Pay Review Frequently Asked Questions

Version 5. Updated 20 November 2013

Pay Review – Frequently Asked Questions

These FAQs will be updated as further questions are raised.

Please note that almost all of the answers provided relate to Milton Keynes Council’s latest proposals, all of which remain subject to alteration as a result of the ongoing negotiations with the trade unions.

A Questions about the project and process 1. I have not received a letter, but all of my colleagues have. What should I do? 2. I have received a letter that refers to a job I used to do. 3. The title of my role is incorrect on my letter. 4. This has been going on a long time, when will it take effect? 5. What is the timetable and what else needs to happen? 6. When and how will I find out what this will mean to me? 7. Are Corporate and Assistant Directors included as part of this exercise? 8. You said that team managers are expected to support their teams, particularly those whose pay is negatively impacted. When will you tell the managers what the impact on their team is so that they can be prepared, and what form will this information take? 9. If the proposal makes my service more expensive to run, what action will the council to take? 10. Will there be corporate monitoring of the impact of this on the cost of temporary staff? 11. What about the impact on recruitment and retention? 12. I transferred to the Council under TUPE legislation with my pay and conditions protected. Will this impact on me? 13. I’m not a member of a union so how can you change my contract without my agreement? 14. When I was TUPE’d over from another organisation last year I was told I’d be keeping my terms and conditions as they were. Why are you changing them now? 15. This has just been a glorified cost saving exercise, hasn’t it?

B Questions about the job evaluation process 1. There are two new job evaluation schemes being used, how do I know which scheme has been applied to my role? 2. My area is restructuring. The roles have been assessed under the current scheme. When will they go through proposed scheme? When will the team who are being restructured know the grades of those roles under the new scheme? 3. In the future, will managers get the opportunity to feed into the job evaluations and explain the role to job analysts as they have done as part of this project? 4. Will we get to see the job evaluation scores so we can compare with other jobs? Version 5. Updated 20 November 2013

5. The team I am in is restructuring. How will prior consideration operate going forward? 6. I work in a school and I’ve been matched with a job that I don’t think I do. How do I appeal about this?

C Questions about the new pay structure 1. Are there more or less grades in the new structure? 2. The new grades are shorter with only 3 or 4 incremental points, why is this? 3. There’s a new proposal about increments, what does this mean? 4. If you don’t receive an increment because of performance issues, will you have to wait until the following year for an increment or will it be re-considered before then? 5. Is this ‘performance related pay’? 6. When I reach the top of my new pay band will I move up to the next one?

D Questions about changes to basic pay 1. When will I know what my new salary is? Why can’t you tell me now? 2. I’m worried my pay may go down and will need to plan for this. How much notice will I get? 3. I’d read that pay protection is for two years, why is this different? 4. I work for MKSP/MKDP but because of a past or future TUPE transfer, my pay and terms and conditions are likely to be my former MKC terms at the 1st April 2014. How will the proposals affect me? 5. How many people will have to deal with a drop in their pay? 6. What about other groups of staff who are not on single status grades, what will all this mean to them? 7. Looking at the proposed pay structure, I can see my current pay point on the new scale. Does this mean that I will transfer to that grade? 8. I’ve been here a long time and am at the top of my grade, will I go to the top of my new grade? 9. My pay is currently protected as I was recently redeployed to a lower graded role. If the grade of my role goes down, will I keep this protection? 10. If I move jobs after the changes are implemented to another one on the same grade when will I be eligible for an increment? 11. I am planning to retire within the next few years. Will this impact on my pension? 12. I have more than one job with the council. Will I get more than one letter? 13. I’m at the top of my grade now but I’ve been put on a new grade and I’m at the bottom. Why? 14. It’s been over a year and a half since my evaluation interview and my job has changed since then? How do I know I’m in the right grade? 15. I do not think the outcome of the grade for my role is fair. What can I do? Version 5. Updated 20 November 2013

E Questions about the proposals for changes to terms and conditions 1. I’ve heard that I will lose my essential car user allowance but I use my car regularly every day and need a car to do my job. 2. Now that the reduction of sickness levels is a target for all managers, if I have genuine sickness within my team and cannot meet the target set, will I have my increment withheld? 3. I am on call and receive double time or time and a half for most of the hours worked. Will my role qualify for an Alternative Work Pattern payment (AWP)? 4. Within our service we are expecting difficulties in persuading staff to cover sickness and to work outside of the hours of their rota. 5. If you are taking away my essential car user allowance why should I use my car? 6. If I can’t pay overtime at double time when I need cover on a Sunday, how will I be able to persuade staff to undertake additional shifts? 7. Teams within my area respond to emergencies as part of a rota. Much of this work is undertaken at weekends with enhanced rates of pay. How will the proposal impact on these teams? 8. Can I refuse to undertake overtime if it is no longer paid at an enhanced rate? 9. Why have I been allocated a particular AWP or not received one at all?

