HR salary not pulling through from grade or spine

Answer

When an employee is linked to a rate or spine grade but the salary does not populate, the most common cause is a date mismatch between:

• The employee’s Job and Pay From date, and
• The earliest rate or spine review date available in the grade details code table.

If the employee’s date is earlier than the first valid rate/spine date, the system has no historic value to pull through so no salary appears.

How to fix it

1: Check the job and pay record grade

• Go to Job, Pay & Reward > Job and Pay
• Open the employee’s latest job and pay record
• Select the Pay details tab
• Change the Grade to a different value, then switch it back
• Select Update

• If the salary still does not populate:
  • Note the Grade (Pay details tab)
  • Note the From date (Job details tab)

• Then continue to either Rate grades or Spine grades, depending on the Pay Scheme.

2a: If the grade is a rate

Check the grade rate details

• Go to Data Management > Code Tables > Job and Pay > Grade details
• Filter to the employee’s grade and open it
• Open the Grade rates tab
• Check whether a Review date exists on or before the employee’s Job and Pay From date
• If the earliest Review date is later than the employee’s date, the salary cannot populate

• The date on the employee’s Job and Pay record in this example was 01/Oct/2025 however, the first review date in this grade is 01/Jan/2026 which will cause an issue
   

Fix options for rate grades

Choose one of the following four fixes:

1. Update the latest job and pay record

• Change the employee's job and pay From date so it is on/after the earliest grade Review date
• Re-select the grade on Pay details and update

• Adjust the previous job and pay record’s To date to prevent gaps

2. Insert a new job and pay record

• Add a new job and pay record with a valid From date (on/after the Review date).
• Re-select the grade and update.

3. Update the grade’s existing review date

• Change the Review date so it is on or before the employee’s latest From date
• Save, then reselect the grade on the employee record

4. Add a new review date

• Add a new row with a Review date on or before the employee’s latest From date
• Save, then reselect the grade

2b: If the grade is a spine

Check the spine details

• In the employee’s job and pay record:
  • Go to Pay details and note the Grade spine details and Spine point

• Go to Job details and note the From date
• Go to Data Management > Code Tables > Job and Pay > Grade details
• Open the grade and check the Pay scheme which should be Spine
• Click Go to spine

• Open the Reviews tab
• Look for a review entry with a Date that is on or before the employee’s Job and Pay From date
• If the earliest spine review date is later than the employee’s date, no value can be pulled through

Fix options for spine grades

Choose one of the following four fixes:

1. Update the latest job and pay record

• Change the From date so it is on/after the earliest spine review date.
• Re-select the grade on Pay details and update.
• Update the previous job and pay record’s To date if required.

2. Insert a new job and pay record

• Add a new job and pay record with a valid From date.
• Re-select the grade and update.

3. Update the existing spine review date

• Select Go to spine in the grade details.
• Change the spine Date so it is on or before the employee’s job and pay From date.
• Save, then reselect the grade on the employee record.

4. Add a new spine review date

• Go to Go to spine > Reviews.
• Select Add new record.
• Set the Date on or before the employee’s job and pay From date.
• Add weekly Hours and Values

• Save, then reselect the grade in the employee's job and pay

Related guidance

• Grade Details - rates and ranges
• Grade Details - spines