded from this policy and should refer to their own employers

policies and procedures.

Documents

Salary Policy for EHCC - HampshireSalary Policy for EHCC Policy statement Hampshire County Council aims to achieve equality of opportunity in its employment practices and pay and reward