Questions and Answers:

A1: I have not received a letter, but all of my colleagues have. What should I do? All letters were posted to the home addressed registered in the payroll system. Many postal deliveries do not arrive until afternoon so the letter may be in transit. If it does not arrive within the next day or two, please call the Pay and Reward Helpdesk on 01908 253299. If you think your address is incorrect you must update ESS (or arrange for an administrator to do this) and also call the Pay and Reward Helpdesk to arrange for an amended letter to be issued for your collection. Please note that you will not receive a letter:  if you are not on single status pay and conditions (other pay groups include Soulbury / Youth Workers / Teachers / Public Health and staff who have TUPE’d into the Council within the last 2 years).  if you have resigned; or  if it has formally been confirmed to you that you will not be employed by the council after 31 March 2014 (this includes fixed term roles and those transferring out of the Council under TUPE prior to 31 March 2014). Any transfer out of the Council under TUPE regulations scheduled on or after 1 April 2014 will receive a letter if single status pay and conditions apply. Back to menu Version 5. Updated 20 November 2013

A2: I have received a letter that refers to a job I used to do. This may happen if you have moved roles within the last month or so. Please e-mail the Pay Review Inbox advise them of the situation so that a correct letter can be produced. Back to menu

A3: The title of my role is incorrect on my letter. Each letter contains a role title and an evaluation title. The role title is taken from SAP. The role title will not impact on the JE outcome. If you think the role title is incorrect please discuss this with your manager. Your manager will need to inform HR of any change in role title by e-mailing the Pay Review Inbox. The evaluation title is the name on the role profile where a number of roles, each with a different role title to distinguish between the roles, have broadly similar duties and levels of responsibility. Back to menu

A4: This has been going on a long time, when will it take effect? At the moment this is a proposal which has been jointly put forward by the JNC (Joint Negotiating Committee comprised of Councillors and Trade Unions) after a long and complicated process. The process included evaluating the jobs of about 4400 Council single status employees, some of whom work within schools and the development of an overarching pay package. There are a number of actions required yet before full agreement can be reached. If the proposals are agreed within the anticipated timeframe then this will be implemented from the 1 April 2014. Back to menu A5: What is this timetable and what else needs to happen: July 2013 Joint proposal agreed locally for consultation and overview shared with staff

End of July Unions to seek approval at national level 2013

September/October Management and staff briefings to take place.

Early October 2013

Response received from unions

November 2013 On receipt of a positive response, all staff impacted will receive written notification of personal implications for them of revised package

December 2013 Unions to ballot membership on package Version 5. Updated 20 November 2013

January 2014 JNC to consider outcome of ballot. Resolve any remaining issues and agree package and its implementation date of overall package.

A6: When and how will I find out what this will mean to me? If you are an employee in a single status role you should expect to receive a letter around 25 November setting out the new grade and pay point for you from the expected implementation date of the 1 Aril 2014. You will also receive a breakdown of the evaluation for your post and other information on the proposed new terms and conditions. It has not been possible to inform you of how the proposals will impact on you personally before this date due to the need for the unions to give their approval to the package prior to producing individual letters for the 4,500 or so staff affected. The decision was taken to publicise the proposed package at the stage it was put to the unions in order to be as open as possible about the proposals to all staff. Your letter will be sent to your home address so it is important that you make sure that your correct address is showing on ESS/MSS. Back to menu

A7: Are Corporate and Assistant Directors included as part of this exercise? No, they are not, for two reasons, firstly they are on Chief Officer terms, not single status. Secondly, their roles were last evaluated using Hay two years ago and new terms implemented which removed incremental scales and additional payments. This resulted in single pay points with no incremental progression, alongside a reduction in pay for most officers at this level. Back to menu

A8: You said that team managers are expected to support their teams, particularly those whose pay is negatively impacted. When will you tell the managers what the impact on their team is so that they can be prepared, and what form will this information take? This information will be passed on a confidential basis to senior managers by way of a spreadsheet. The intention is to send letters out to all employees on the Friday in first class post, and pass spreadsheets to senior managers prior to then. Back to menu

