This guide shows how an HR user can create and modify a pay/salary review proposal, and apply it to Job and Pay records in bulk.

Contents

• Introduction
• To create pay review proposals
  • Amount
  • Percentage
  • Appraisal
• The HR pay review proposal screen
• Appraisal linked proposals
  • 1. Appraisal review ratings
  • 2. Performance & Development/Talent Management reviews
• Applying the salary proposal

Introduction

Salary proposals can be made or carried out as a line manager or as an HR user. The salary calculations can be carried out in a variety of ways which are applicable to both types of user but there are some differences in what the user can/cannot do. This guide covers the options for users in an HR role.

To create pay review proposals

• Go to the following area:
  • Latest (left-hand) menu: Job, Pay & Reward > Job and Pay Administration > HR Pay Review
  • Pre-2025 (top) menu: People Admin > Tasks > Pay Review
• On accessing this screen you may see a previously created proposal
• Create the subset of records that proposals are being created for using the subset icon in the top right of the screen

• You can choose the subset for a group of records that the line manager has created and submitted proposals for, in which case you may at this point be applying those proposals using the Update options (see later section)
• To create a new proposal click Bulk Update

There are 3 options on which to base your proposals as follows:

A flat amount, entered in the Increase Amount, will be added to the current basic pay for those in the subset that are on an annual salary, to calculate the proposed salary for all employees in the subset

 

Selecting percentage will enable you to enter the Percentage Increase and will also enable you to specify a Minimum Increase Amount

 

This will enable you to select the date (on or before) that the appraisal increase is to be based and will apply an increase based on a review rating from the Employee Relations/Performance Reviews (archive) areas

• Having determined the method of calculation for your pay proposals and entered the values for that proposal type then click Apply
• The proposals will be displayed on screen and the Increase Amount and Increase Percentage calculated

The HR pay review proposal screen

Having created the proposals there are now a number of options that can be taken as follows:

• Edit – the option to Edit that is on the employee line opens that line and enables aspects of the proposal to be changed just for that employee; Proposed Basic, Review Date, Increase Amount, Increase Percentage
• The values can be adjusted as required and on clicking Update, the new values calculated
• Clear – the option to Clear that is on the employee line will, following confirmation, clear the proposal for that employee record only

The options that are located at the bottom of the proposal screen are as follows:

• Clear - the option to Clear will, following confirmation, clear all proposals
• Submit Proposals - once the increases have been applied and edited as required then the proposals should be submitted for HR to review
• Export – the proposal data is exported into a spreadsheet. This can then be used to distribute to line managers or finance for example for consideration and further modelling as required. The data can be changed but the headings cannot if you are then intending to import the spreadsheet
• Import – a proposal spreadsheet file can be imported into the proposal screen
• Proposal Report – subject to appropriate security access, an Excel report of proposed increases can be downloaded for wider approval as required
• Update – the Update option is used as a final stage and should only be taken when the proposals are finalised and ready to be committed to Job and Pay. The warnings MUST be read and confirmed before you can Confirm. See the next section for more details on updating proposals

Appraisal linked proposals

There are two ways to incorporate a performance review rating into a salary review

1. Appraisal review ratings

• You can link an increase percentage amount to each review rating, which is set up in the Review Ratings code table. These percentages will then be applied to the salary proposal. Ratings can be recorded for employees via a pay-type review in the Employee Relations area, and then applied to a bulk proposal with the Appraisal button as described above 

2. Performance & Development/Talent Management reviews

• If recording reviews in the Employee Dashboard, the Current Review Rating column will show the review rating (if enabled in the Review Type) from the employee’s latest signed off Review
• The Proposed Review Rating column allows the user to enter proposed ratings in bulk as part of the pay review proposal

• This method does not link to the increases in the Review Ratings code table, so increases should be added independently
• Employees with a proposed review rating selected will have a new signed off review created against their record in Talent Management under the new Performance Review Type, when the pay review (Job and Pay) is finally submitted by HR

Applying the salary proposal

• As an HR User, go to the following area:
  • Latest (left-hand) menu: Job, Pay & Reward > Job and Pay Administration > HR Pay Review
  • Pre-2025 (top) menu: People Admin > Tasks > Pay Review
• Click Update
• Select the sliders relating to the proposed action in the Confirm Pay Review Update dialog box and click Confirm, you will then be prompted as follows:

Pay Review Change Reason – select the reason, from the list presented, for the pay review. This reason will be displayed in the Job and Pay record which will be subsequently created.

Click Continue and the proposals will be applied and the update completed. A new job and pay entry will be made for the affected employees with the effective date reflecting the date of the proposal. 

If you have included proposed review ratings, then a Performance Review type will be inserted for the affected employees as detailed above, which can be viewed via the Talent Management Employee Dashboard.
Once completed, a message will confirm and give you the option to clear the proposal data.

You can view the updates on individual Job and Pay records.