Most pay changes are expected to be managed through the annual salary review process in April. However there are reasons that we may need to review an individual’s salary outside of this process and we need to ensure our approach in these situations is fair and consistent.
Typical reasons for reviewing pay outside of the annual review process include:
Promotion/ moving to a new role
Change in responsibilities
Change of location
Off-cycle pay increases only apply to employees - those employed through a statutory entity or through an Employer of Record. It does not apply to contractors and changes to contractor rates should be raised with the People and Legal teams.
Our aim is to ensure that we pay people equitably and appropriately to the external market for their skills and contribution. However, affordability will always be considered in the approval process and understanding the key drivers for the request.
If you are considering an off-cycle pay change for a member of your team, please follow this process:
Engage your functional leader
Discuss the request with your functional leader for agreement in principal
Contact the People team
Contact the Reward team for advice on any compensation change and benchmarking. Provide the following:
An up-to-date Job Description (JD) and/ or a brief explanation of the changes to role
The employee's current salary and Job Title (JT)
Your proposed changes
A clear rationale explaining why this change is being requested
Complete the Job Change Request in Bob
Check how to request a job change for your team member.
Get approval
Get your budget holder’s approval, and if the cost is greater than 10% or 10k (£/$/€) additional approval from the hiring board will be required (your functional leader will be asked to attend to provide context to the request).
Communicate
If approved, communicate the change to the colleague and notify your people partner who will process the change.
Do not communicate any proposal to the individual until it has been approved.
Any increase/ one-off that is £/$/€ 10,000 or greater, or is over a 10% increase will require additional approval from the review board. This will be managed by the People team.
The timing of an off-cycle pay increase may affect eligibility for review in the annual pay review process. Further guidance will be published soon.
Any changes in compensation may require a contract change letter or amendment on file. Please work with the People Team contact to implement.
Can’t find what you are looking for? Contact us via People Team Support ticket.