Last updated 20 June 2023

Set up pay grades and pay spines

Here, you can learn how to set up the example pay structures described in Pay structures overview.

You only need to use both pay spines and pay grades if your organisation uses a similar pay structure to Example 1.

Example 1: Spinal points and grades

Find out more about this example.

Creating a structure using pay spines and pay grades is a two-stage process:

Go to Admin.
From Application Data, select Pay Spines.
Above the list of existing pay spines, select Add Spine.
A blank row is displayed. Enter a name for the new pay Spine and a Description.
Select the Pay Basis from the list (Hourly, Monthly or Yearly).
Select the display order from the Spine Order list.

Select OK to add the new pay spine to the list.
From the list of pay spines, select the newly created spine, then select Add Review Date. Review dates enable you to record information on how the spine structure changes over time, so that you can compare pay structures year on year.
From the new row, enter to select the Review Date.
In the Hours field, enter the number of standard full-time hours for the pay spine. This figure is used to generate pro rata salary values for part-time employees.
Select OK. The Pay Spines page is displayed.
Add spine points in any of the following ways:
- To add individual spine points, enter the first spine point number and the associated value, then click Add New Spine Point.
- To increase spine points by percentage, complete the fields in the Auto Edit – Increase By section, then select OK.
- To add a series of spine points automatically, complete the fields in the Auto Insert section (Start point, End point, Start value and Increment), then select OK.
  For example, if you add 1 as the start point and 6 as the end point, £10,000 as the start value and 500 as the increment, the system adds point 2 as £10,500, and so on.
Repeat the process until you've added all the spine points you need.

At the end of the list of the screen, select Add Pay Grade. A blank row is added.
Enter a name for the Grade and a Description.
Select Spine from the Type list.
Select the Payment Frequency from the list.
Enter the required number in the Sort Order to determine where the pay grade appears in the list.
Select the Currency from the list.

Select OK. From the displayed message, select Add Spine.
A new blank row is added. Select the Spine to base the grade on from the list.
Select the Min Point and Max Point range for this pay grade from the lists.
Repeat the process until you've added all grade details.

Find out more about this example.

On the new blank row, enter a name for the Grade and a Description.
On the Type list, select Range
Select the Payment Basis.
Select the Payment Frequency.
Enter the required number in the Sort Order to determine where the pay grade appears in the list.
Select the Currency.
Select OK then select Add Grade.
Enter or select the Effective Date for this salary range and add the number of Hours for this grade.
Enter the Minimum salary for this range together with the Mid Point. When you select OK, the system calculates the mid point amount.
Repeat the process until you've added all the range details.
To add new range values for future years, click Add Range, and then add a new range with a new effective date.

Find out more about this example.

At the bottom of the screen, select Add Pay Grade.
On the new blank row, enter a name for the Grade and a Description.
On the Type list, select Rate.
Select the Payment Basis.
Select the Payment Frequency.
Enter the required number in the Sort Order to determine where the pay grade appears in the list.
Select the Currency.

Select OK then select Add Rate.
Enter or select the Effective Date for this salary range and add the number of Hours for this grade.

Enter the Amount the grade relates to then select OK to save the range and generate its mid point value.
Repeat the process until you've added all the grade rate details.

Find out more about this example.

Go to Admin.
From Application Data, select Pay Grades.
At the bottom of the screen, select Add Pay Grade.
On the new blank row, enter a name for the Grade and a Description.
On the Type list, select None.
Select the Payment Basis.
Select the Payment Frequency
Enter the required number in the Sort Order to determine where the pay grade appears in the list.
Select the Currency.
Select OK. Repeat the process until you've added all the required rates.

Find out more about this example.

Go to Admin.
From Application Data, select Pay Grades.
At the end of the list of the screen, select Add Pay Grade.
On the new blank row, enter a name for the Grade and a Description.
On the Type list, select None.
Select the Payment Basis.
Select the Payment Frequency.
Enter the required number in the Sort Order to determine where the pay grade appears in the list.
Select the Currency.
Select OK. Repeat the process until you've added all the grade grouping details.

Did you find the Help Centre useful today?