Gender Pay Gap

Overview

InPay enables the creation of Gender Pay Gap data that meets legislative criteria, An employer must comply with the regulations for any year where they have a headcount of 250 or more employees on the snapshot date,

Full guidance of GPG reporting can be found via the following links

https://www.gov.uk/guidance/gender-pay-gap-reporting-overview

https://www.gov.uk/guidance/gender-pay-gap-reporting-data-you-must-gather

https://www.gov.uk/guidance/gender-pay-gap-reporting-what-employers-must-publish

For the production of the figures to be fully automated InPay must have the entire financial year's payroll data for the year prior to the Snapshot date (so for example if the Snapshot date was 5 April 2018 and the payroll is Monthly, InPay would require all data for periods 201701 - 201712, together with 201801).

Where InPay does not hold a full set of data, raw data can be manually added and uploaded into the system (see Download/Upload)

Enabling GPG Reporting

To enable accurate automated reporting the following fields in InPay must be correctly populated.

Company → General Screen

In the Sector area of the Company General screen there is Public Sector tick box. This should be ticked if the entity is a public authority subject to the Specific Duties Regulations. This will mean that the produced GPG report will have a snapshot date of the 30th March rather then the 5th April.

Company -> Pay Elements Screen

Two new fields have been added to the screen. These are Gender Pay Gap and Gender Pay Gap (Hours). The former allows all standard payment and deduction elements to be classed as Ordinary Pay, Bonus Pay or Excluded for Gender Pay Gap purposes*, whilst the latter allows all standard payment elements to be set as having their hours included in the calculation of weekly hours (this only effects irregularly paid workers).

The Gender Pay Gap status can be set even if the payment is Notional. If a Bonus payment is made in the Snapshot period but some of the payment relates to a previous period this portion must be excluded for GPG purposes. It is suggested that a negative payment is put through against a notional element marked as Bonus. This will not show on the payslip, but will mean that it will be used in the Bonus in Period calculation.
- Example 1. A monthly paid employee receives a bonus of £12,000 in the relevant period that is for 12 months. The user will enter an amount of -£11,000 against a nominal bonus pay element. The bonus in the relevant period will now be £1,000.
- Example 2. A weekly paid employee is paid a bonus of £4,000 that covers 8 weekly periods. The user will enter -£3,500 against the notional bonus payment to reduce the bonus pay in the relevant period to £500.

Employee -> Job Details Screen

There are 2 fields that are used in the Hourly rate calculation. Firstly the Hours Payable field from which InPay will attain the Weekly Hours for regularly paid workers. Secondly there is Irregular Hours for GPG tick box, if this is ticked the Hours Payable field will be ignored and instead the average rate will be calculated based on 12 weeks of pay as set out in the governmental documentation (the pay elements used in this calculation will be those selected as applicable in the Company → Pay screen).

Report Creation & Amendment

This page (Processing -> Gender Pay Gap) is used to create, download, upload and report on Gender Pay Gap records.

Select the Year and click Create to produce a new record that will show it in the table. The reporting period for a Gender Pay Gap report is the year prior to the year selected, e.g. the Gender Pay Gap report for 2019 uses 2018/19 data.

There is the option to finalise the data which will lock down the record so that it can no longer be edited or deleted. You will still be able to view the reports and the original data file. This cannot be undone once it has been selected.

Table Columns

Year: The Year the Gender Pay Gap record applies to.
Row Count: The number of rows in the file.
Filename: The filename.
Created Date: The date of file creation.
Download/Upload
- Purple Download: Click to download the data in a format that can be edited and re-uploaded. Rows in this file can be added, amended and deleted.
  - To add a row the required field are EmployeeNumber, Sex, FullPay, BonusInYear and HourlyRate, all others are for reference only.
  - To update, overwrite the data in the row. The hourly rate for irregular workers is based on a 12 week average, the output also contain the actual hourly rate in the snapshot period. As per the advise given in the legislative documentation this figure or a figure calculated outside of the system may need to be used in preference. If this is the case then overwrite the HourlyRate column as required.
  - To delete a row a Y should be added to the Delete column (this is the only valid value other than blank for this field)

- Purple Upload: Click to re-upload the edited file. The file will either successfully upload or an error will occur and the user will have the opportunity to re-download the file including error details (see below).

Delete: Click to delete the file
Excel Report: Generates a Gender Pay Gap report in an excel format.
Pdf Report: Generates a Gender Pay Gap report in a pdf format.