This guide will show you how to run and maintain the Gender Pay Gap report in HR.
 

Contents

• Running the Report
• Fields used in the report
• Ordinary Pay
• Components tabs
  • The GPG Components – Allowances
  • The GPG Components – Payments
  • Base Data
• Maintaining the report
• Design a new report based on an existing report
  • To update Allowances
    • GPG Components – Allowances
    • Allowance Codes
  • To update Payments
    • GPG Components – Payments
    • Payment Codes
  • To save your changes
     

Running the Report

• Once installed the report is located, by default, under Reporting > Reports > All

• In the Search enter the word “gender” to locate the report
• Note - It may first be necessary to provide role access to the report through System Configuration > Role Management.  Click on the role to which access is being given and then from the Actions select Reports

• From the list of reports locate the Gender Pay Gap and set the Accessibility to Accessible

• Select the subset of records for who the report is to be run.  For the report to select the data for individuals they need to be a relevant employee – see notes relating to relevant employees
• Set the Job and Pay Point in Time date

• Click Continue
• The report will run and will output to a spreadsheet comprising:
  • Report  - the report summary
  • GPG Components – help  - a description of the GPG components
  • GPG Components – Allowances - a description of the GPG allowances – see notes re components
  • GPG Components – Payments - a description of the GPG payments – see notes re components

Notes: A relevant employee must be in a Location where the associated country is set to United Kingdom or to the Country that the report has been configured to search for. The Countries code table can be found under Data Management The report can be configured on the Base Data tab to search for whatever country description is required: ie =IF([@[Country Description]]="United Kingdom",TRUE,FALSE) A relevant employee must also have a relevant date in their Job and Pay.  The From date must be before the snapshot date and the To date must be either after the snapshot date, or blank

Fields used in the report

Ordinary Pay

Components tabs

• When running the report, the spreadsheet output will have a tab labelled GPG Components – Allowances and one labelled GPG Components – Payments. 

The GPG Components – Allowances

• This table must be kept up to date with changes or additions to your Allowance Codes. Mark each payment code with a Y if they are a GPG Pay component or GPG Bonus. If the GPG Bonus Component is marked Y, it is a requirement that the relative period for that payment is also entered.

• Go to the Allowance Tab and check that all the CPG pay components rows either state Y or N if you have any #N/A this means that this component is not being picked up and needs mapping to the GPG Components – Allowances tab (see Maintaining the report section).  To map these, copy and paste the first 2 columns i.e. the code and description and paste to the bottom of your GPG Components – Allowance tab and select whether these are payments or deductions and whether they are a GPG Pay component or Bonus component

The GPG Components – Payments

• This table must be kept up to date with changes or additions to your Payment Codes. Mark each payment code with a Y if they are a GPG Pay component or GPG Bonus. If the GPG Bonus Component is marked Y, it is a requirement that the relative period for that payment is also entered

• Go to the Payments Tab and check that all the CPG pay components rows either state Y or N if you have any #N/A this means that this component is not being picked up and needs mapping from the GPG Components – Payments tab (see Maintaining the Report section)

   

Base Data

• The report is designed to select “relevant employees”, check that the Country for all UK employees has United Kingdom selected, any blank or incorrect data in this field will mean the employee will not be picked up by the report.  Check this by looking at Column N of the base data tab.  Staying in the base data tab check that Column J has either Male of Female selected for Gender pay gap purposes the legal sex of the employee is what is required in this column not their gender identity. If False is indicated in the Relevant date (column P) the Job and Pay record is outside the recording period, please check the dates are correct with no gaps between changes

• If you are happy with all the checks then the report data should be correct

• The report will provide you with:

  • The number of male and female employees
  • The Mean hourly rate for male and Female and the % gap between what males earn compared to females – if the GPG is negative this means that you female employees earn more than your male employees
  • The Median hourly rate for male and female and the % gap between what males earn compared to females – if the GPG is negative this means that you female employees earn more than your male employees
  • Mean Bonus pay for male and female and the % gap between what males receive as a bonus compared to females – if the GPG is negative this means that you female employees are paid higher bonuses on average than your male employees
  • Median Bonus pay for male and female and the % gap between what males receive as a bonus compared to females – if the GPG is negative this means that you female employees are paid higher bonuses than your male employees
  • Count of relevant employees receiving a bonus payments split between male and female
  • Proportion of relevant employees – the proportion of males and females receiving bonus payments as a percentage of the number of males in your organisation
  • The hourly rate payments split into quartiles and the proportion of male and females receiving these hourly rates.

