This guide will show you how to select employees who are due a spine increment and how the system will then move the employee onto the next spine point within a Grade.

Contents

• Overview
• Spine Increment Date
• To apply a Spine Increment

Overview

There are two types of spine update:

1. Spine rate review: Where the spine rates are updated and applied to Job and Pay records, such as following a cost of living increase (see linked guide for more details)
2. Spine increments: Where people move up a spine point within an associated Grade (covered in this guide)

Spine Increment Date

• Having located the relevant employee, go to the following area:
  • Latest (left-hand) menu: Job, Pay & Reward > Job and Pay
  • Pre 2025 (top) menu: Personal Data > Job, Pay & Reward Information > Job and Pay
• Click on the Pay Details tab
• The screen will display all the grade and spine related information and provide the opportunity to enter the Next Increment Date

To apply a Spine Increment

• Go to the following area:
  • Latest (left-hand) menu: Job, Pay & Reward > Job and Pay Administration > Process Spine Increments
  • Pre 2025 (top) menu: People Admin > Tasks > Spine Increment
• Enter the date range for which increment dates are to be selected

• The screen will display those employee records with a Next Increment Date within the date criteria entered, showing their current Basic Pay and Spine Point together with their Proposed Basic Pay, New Spine Point and the New Increment Date
• You can turn on the Show Already Incremented slider to view Job and Pay records with a Next Increment Date within the date criteria, that have already been updated
• Records that you do not wish to be affected by the update can be marked using the Exclude icon which when clicked on will display a slider to change the selected option
• Records that are shaded indicate that the records will either reach the maximum for that spine and grade or, dependent on the colour, will reach the absolute maximum.
• Employees already on their Grade Absolute Maximum will be automatically excluded from the spine update although they will appear in the grid showing the next spine point and associated salary. To prevent them appearing, remove the Next Increment Date from their current Job & Pay record
• Click the Export to Excel button to see the data in an Excel spreadsheet format

• Once you have reviewed the information  presented click Update
• You will be prompted to select a reason for the Job and Pay change. Select as appropriate

Note: If you have the Show Already Incremented slider enabled when you click Update, a warning message will advise that this will create duplicate records so click No and disable the slider before progressing with the update.

• Confirmation of the process will be displayed onscreen
• To check the new Job and Pay record, go to the following area:
  • Latest (left-hand) menu: Job, Pay & Reward > Job and Pay
  • Pre-2025 (top) menu: Personal Data > Job, Pay & Reward Information> Job and Pay
• A new entry will have been made and on the Pay Details tab of this newly created record the pay information and also the Spine Point and Next Increment Date will be updated