A9: If the proposal makes my service more expensive to run, what action will the council take? The budgets across the council will be adjusted by Corporate Finance to ensure that they are allocated appropriately following implementation Back to menu Version 5. Updated 20 November 2013

A10: Will there be corporate monitoring of the impact of this on the cost of temporary staff? Yes, this will continue. Back to menu

A11: What about the impact on recruitment and retention? The proposal will ensure that everyone is paid fairly for the work that they are expected to do. JE outcomes cannot be changed due to market influences or difficulties in attracting or retaining staff in roles which are difficult to recruit to. If there is a genuine retention issue the council currently has in place an approach to market supplements to address this. Back to menu

A12: I transferred to the Council under TUPE legislation with my pay and conditions protected. Will this impact on me?

When roles transfer under TUPE legislation their pay, terms and conditions of service are protected at the point of transfer. However, care has to be taken to ensure that this does not lead to equal pay issues. Therefore the approach taken is:

 This proposal will not impact on anyone who transferred into the council under TUPE less than 2 years ago, unless their role has been subject to change or restructure and the responsibilities differ from those at point of transfer. In this case the new role would be offered on MKC terms and conditions.  Where the TUPE transfer occurred over 2 years ago individuals will be provided with information about the proposed pay and conditions for their role from the 1 April 2014 offering the option to move to those pay and conditions. Such offers will not be made until after colleagues have received their letters, ie December onwards.  Where the transfer to MKC occurred over 5 years ago then the proposed changes to pay, terms and conditions of service from the 1 April 2014 will apply since continuation of differential ‘protected’ terms and conditions for this period of time is no longer justifiable.

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A13: I’m not a member of a union so how can you change my contract without my agreement? Your existing contract makes reference to the collective bargaining agreements in place with the recognised trade unions – UNISON and GMB. Agreements struck between these bodies and the council through the collective bargaining process are binding upon all employees, not just union members. Back to menu Version 5. Updated 20 November 2013

A14: When I was TUPE’d over from another organisation last year I was told I’d be keeping my terms and conditions as they were. Why are you changing them now? Posts that have transferred from another organisation keep their terms and conditions for an undefined period. The council is committed to paying its employees in accordance with the spirit and the letter of equal pay law and, as such, it is bound to keep terms and conditions under review. Where a possibility of inequality occurs, this can expose the council to significant equal pay liabilities, so TUPE’d posts must come under the umbrella of the overall scheme as soon as practically possible. If a TUPE- transferred employee voluntarily chooses to take up a different post in the council on a different rate of pay, or when a restructuring takes place, transferred employees will be moved to new posts on the appropriate council terms and conditions of service.

If your transfer to Milton Keynes Council under TUPE occurred over 5 years ago then the new pay and terms and conditions will apply from 1 April 2014 since to continue differential “protected” terms and conditions could lead to equal pay claims. Back to menu

A15: This has just been a glorified cost saving exercise, hasn’t it? Many local authorities have had to take action to reduce their pay bill. Some have done this by imposing percentage pay cuts across their organisations, some have done this by freezing pay and not paying any incremental progression. Due to the need to introduce a different approach to job evaluation and a supporting pay structure, the opportunity was taken to review the approach taken to the remuneration package and put in place a revised approach that is affordable, simpler and fit for the future. Given the current economic situation, the only way the council could improve the package on offer would be through potential impact on services and service delivery together with any resultant workforce reductions. Back to menu

B1: There are two new job evaluation schemes being used, how do I know which scheme has been applied to my role? When you receive your letter you will see the breakdown of the evaluation and will know which of the schemes has been applied to your role. Broadly speaking all roles were first evaluated using the NJC scheme. Where NJC points exceeded 637, the HAY scheme has been applied. Your notification letter will inform you which scheme was used to evaluate your role. Back to menu

B2: My area is restructuring. The roles have been assessed under the current scheme. When will they go through proposed scheme? When will the team who are being restructured know the grades of those roles under the new scheme? Letters informing staff of the individual impact on them are due to go out in November based on current roles. After this, work will be undertaken to ensure that any further new and prospective roles are evaluated under the proposed arrangements and information released as part of the ongoing consultation process for each structure. If Version 5. Updated 20 November 2013 you are managing a restructure, please ensure that you allow enough time in the process to enable this piece of work to be undertaken. Back to menu

