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This procedure covers all prospective and existing staff. 

Supplementary payments may be applied to both open ended and fixed term contracts.

Appointments to new roles should normally be made on the bottom point of the advertised scale. Where an appointee is already on a comparable or higher salary, appointments may be made at the next point upwards i.e. To give an uplift on their previous salary.  Where a candidate seeks to negotiate a higher salary, and that can be contained within the normal salary range, the agreement of the HR Business Partner should be sought.  Appointments outside the range and all supplements, are subject to the policy below.

The University should not negotiate with itself when negotiating or making appointments. The University should not ‘counteroffer’ to its own employees who have secured internal moves. Please see the Procedure for Increments for further information on internal appointments: 

/services/hr/topics/increment-and-acting-up-policy/

There are three forms of supplementary pay:

1. Market Role Supplementary Payment

A market supplementary payment is made where the University, due to its job matching/evaluation and salary structure, is unable to match the market rates offered by other employers as part of the basic salary.

A market supplement applies to all post-holders in a particular role.

2. Recruitment Supplementary Payment

A recruitment supplementary payment is made where the University is recruiting for a role and an individual demonstrates that they have a particular personal market worth. For example, this may be used where a person applies for a post with the University, but they are currently working at a higher level and therefore brings advanced knowledge and experience to the role. 

A recruitment supplement in applied to an individual, rather than to all post-holders in a role.

It is important to note that an individual is not automatically eligible for a recruitment supplementary payment simply because they have chosen to apply for a role which attracts a lower salary that their current salary. In the majority of circumstances, the expectation is that they will be offered a salary within the advertised range for the role and a supplement will be paid only in exceptional circumstances.

Recruitment supplementary payments can only be made if the possibility of a payment was indicated in the advertised further particulars.

3. Retention Supplementary Payment

A retention supplementary payment is made where there is a competitive external market for a role or skill and there would be a detrimental effect on the University should a particular individual leave. For example, there may be significant operational challenges in losing an individual with a particular set of skills or organisational knowledge.

A retention supplementary payment is applied to an individual, rather than to all post-holders in a role.

Market Role Supplementary Payment 

Documentation should address all the following points through the Microsoft Form on this page.

• There must be clear evidence that there are difficulties in attracting staff to a particular role and / or in retaining staff in the role. This could include evidence of failed recruitment exercises or an unusually high turnover rate, for example.
• Analysis of comparable pay rates for similar roles in other organisations must also be provided. HR can support managers with this.
• The appropriate level of a supplement will be determined by calculating the difference between the University's pay rate (including the value of any allowances and other benefits) and the market, as determined by evidence from appropriate sources. Where available, the median market rate will normally be used when calculating supplement allowances.
• The School/Service must demonstrate what action has been taken to resolve the issue without having to resort to applying a supplement. This could include re-designing the role or the team structure if appropriate.
• Where there ceases to be a need or market justification for a supplement, the postholder (s) will be given notice that the payment will be withdrawn.                           

Retention or Recruitment Supplements

Deans/Directors should address the following points (with HR in advisory capacity) in an email to their HR Business Partner and Reward & Benefits Manager:

• The reason for the supplement, including an objective justification for deviating from the normal pay structure.
• Any activities undertaken in order to avoid having to apply an individual supplement. These may include exploring non-pay benefits (e.g. training and career development opportunities, access to a range of policies that support work-life balance, the opportunity to engage in leading edge research, etc.).
• Details of the individual’s current salary and where applicable evidence of any offer(s) made by another employer.
• Evidence suggesting that remuneration is the primarily account for staff seeking employment opportunities elsewhere (other than as part of the normal career/personal development process).
• Potential consequences of not applying a supplement.
• The amount of supplement requested and the justification for this, made by reference to relevant sector market data e.g. (UCEA) or relevant sample labour market data.
• A short summary of how the supplement impacts on the comparability of the wage structure of the team/department in order to satisfy Equal Pay Legislation.
  
