Pay

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Model documents and policies

Downloadable and customisable documents relating to pay.

Contract clauses

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Bonus payments contract clause

 (55 KB)
Last Modified: 01 Jun 2013
This is a standard contract clause outlining the criteria for participating in the company's discretionary bonus scheme, and explaining the circumstances when a company can withhold payment of the bonus.
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Commission payments contract clause

 (55 KB)
Last Modified: 01 Jun 2013
This standard contract clause explains the entitlement of staff to receive commission payments, and outlines how payments are worked out and when they will be paid.
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Contract clause on bonuses and expenses for managers

 (53 KB)
Last Modified: 23 Nov 2013
This contract clause is to be used when dealing with bonuses and expenses for managers, and covers the payment of bonuses and expenses as well as the arrangements for costs relating to Company cars, credit cards, mobile phones and laptop computers.
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London weighting contract clause

 (54 KB) NEW
Last Published: 29 Mar 2016
This contract clause should be used to outline that an employee’s salary is inclusive of an additional allowance to take account of the fact that the employee’s place of work is located in London and confirms the amount of this London weighting payment.
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Production based bonuses contract clause

 (55 KB)
Last Modified: 01 Jun 2013
This is a standard contract clause outlining the criteria for participating in the company's discretionary production-based bonus scheme, and explaining the circumstances when a company can withhold payment of the bonus.

Forms

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Form for an employee to agree to a deduction from wages

 (55 KB)
Last Modified: 01 Jun 2013
Use this form to let an employee know how much you will be deducting and when and gain their consent via signature.

Letters

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Letter confirming a pay freeze

 (54 KB)
Last Modified: 01 Jun 2013
This letter advises employees of the decision to implement a pay freeze, expressing regret and explaining what process will be implemented for employees whose roles may be subject to change within the relevant timeframe. It also details the anticipated length of the freeze and likely time of review.
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Letter explaining deductions that have been made from the final pay of an employee

 (52 KB)
Last Modified: 01 Jun 2013
Use this letter template to let an employee know why you have made deductions and confirm how much you have taken from their final pay.
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Letter outlining relocation assistance agreement

 (56 KB)
Last Modified: 01 Jun 2013
This letter should be sent to an employee who has been offered relocation expenses to confirm the agreement. The letter sets out the details of the agreement including reimbursement of the organisation on termination of the employee’s employment.
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Letter to advise a former employee of an overpayment of wages

 (55 KB)
Last Modified: 01 Jun 2013
Use this letter template to notify a former employee that you overpaid their wages by a certain amount or over a period of time. Explain why this happened and how you plan to recover the overpayment now that they are no longer employed by the company.
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Letter to advise an employee of an overpayment of wages

 (55 KB)
Last Modified: 01 Jun 2013
Write to an employee to let them know that you have overpaid their wages by a certain amount or over a period of time. Explain why this has happened and how you plan to recover the overpayment.
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Letter to confirm receipt of repayment following an overpayment of wages

 (54 KB)
Last Modified: 01 Jun 2013
Use this letter to notify an employee that you have received their repayment following an overpayment of wages.
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Letter to seek the agreement of a former employee to a deduction from their final pay

 (56 KB)
Last Modified: 01 Jun 2013
Use this letter template to explain to an employee that you have overpaid their wages and that you plan to recover the money. Propose a course for repayment and use the enclosed form to gain their consent
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Letter to seek the agreement of an employee to a deduction from wages

 (53 KB)
Last Modified: 01 Jun 2013
Use this letter template to explain to a former employee that you have overpaid their wages and that you plan to recover the money. Propose a course for repayment and use the enclosed form to gain their consent.
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Recovery of training costs letter

 (52 KB)
Last Modified: 01 Jun 2013
A model letter to an employee regarding recovery of training costs, referring to the employee's previous agreement to make repayments in the event of resignation within an agreed and defined period. The letter confirms the amount that will be deducted from the final salary and in the event that the final salary does not cover the amount owed, proposes an installment plan for repayment.
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Salary review letter when an increase is proposed

 (51 KB)
Last Modified: 01 Jun 2013
This model letter confirms the effect on remuneration in the event of an increase, stating the previous and new value of the salary, the timeframe for implementation, and thanking the employee for their contribution.
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Salary review letter when no increase is proposed

 (51 KB)
Last Modified: 01 Jun 2013
This model letter confirms that there will be no change to an employee’s salary, outlining the reasoning for this outcome and the date for the next review.
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Salary sacrifice letter

 (54 KB)
Last Modified: 01 Jun 2013
This model letter acknowledges an employee's application to join a salary sacrifice scheme, as applicable to pensions, childcare vouchers, cycle to work schemes, or other benefits. It confirms the reduction in salary and the corresponding benefit that will be delivered, along with any implications for membership of bonus or other schemes, and requests a returned, signed copy for confirmation.

Policies

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Analytical job evaluation policy

 (58 KB)
Last Modified: 01 Jun 2013
The policy covers principles of the analytical job evaluation process, the process used and how this relates to the pay structure, re-evaluation, communication and the appeals process.
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Bonuses policy

 (56 KB)
Last Modified: 14 Jul 2015
This policy explains the purpose of a Company Bonus Scheme, and the entitlement to and procedure for receiving a bonus scheme payment, which is at the discretion of the Company.
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Equal pay policy

 (56 KB)
Last Modified: 01 Jun 2013
This equal pay policy covers the legal framework, operating and complaints procedures, and monitoring.
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Relocation assistance policy

 (60 KB)
Last Modified: 01 Jun 2013
This policy covers eligibility, assistance with finding a new home, financial assistance for buying/selling current home, authorisation of payments, schedule of payments, rented accommodation, resettlement allowance, taxation, repayment of allowance and temporary travel allowance.
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Reward policy

 (56 KB)
Last Modified: 01 Jun 2013
The policy covers job evaluation, pay range, market supplement, pay reviews, bonus schemes, London Weighting, annual leave, sickness benefit, pension, over-payment of wages and equal pay statement.

Templates

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Template payslip

 (55 KB) NEW
Last Published: 29 Mar 2016
This template payslip should be used to outline payments made to employees and any deductions made.