B3: In the future, will managers get the opportunity to feed into the job evaluations and explain the role to job analysts as they have done as part of this project? The job evaluation will only be reviewed where there are significant changes to a role. In such circumstances a job analyst will review role profiles that are submitted and determine whether or not the role has changed significantly and therefore requires an evaluation. If further information is needed, the manager will be contacted. Each case will be looked at on its own merits. Back to menu

B4: Will we get to see the job evaluation scores so we can compare with other jobs? In your letter you will have detailed breakdown of the score and factor levels for your post. The Council will publish the list of job roles by grade. Back to menu B5: The team I am in is restructuring. How will prior consideration operate going forward? Prior consideration can only be offered based on existing grades until a formal decision to move to the new structure is taken and agreed. This decision will be through the Joint Negotiating Committee, with dates scheduled for 20 January 2014 and 10 February 2014. Until then prior consideration can only be based on current grades. As part of the restructuring consultation details of current grades will have been provided. Back to menu

B6: I work in a school and I’ve been matched with a job that I don’t think I do. How do I appeal about this? First of all, discuss this with your headteacher. He or she will explain the rationale for matching you to a particular role. Don’t forget that while you may do some additional duties to those listed on the role profile, as long as these carry a similar level of responsibility to those listed, you will almost certainly be matched correctly. Also, volume of work is a management resource issue – it is not a matter for job evaluation. If you remain convinced that you should not be matched to the standard profile in question you will have the right to appeal the match. Please consult the Appeals Procedure for full details. Back to menu

C1: Are there more or less grades in the new structure? There are currently 13 grades in use for all single status posts below Corporate and Assistant Director pay levels. These grades are also applied to school support roles. Under the new proposals there will still be 13 grades. To help eliminate confusion Version 5. Updated 20 November 2013 between the current and proposed grades the new grades are ranked alphabetically from Grade A – Grade M. Link: http://staffintranet/HR-home/Pay-Review-21052013.htm Back to menu

C2: The new grades are shorter with only 3 or 4 incremental points, why is this? The current grades (with the exception of MK1) are comprised of 7 incremental points with an overlap of 2 incremental points at the top and bottom of the grade. Changes to legislation and case law mean that such long and overlapping grades can no longer be considered acceptable. For this reason the new grades are limited to 3 or 4 incremental points. This will mean that provided incremental progression is appropriate, an employee should/will not have to wait 7 years to reach the top of their new grade. Back to menu

C3: There’s a new proposal about increments, what does this mean? The proposal is that the incremental date will move from 1 April to 1 October, with the first opportunity for progression under the new arrangements from the 1 October 2015. Incremental progression will not be automatic – certain criteria will need to be met as follows: 1. The performance appraisal for the preceding year has been completed and key objectives met to an acceptable level 2. At least an ‘expected behaviour’ level met within the Milton Keynes Council Competency Framework 3. There are no current performance issues being addressed through formal performance review meetings. Back to menu

C4: If you don’t receive an increment because of performance issues, will you have to wait until the following year for an increment or will it be re-considered before then? You will need to wait until the following year before your increment can be reconsidered. Back to menu

C5: Is this ‘performance related pay’? The term ‘performance related pay’ means different things to different people. The proposal in respect of incremental progression will mean that there will be no automatic award of increments. Incremental progression will be withheld if there is a performance issue that is being dealt with through formal process. It is expected that the vast majority of staff will receive increments if they are not at the top of their grade. Back to menu

C6: When I reach the top of my new pay band will I move up to the next one? Version 5. Updated 20 November 2013

No. Pay will remain within the band for the role. Back to menu

D1: When will I know what my new salary is? Why can’t you tell me now?

Provided the earlier milestones have been achieved as reflected in the timetable, then if you are an employee in a single status role you should expect to receive a letter in November setting out the new grade and pay point for your from the expected implementation date of the 1 Aril 2014. You will also receive a breakdown of the evaluation for your post and other information on the proposed new terms and conditions. It is not possible to inform you of how the proposals will impact on you personally before this date due to the need for the unions to give their approval to the package prior to producing individual letters for the 4,500 or so staff affected. The decision was taken to publicise the proposed package at the stage it was put to the unions in order to be as open as possible about the proposals to all staff. Your letter will be sent to your home address so it is important that you make sure that your correct address is showing on ESS/MSS. Back to menu

