Salary not pulling through from Grade or Spine – Ciphr

ISSUE

“Salary is not being picked up from the grade”

“Salary is not pulling through from grade”

“Spine is not populating against the grade”

“Job and Pay salary is not populated”

ENVIRONMENT

Ciphr HR

RESOLUTION

If the employees Job and Pay record is attached to a grade/spine and the salary is not pulling through from this area, you can use the to troubleshoot and fix. Grades and Spines are date driven from the employee’s Job and Pay Record.

Troubleshooting:

Job and Pay Check:

Personal Data > Job, Pay & Reward Information > Job and Pay > Click into the employees’ top job and pay record > select the “Pay Details” tab. From this area, you will be able to see the Grade attached to the employee on the right side of your screen:

The first thing to try is changing the grade in the “Grade” drop down > changing this back to its original value > Update. This will refresh the Hours and Pay on the Job and Pay record to ensure the details are being picked up from the Grade.

Grade Check:

Whilst in Job and pay, click into the “Job Details” tab, and make a note of the “From” date:

Then, navigate to System > System Administration > Code Tables > Job and Pay – Grades > Filter to the Grade found in the employees Job and Pay Record and click into. You will be taken to the below screen. Check the “Pay Scheme” field. There are 4 different pay scheme types:

Range – Allows you to pick a Review Date, Hours, Min, Mid and Max salary for the range

Rate – Specifies a Review Date and Rate (salary)

None – This means the employee is ungraded and you will be able to control salary in the employees Job and Pay record

Spine – Allows you to specify a Review Date, Hours, Min, Mid and Max for specific spine points

We are going to focus on “Rate” – if “Spine” please scroll down to “Spine Check”.

When “Rate” is selected, you will see a tab called “Grade Rate”. This is the area that drives what get pulled through to the employee’s record:

The date on the employee’s Job and Pay record in this example was 01/Nov/2018 however, the date in this grade is 01/Apr/2022. If the Grades “Review Date” is after the employees Job and Pay “From”, the salary will not pull through. This is the most common reason for Salary no pulling through from the Grades code table.

To fix this, you have 4 options:

1 - Personal Data > Job, Pay & Reward Information > Job and Pay > Click into the employees’ top job and pay record and change the “From” date equal to or after the Grades “Review Date” > “Pay Details” tab > Reselect the “Grade” > Update:

2 - Personal Data > Job, Pay & Reward Information > Job and Pay > Click “Insert New Record” and insert a new record with a “From” date equal to or after the Grades “Review Date” > “Pay Details” tab > Reselect the “Grade” > Update:

3 - System > System Administration > Code Tables > Job and Pay – Grades > Filter to the Grade found in the employees Job and Pay Record > Click into and change the “Review Date” so this is on or before the employees “From” date > Save Changes:

4 - System > System Administration > Code Tables > Job and Pay – Grades > Filter to the Grade found in the employees Job and Pay Record > Click into and “Add new record” > On this row, set the “Review Date” to on or before the employees “From” date > Save Changes:

Spine Check:

Whilst in Job and pay, from the “Pay Details” tab, make a note of the “Spine Point and from the, “Job Details” tab, note the “From” date:

In this scenario, its “Spine” so click the option for “Go to Spine”:

Navigate to the “Reviews” tab and ensure there is a row with a Date that is less than or equal to the “From” date in the employees Job and Pay Record. If there isn’t, apply one of the below 4 options:

1 - Personal Data > Job, Pay & Reward Information > Job and Pay > Click into the employees’ top job and pay record and change the “From” date equal to or after the Spines “Date” > “Pay Details” tab > Reselect the “Grade” > Update

2 - Personal Data > Job, Pay & Reward Information > Job and Pay > Click “Insert New Record” and insert a new record with a “From” date equal to or after Spines “Date” > “Pay Details” tab > Reselect the “Grade” > Update

3 - System > System Administration > Code Tables > Job and Pay – Grades > Filter to the Grade found in the employees Job and Pay Record > click into and select the “Go to Spine” button > Change the “Date” so this is on or before the employees “From” date > Save Changes

4 - System > System Administration > Code Tables > Job and Pay – Grades > Filter to the Grade found in the employees Job and Pay Record click into and select the “Go to Spine” button > “Add new record” > On this row, set the “Date” to on or before the employees “From” date > Save Changes

In this example, there is as the From date is 01/Apr/2020 and there is a row for 01/Oct/2019:

However, clicking on “Values” allows us to see there are no Points and Values recorded:

Ensure that this form is populated and is sequential. Our employee has a Spine Point of 2 so the form could be set like the below:

Once you are happy with the values, Save Changes and navigate to Personal Data > Job, Pay & Reward Information > Job and Pay > Click into the employees’ top job and pay record > “Pay Details” tab > Reselect the “Grade” > Update – you should now see the salary pull through:

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