• Mean = Average

• Median = The median pay gap is the difference between the midpoints in the ranges of hourly earnings of men and women. It takes all salaries in the sample, lines them up in order from lowest to highest, and picks the middle salary

• Quartiles = The list of relevant full-pay relevant employees in order of highest paid to lowest paid, divided into 4 equal parts (quarters) these quartiles are referred to as:

  • Upper hourly pay quartile
  • Upper middle hourly pay quartile
  • Lower middle hourly pay quartile
  • Lower hourly pay quartile

Maintaining the report

• You may notice #N/A errors in the GPG – Components tabs of the report where Component codes have been added into the system and the report formulae needs to be updated

• A Report Designer licence is required to edit a report template, and it’s recommended to create a copy of the standard Ciphr report, rather than amend it, to reduce the risk of original formulae being accidentally overwritten

• Follow the steps below to create a copy of the report, or if editing your own version of the report, you can go straight to step 4

Design a new report based on an existing report

1. Go to Reporting > Report Admin > Report Designer

2. Click Insert New Record then select Design a new report based on an existing report and search for “Gender Pay Gap” to create a copy with formatting and fields

3. Skip through all the steps to the Finish to name your version of the report, save and then grant access to the relevant user role(s).  You may wish to hide the original Ciphr version of the report in Role Management at this stage to avoid any confusion for any user(s) running the report

4. Go to Report Designer and click into your report

5. Click Edit report to download the Excel template in edit mode

6. Enter a subset of people; it’s recommended to apply a Filter for a small group when editing the template, to reduce the amount of data

7. You will be prompted to enter a Job and Pay Point in Time date.  For the purposes of editing the report you can select any day

8. Once the report has downloaded, open it and click Enable Editing

9. The top section of the report should automatically show the count of Male and Female employees and the mean and median hourly rate of pay

10. The middle section, which pulls in any Bonus Pay will update after you have amended the report to decide what Allowances and Payments should be considered a Bonus

11. The bottom section of the report which shows the quartiles of hourly pay should be automatically populated

12. Right click on the Report tab and click Unhide

13. Select the following to unhide (hold down Ctrl when you click to multiselect):

• Base Data
• Allowances
• Personal Allowances
• Payments
• Personal Payments

To update Allowances

GPG Components – Allowances

• In the GPG Components – Allowances tab add the following formulae into the corresponding cells (you can paste over what is already in the tab as this is just example data):

• You can then copy the formulae down to pull in the subsequent rows from the Allowances tab.  It’s recommended to copy down more rows than you need to allow for future codes being added, as empty rows will just show as 0 and will update automatically if more codes are added.

•  Now complete the following columns in the GPG Components – Allowances tab:
  • GPG Pay Component?
  • GPG Bonus Component?
  • GPG Bonus Period in Days
  • Definitions for each of the above can be found above the header lines in this tab

Allowance Codes

• In the Allowances tab amend the VLOOKUP formulae in the first row of the following columns:

• The formulae will pull in the corresponding column data from the GPG Components - Allowances tab

• Copy and paste this formulae to replicate down the three columns to the bottom row.

To update Payments

GPG Components – Payments

• Repeat the same steps as the previous Allowances section but this time apply it to Payments
• In the GPG Components – Payments tab add the following formulae into the corresponding cells (you can paste over what is already in the tab as this is just example data):

• You can then copy the formulae down to pull in the subsequent rows from the Payments tab.  It’s recommended to copy down more rows than you need to allow for future codes being added, as empty rows will just show as 0 and will update automatically if more codes are added.

• Now complete the following columns in the GPG Components – Payments tab:
  • GPG Pay Component?
  • GPG Bonus Component?
  • GPG Bonus Period in Days
  • Definitions for each of the above can be found above the header lines in this tab

Payment Codes

• In the Payments tab amend the VLOOKUP formulae in the first row of the following columns:

• The formulae will pull in the corresponding column data from the GPG Components - Payments tab

• Copy and paste this formulae to replicate down the three columns to the bottom row

To save your changes

• Right-click on the following tabs (hold down Ctrl to multiselect) and then click Hide to tidy up the report:
  1. Payments
  2. Personal Payments
  3. Payments
  4. Personal Payments
• Save the spreadsheet report template (not save as, as the name must not be changed).
• Check the report in via Report Designer

• You can then run the report, at the desired date, for your subset of people and it will use the above template.
• If you need to update your report in future, follow the above steps and copy the formulae down in the relevant tabs to add more rows to accommodate your new Allowance and/or Payment codes, and enter the relevant GPG Components