D2: I’m worried my pay may go down and will need to plan for this. How much notice will I get? The majority of staff will find that their pay remains at the same level, however, some staff will receive an increase in pay and some will have a reduction in pay. You will receive at least 4 months notice of what the changes will mean for you if the timetable in Q2 goes according to plan. If the new grade for your post is at a lower level than it is currently then the proposal is that there will also be pay protection of your current basic pay for a period of 6 months from implementation. Back to menu

D3: I’d read that pay protection is for two years, why is this different? Pay protection for up to two years applies when someone is in a redundancy situation and they are redeployed into a post one grade lower. Based on the current proposals, the pay protection arrangements for the introduction of the new job evaluation schemes and pay structure will be for the first six months post-implementation. This protection will apply to base pay only for contractual hours. Back to menu

D4: I work for MKSP/MKDP but because of a past or future TUPE transfer, my pay and terms and conditions are likely to be my former MKC terms at the 1 April 2014. How will the proposals affect me? Version 5. Updated 20 November 2013

Simply put, they won’t. The proposed pay package will only relate to staff directly employed by the Council when the proposals are implemented and will not apply to MKSP staff who may be paid on MKC terms due to a TUPE transfer. Back to menu

D5: How many people will have to deal with a drop in their pay? We’ve developed a pie chart showing the relative numbers of green, white and red circles. Simply put, at implementation and after being assimilated to the new scale for your role, your base pay may increase, remain the same or drop. Green circles are those employees who will gain in basic pay. White circles are those employees who will receive the same basic pay. Red circles are those employees who will have a drop in their basic pay.

The pie chart above includes all Council single status employees – both those employed in Council offices and support staff in community and voluntary controlled schools. The key shows for each category, the percentage affected preceded by the actual number of staff. This will be updated once final outcomes are known. Overall approximately 82% of people will either stay as they are of receive an increase in pay; approximately 18% of people will be in a position where their pay for the new grade is lower than current pay grade. Back to menu

D6: What about other groups of staff who are not on single status grades, what will all this mean to them? Employees who are on Chief Officer, Teachers, Soulbury and Youth Worker terms will not see any change to their pay and grading as part of this agreement. However there may be other aspects of their terms which may be affected by the changes, for example the proposal to remove essential car user lump sum payments from the 1 April 2014. For this reason all staff who could be affected by the proposals are being consulted about the proposed changes. Back to menu Version 5. Updated 20 November 2013

D7: Looking at the proposed pay structure, I can see my current pay point on the new scale. Does this mean that I will transfer to that grade? No it doesn’t; the current pay point does not determine the proposed grade or pay point under these proposals. Where each employee will be placed on the proposed pay structure is dependent on the job evaluation outcome and the new grade for the job. The JE points attributed to your role will determine the grade for your role. The proposed JE points to bands are shown on the proposed pay structure sheet, so for example if the JE points for your role are between 258 and 305 the role will be grade B.

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D8: I’ve been here a long time and am at the top of my grade, will I go to the top of my new grade? Not necessarily; your new salary will depend on both your current salary and the new grade for your role. If the new grade overlaps with some of the pay points of your current grade, then you will go over to the point with the same value, or if this does not exist, the nearest point above on the new grade. However, if your current pay point is lower than the bottom point of the new grade then you will be placed on the bottom point of the new grade, irrespective of your length of service. If the pay points for your role are lower than your current pay then you will be put on the highest point of the new grade and your basic pay will be protected for a period of six months. Back to menu

D9: My pay is currently protected as I was recently redeployed to a lower graded role. If the grade of my role goes down, will I keep this protection? If the new salary for the role you are undertaking at the time of implementation is lower than your current basic salary, then you will receive full transition pay protection for your basic pay for a period of six months from implementation. However, if at the point of transition you are also in receipt of pay protection due to redeployment, that protection will also continue. Please note that, if you are in the second year of pay protection the amount you will receive will be re-calculated so that you receive a flat rate equivalent to 50% during the second year as this will replace the taper arrangement – there is no change to the overall amount of protection paid. If on the other hand the new salary for the role you are undertaking at the time of implementation is higher than the basic salary which you currently receive, and there is continuing entitlement to pay protection outstanding from a previous redeployment situation, the amounts payable will be reviewed on a case by case basis and individuals notified accordingly. Back to menu

D10: If I move jobs after the changes are implemented to another one on the same grade, when will I be eligible for an increment? Version 5. Updated 20 November 2013

