Pay Elements & Discretions
PIR Action Plan Recommendation 2
Decision notes should be maintained that document the factors that explain the case for the use of public funds under the scheme of delegation such as where payments exceed contractual elements.
The below table applies to all employees including Chief Officer
· CCNC refers to CNNC Pay Board
|
Pay Element |
Discretion Available |
Process for approval |
Control Measures |
Final Sign Off |
1 |
Payment in lieu of notice |
PILON |
Head of Service via email and Leavers form |
Leavers Form Payroll
|
Chief Officer |
2a |
Sick pay |
Extend full pay / Half Pay for non chief officers |
Head of HR |
Email / in writing the request for extension to be considered by the HHR
Email trail to record sign off store on employees record |
Section 151 and Head of Paid Service – via email |
2b |
Sick Pay |
Extend Full / Half Pay for Chief Officers |
Head of HR S 151 and HOPS
Staffing Matters & Urgency
|
Email / in writing the request for extension to be considered by the HHR, S151 and HoPS Report (private session) to SMU, detailing request, recommendation
Decision stored on personal file |
SMU |
|
Pay Element |
Discretion Available |
Process for approval |
Control Measures |
Final Sign Off |
3 |
Redundancy pay |
No discretion on normal redundancy pay where the redundancy has been agreed and dismissal progressed
Additional weeks to 104 |
Approval process for redundancy, including discretion and non discretional elements – Chief Officer and Section 151
Where the redundancy relates to a Chief Officer approval is via SMU |
Business Case completed with approvals |
SMU - note the non Chief Officer Redundancies
SMU to approve Chief Officer Redundancies |
4 |
Outstanding Annual Leave |
Should be taken and only paid in exceptional circumstances. Must be able to justify why leave is unable to be taken.
Contractually there is no discretion – must be paid if employee is unable to take prior to exit date, based on above.
|
Head of Service |
Via email, justification to the Chief Officer of circumstances that prevent the employee from taking outstanding leave prior to exit.
Leavers Form
Payroll |
Chief Officer |
|
Pay Element |
Discretion Available |
Process for approval |
Control Measures |
Final Sign Off |
5a |
Starting Salary – external applicants |
To start at a salary above point 1 of the scale
Ability to match the current salary of the applicant (expected to go to the next incremental point)
There are some exceptions to this where the recruitment exercise has proved that this is the only suitable candidate and in order for them to accept an offer of employment a higher incremental point may be required.
|
Appointing Manager
Appointing Manager and Head of HR on behalf of CCNC Pay Board
|
Evidence of current salary
Payroll
Email requesting the higher salary and reason for the request (mini business case)
New Starter Form
HR Business Support – Recruitment
|
Head of Service
CCNC Pay Board via email (due to meetings schedule and need to respond) |
|
Pay Element |
Discretion Available |
Process for approval |
Control Measures |
Final Sign Off |
5b |
Starting Salaries – Internal Applicants |
Expectation that they commence at L1 of new grade - no discretion required
Where a member of staff has been acting up / seconded into the new role that they are successful for they maintained the level of pay – no discretion required, the secondment / acting up will count for incremental purposes.
There may be occasions when there are exceptions to this where the internal applicant may have requested a higher starting salary. Where this is the case then seek approval
|
Appointing Manager and Head of HR on behalf of CCNC Pay Board
|
Email requesting the higher salary and reason for the request (mini business case)
New Starter Form
HR Business Support – Recruitment
|
CCNC Pay Board via email (due to meetings schedule and need to respond) |
|
Pay Element |
Discretion Available |
Process for approval |
Control Measures |
Final Sign Off |
6 |
Market Supplements |
New Request and Renewal After 2 Years: Where this is requested evidence of market rates and business case produced.
|
Application Form submitted to Chief Officer to Approve support for Market Supplement - then submitted to HR
HR obtain relevant Market Data and discuss with Trade Unions
HR Make recommendation to Support or reject and progress to CCNC Pay Board for approval |
Application Form Market Data CCNC Pay Board Payroll |
CCNC Pay Board via email (due to meetings schedule and need to respond) |
7 |
Business Critical Retention Payments |
Where this is requested evidence of retention issues produced, maximum 12 month retention |
Application Form submitted to Chief Officer to Approve support for Retention case then submitted to HR
HR consider evidence and discuss with Trade Unions
HR Make recommendation to Support or reject and progress to CCNC Pay Board for approval |
Application Form Relevant Evidence CCNC Pay Board Payroll |
CCNC Pay Board via email (due to meetings schedule and need to respond) |
|
Pay Element |
Discretion Available |
Process for approval |
Control Measures |
Final Sign Off |
8 |
Regrade of roles |
Job evaluation forms completed and outcome of panel shared with the Line Manager
Line Manager has discretion not to implement and to do so they would need to remove the new elements added to the job description that resulted in the higher grade.
Where the Line Manager accepts the new grade this is implemented from the date of the form being completed by the individual and line manager.
Discretion is considered where there has been disagreement in the effective date. Where this disagreement occurs, the Head of HR considers the evidence. |
The JE Panel provides the JE forms to the Head of HR to consider the evidence.
HHR speaks with the Trade Unions
CCNC Pay Board to approve
|
JE Forms
Relevant emails as evidence
Decision of CCNC Pay Board |
CCNC Pay Board via email (due to meetings schedule and need to respond) |
|
Pay Element |
Discretion Available |
Process for approval |
Control Measures |
Final Sign Off |
9 |
Application of Allowances as agreed with Trade Unions |
Application via the Line Manager as appropriate in line with guidance |
|
Forms Self Service Payroll |
Line Manager |
10 |
Temporary Discretions to Allowance for business critical need |
There are occasion where exception to normal allowances may be required to ensure statutory services are maintained |
Relevant Line managers, Head of Service, HR and Trade Unions – often through a Task & Finish Group
Reporting to CCNC Pay Board |
Output from Task & Finish Group
Approval from CCNC Pay Board |
CCNC expected at a Scheduled meeting |