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Applying a backdated spine review with the same effective date

Ciphr Academy
Updated
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Query

  • "How do I apply two pay increases with the same effective date?"
  • "National Minimum Wage and Cost of Living changes on the same date"
  • "Two spine reviews same effective date"
  • "Backdated pay award same date as NMW"
  • "Spine review not showing the increase after a second review"

Answer

To apply a backdated pay award to an existing Spine Review (for example a cost of living increase confirmed months after a statutory National Minimum Wage change with the same 1 April effective date), update the existing review's values, then run Update Job and Pay again. Don't add a second Spine Review row for the same date in the code table, as this won't apply correctly to Job and Pay.
 

How to fix it

  1. Check the existing Spine Review with the relevant effective date (eg 1 April), applied previously for the first change (eg National Minimum Wage), and confirm the values currently held.
  2. Once the second change is confirmed (eg a backdated Cost of Living increase), update the same Spine Review with the latest figures: 
    • Either edit the existing spine values directly by clicking into each value to amend, then click Save changes once complete
  • OR if you prefer to use Auto insert, delete the overall review row and re-enter it, to then auto insert all records again with the increase rate, and tweak values as needed
  1. Run Update Job and Pay again, using a distinct Change reason, for example "Spine review backdated", so the two increases can be told apart in the employee's Job and Pay history. This will insert a second Job and Pay record with the same effective date, reflecting the new rate.

⚠ Important: two risks remain:

  1. If any affected employees have had a Job and Pay change since the review's effective date, this will prevent the update being applied correctly for them and will need handling manually. A note will appear listing the affected people so copy or screenshot the list to review them manually.
  1. If the original review is edited again after this second update has been applied, Ciphr will pull the latest figures into any Job and Pay record still linked to it, so take care with any further edits to this review once both increases are in place.

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