If the new job is on the same grade and there is headroom then your first incremental progression will be considered from 1 October 2015. You won’t need to be in post a full appraisal year in such a situation before being eligible. Back to menu

D11: I am planning to retire within the next few years. Will this impact on my pension? Pensions are complex and based on individual circumstances. The amount paid in contributions is based on a percentage of salary, so if salary increases contributions will increase and if salary decreases contributions will decrease. The contribution rate may also change if there is a significant change in salary. Broadly speaking under the existing provisions, if within 10 years of leaving a member (voluntarily or compulsorily) has restricted pay, reduces their grade or moves to a position with less responsibility, the employee can choose to use the average of any 3 consecutive years pay in the last 10 years ending on a 31 March (plus index linked increase) from the end of the 3 year period. The information above remains correct at the date of publishing, although the publication of the regulations for the Local Government Pension Scheme (LGPS) 2014 are still awaited. The latest information can be found at www.lgpsregs.org which is constantly updated. The HR Guide to the 2014 Scheme on the site, headed ‘Section 16. Existing scheme processes’ currently states the following: ‘The following elements of the existing scheme are to be carried forward as outlined below. Please note we are in discussions to see if there is a way to simplify the final pay calculation required for members’ pre 2014 benefits (and the underpin). Various options have so far been considered, each of which has had its own difficulties. Once we have a proposal that we feel is workable we will share this and make a request for an appropriate amendment to be made to the draft LGPS (Transitional Provisions and Savings) Regulations 2013.’

A wealth of information about the LGPS can be found on the following website: www.buckscc.gov.uk/about-your-council/local-government-pension-fund. Employees should contact Bucks Pensions for advice on [email protected] or 01296 383755 about contribution rates and how any change in salary might impact on benefits.

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D12: I have more than one job with the council. Will I get more than one letter? If you have a number of distinct roles, each role will be evaluated in its own right and you will receive a letter for each role. Each role will be subject to an individual contract of employment. This is to ensure that pay at the appropriate level is made for each role undertaken. Back to menu

D13: I’m at the top of my grade now but I’ve been put on a new grade and I’m at the bottom. Why? Version 5. Updated 20 November 2013

If you find yourself at the bottom of your new grade it is likely that your post is ‘green circled’. That means that your old salary was lower than the bottom point of your new grade and that your pay will increase to that point upon implementation. This is the recognised methodology for mapping post holders on to their new grade. You will enjoy further incremental rises (as long as the relevant conditions have been met) until reaching the top of your new grade. Back to menu

D14: It’s been over a year and a half since my evaluation interview and my job has changed since then? How do I know I’m in the right grade? It is possible that some changes to duties and responsibilities have been implemented without a re-evaluation of the role. If you believe this to have occurred, you must first raise the matter with your line manager. If he or she agrees that there have been significant changes to the role in the intervening period, a re-evaluation of the role may be requested. For this to proceed the appropriate form must be completed and signed by the manager and the appropriate Assistant Director AND the application must be accompanied by ‘before’ and ‘after’ versions of the role profile which clearly show the differences. Full details of this procedure may be found on the intranet or via your manager. Back to menu

D15: I do not think the outcome of the grade for my role is fair. What can I do? The grade of each job has been determined by an evaluation of the role profile. This has been a thorough and robust process using JE schemes that are nationally recognised and designed to ensure equal pay for work of equal value. The unions have also examined the data from an equality perspective and are satisfied with the results. First, do read through your role profile and JE rationale. Does this describe the role that you are required to do? If this is not your role, then you need to talk to your manager. If this is your role and you feel that the JE outcome is incorrect, then you will have the opportunity to appeal against the evaluation outcome. Information is available on the Intranet and website now, and the window for appeals will open throughout January 2014, with full details released at that time.