  

For retention and recruitment supplements:

The Dean/Director (in conjunction with their HR team in an advisory capacity) should set out the reasons in an email to the HR Business Partner & Reward & Benefits Manager and in the case of grades 6-9, the Chief Operating Officer or Provost.

For market role supplements:

Step 1 - Documentation should be sent to the HR Business Partner, Reward and Benefits .  

Step 2 - The completed Form should be submitted to the Reward & Benefits Manager and onward transmission to the Assistant Secretary of Strategic Portfolio and Resources Committee (SPaRC)

Step 3 - The Chair of SPaRC (in conjunction with the Chief Operating Officer for applications for a market supplement for professional services staff) with advice from the Director of Human Resources will consider the submission and decide whether the supplement should be applied.

The employee will receive formal notification of the supplement which will also set out the circumstances under which it can be withdrawn, for example, where an individual’s performance or conduct is deemed to be unacceptable (individual supplement) or where the rate of pay for the role has fallen into line with the market (role-based market supplement).

Supplementary payments will be payable for a fixed period of 2 years from the date of application.

The supplement will be paid on a pro-rata basis for part-time staff.

The supplement will be paid at the same time as the individual’s normal pay and will be identified separately on the payslip.

The budget for any supplements must be met from the School/Department’s existing budget.

Supplementary payments are subject to National Insurance, PAYE income tax and in the case of ongoing allowances, superannuation deductions.

Allowances will be taken into consideration in the calculation of all statutory entitlements such as sickness, maternity support, adoption leave and redundancy. Similarly, any occupational entitlements to sickness, maternity support, adoption and redundancy will also take account of any allowance payable; however, for the calculation of all other payments, such as overtime, these will not be included.

Supplements will not be subject to the annual cost of living rise usually effective from 1 August each year.

Individuals in receipt of a supplementary payment, who are not at the top of the scale, will continue to progress incrementally up the normal pay scale for the grade and receive any relevant cost of living award normally agreed annually.

Where an individual who is in receipt of a supplementary payment moves to another role within the University that does not attract such a payment, it will cease from the date they take up their new post.

Where an individual in receipt of a supplement is promoted within a job family, the supplement will be reviewed in line with the new salary. The normal expectation would be that the supplement ceases or is consolidated (where the range allows).

Market Supplements for roles must be referred to in advertisements if they are to be awarded.

Supplementary payments will be reviewed on an annual basis by the Strategic Portfolio and Resources Committee (SPaRC) will decide whether to:

• Discontinue
• Reduce
• Continue for a further 12 months and thereafter review annually; or
• In the case of a recruitment supplement, convert to a retention supplement if still applicable.

In advance of the annual SPaRC meeting, the Dean/Director (in conjunction with their HR Team) will be prompted by HR to complete the reviews of the supplementary payments in their Schools/Service.

A supplementary payment can be revoked at any time if evidence shows that the reasons for the supplement are no longer valid. 

Other than if consideration is being given to revoking, a supplementary payment will not normally be reviewed during the first 2 years of application.

The Annual HR Report which is submitted to Strategic Portfolio and Resources Committee will contain details of the number of supplements paid each year, market conditions, overall cost and will carry out an equality impact assessment.

Where a supplementary payment is to be revoked or the outcome of the annual review determines that a supplementary payment is to be reduced or withdrawn, the employee(s) concerned will be given three months written notice of the variation, after which time the reduction/withdrawal will take effect.

If the supplementary payment is to be reduced or removed it will be phased out as follows:

• Month 1-4: 75% of the supplementary payment will be made.
• Month 5-8: 50% of the supplementary payment will be made.
• Month 9-12: 25% of the supplementary payment will be made.

There is no right of appeal under this policy regarding decisions taken to offer, refuse, vary or withdraw an allowance (although this does not affect any statutory rights).

HR will retain a record of all cases that have been considered including the rationale for applications that have been approved or refused.