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E1: I’ve heard that I will lose my essential car user allowance but I use my car regularly every day and need a car to do my job. The proposal is to remove the essential car user flat rate lump sum and to pay a higher mileage allowance rate, based on the HMRC (Her Majesty’s Revenue & Customs) rates instead (45p per mile for first 10k miles, then 25p per mile). This mileage rate is not taxable. Under the current system, you will pay tax and national insurance on the lump sum element of the allowance and this is reflected in your tax code. The following table shows the impact of these payments and the net benefit: Version 5. Updated 20 November 2013

Lump sum NI 10.6% NI 12% Benefit £846.00 In LGPS Not in LGPS Tax 40% £338.40 £89.67 £417.93 Tax 40% £338.40 £101.52 £406.08 Tax 20% £169.20 £89.67 £587.13 Tax 20% £169.20 £101.52 £575.28

If the use of your car is a requirement of your role you should be able to get tax relief for this by writing to the tax office. A letter template will be made available for this purpose. Tax is complicated and will vary due to individual circumstances. In general terms, if you are a 20% tax payer you would break even in terms of net payment after 140 miles per week are travelled (7,248 miles per annum). If you are a 40% tax payer, you would break even in terms of net payment after 97 miles per week are travelled (5,160 miles per annum). For individual advice, please contact the Tax Office.

The contractual obligation for you to fulfill your duties as described within the individual role profile and terms and conditions of employment will remain. You will be expected to carry out your duties in an appropriate and efficient manner. Back to menu

E2: Now that the reduction of sickness levels is a target for all managers, if I have genuine sickness within my team and cannot meet the target set, will I have my increment withheld? Managers are expected to manage sickness absence in terms of supporting employees back to the workplace, recording absence promptly and accurately, maintaining contact with employees when they are off sick, seeking Occupational Health support as appropriate, conducting ‘return to work’ interviews etc. Where managers have taken all action required by the council’s Managing Attendance policy and toolkit, incremental progression will not be with-held. Back to menu

E3: I am on call and receive double time or time and a half for most of the hours worked. Will my role qualify for AWP? If you are being paid for time worked whilst on call, this will be in line with the appropriate standby arrangements. Each on-call or stand-by arrangement will be reviewed by May 2014. It is noted that a number of roles that undertaken standby duties are due to TUPE out of the Council towards the end of April and the intention is to finalise the agreement around standby prior to then if at all possible, given that the terms and conditions of service in place at the time of transfer will be applied to those posts. If this work is not Version 5. Updated 20 November 2013 completed prior to transfer, the agreed overtime rate will be applied to the standby element (currently proposed at plain time). Back to menu

E4: Within our service we are expecting difficulties in persuading staff to cover sickness and to work outside of the hours of their rota. All overtime will be paid at flat rate except for those employees who qualify for an AWP rate, where the AWP rate is applied to each hour worked. More flexible ways of working and a different approach to rotas may be required to ensure that cover is available for services. There may be a need to look at how to ensure the workforce can deliver what is needed, perhaps by considering different work patterns, or zero hours contracts. Back to menu

E5: If you are taking away my essential car user allowance why should I use my car? If it’s a requirement of your post that you are able to travel to different locations in order to fulfil your duties and you have used your own car, this will still apply. The mileage payments you can claim will increase but the lump sum will no longer apply. Back to menu

E6: If I can’t pay overtime at double time when I need cover on a Sunday, how will I be able to persuade staff to undertake additional shifts? All overtime will be paid at flat rate except for those employees who qualify for an AWP rate, where the AWP rate is applied to each hour worked. More flexible ways of working and a different approach to rotas may be required to ensure that cover is available for services. There may be a need to look at how to ensure the workforce can deliver what is needed, perhaps by considering different work patterns, or zero hours contracts. Back to menu

E7: Teams within my area respond to emergencies as part of a rota. Much of this work is undertaken at weekends with enhanced rates of pay. How will the proposal impact on these teams? Will AWP payments apply to on call duties? The approach to standby arrangements will be reviewed by May 2014, with discussions taking place early in the new year. As it currently stands, standby arrangements will be impacted by the payment of overtime at a flat rate. Back to menu

E8: Can I refuse to undertake overtime if it is no longer paid at an enhanced rate? Whether or not you can disagree with a manager’s request has not changed. In most cases the need for work to take place over and above 37 hours within a week is dealt with through the flexitime system, with no additional payment made (working the additional hours one week, less the next to achieve a balance). If work over and above 37 hours per week are needed then it is agreed mutually between the manager Version 5. Updated 20 November 2013 and employee concerned. If overtime is a contractual requirement of your role, then you are required to undertake it. Back to menu

E9: Why have I been allocated a particular AWP or not received one at all? Managers have verified the level of AWP allocated to each employee based on their working pattern. Full details of the criteria for each level are contained within the Employee Handbook. If you feel that this has not been applied correctly in line with the work pattern you are required to undertake, you must discuss this with your manager. It will be for your manager to e-mail the Pay Review Inbox in respect of any revision that is to be considered Back to menu