SECTION C - PAY
DATE UPDATED:
RECORD DETAILS
June 2014
CONTRIBUTORS: (By Job title, department, directorate)
HR
Remuneration Manager, Pay and grading Manger
Employee Services
Employee Services Manager
ER
Employee Relations Advisor
Trade Union
Trade Union Staff Side Chair and representatives
DATE/S
UPDATES / AGREED VERSIONS
September 2012
Revised to incorporate pagination and Audit box and update
relevant pension links.
December 2010
Reviewed and updated for the purposes of efficiency and
clarity and to reflect current practice and processes which
have changed overtime.
June 2013
Annex N revised to reflect changes since original agreement
June 2014
Revised changes to management process following internal
audit
TABLE OF CONTENTS
SECTION C - PAY .................................................................................................................................................. 3
PAY ARRANGEMENTS FOR STAFF ................................................................................................................... 6
1. STARTING PAY ................................................................................................................................................. 6
INTRODUCTION .................................................................................................................................................... 6
STARTING PAY ON RECRUITMENT .................................................................................................................... 6
FEE PAID STAFF ................................................................................................................................................... 6
STARTING PAY ON PROMOTION/TEMPORARY PROMOTION ........................................................................ 6
PAY TERMS FOR PROMOTION AND TEMPORARY PROMOTION ................................................................... 7
STARTING PAY ON DEPUTISING ........................................................................................................................ 7
STARTING PAY ON REINSTATEMENT/RE-EMPLOYMENT ............................................................................... 8
STARTING PAY ON REVERSION ......................................................................................................................... 8
STARTING PAY ON DOWNGRADING .................................................................................................................. 9
CAREER BREAKS ................................................................................................................................................. 9
SALARY ON TRANSFER FROM BOSTON SPA TO LONDON & VICE VERSA .................................................. 9
Salary On Transfer From Boston Spa To London ........................................................................................ 9
Salary On Transfer From London To Boston Spa ........................................................................................ 9
2. PAYMENT OF SALARY .................................................................................................................................... 9
PROCESSING SALARY......................................................................................................................................... 9
STATUTORY DEDUCTIONS FROM SALARY .................................................................................................... 11
Income Tax ................................................................................................................................................. 11
Self Assessment ......................................................................................................................................... 11
National Insurance ...................................................................................................................................... 12
By Acts of Parliament .................................................................................................................................. 15
DEDUCTION FROM SALARY - OVERPAYMENT............................................................................................... 16
DELAY IN BANK CREDIT TRANSFERS ............................................................................................................. 16
VOLUNTARY DEDUCTIONS FROM SALARY .................................................................................................... 16
CHANGES IN BANK/BUILDING SOCIETY DETAILS ......................................................................................... 17
CHARITABLE GIVING .......................................................................................................................................... 17
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3. SALARY INCREASES ..................................................................................................................................... 18
INTRODUCTION .................................................................................................................................................. 18
PAY BANDS ......................................................................................................................................................... 18
PAY PROGRESSION ........................................................................................................................................... 18
Non-Consolidated Awards .......................................................................................................................... 18
Pay Settlement Date ................................................................................................................................... 19
On Retirement/Resignation......................................................................................................................... 19
Mitigating Circumstances ............................................................................................................................ 19
Missing and Late PMR Reports .................................................................................................................. 19
Split Reports................................................................................................................................................ 19
Maternity Leave .......................................................................................................................................... 19
Loaned Staff ................................................................................................................................................ 20
Pay Award and Probation for New Starters ................................................................................................ 20
Temporary Promotion ................................................................................................................................. 20
Promotion Part Way through a Reporting Year .......................................................................................... 20
Extended Sick Leave .................................................................................................................................. 20
Right To Appeal .......................................................................................................................................... 21
Fixed Term Contract ................................................................................................................................... 21
PERFORMANCE BONUS PAYMENTS (NON CONSOLIDATED AND NON PENSIONABLE) .......................... 21
4. MARKET SUPPLEMENT ................................................................................................................................. 21
5. ALLOWANCES ................................................................................................................................................ 22
NIGHT DUTY ALLOWANCE ................................................................................................................................ 22
MEAL ALLOWANCE ............................................................................................................................................ 23
SHIFT DISTURBANCE ALLOWANCE ................................................................................................................. 23
Calculation of the allowance ....................................................................................................................... 23
Payment of the allowance ........................................................................................................................... 24
CASUAL SHIFT DISTURBANCE ......................................................................................................................... 24
ON CALL ALLOWANCE ....................................................................................................................................... 25
On Call - Stand By ...................................................................................................................................... 25
Rates of the Allowance ............................................................................................................................... 25
Responsible Person/Incident Coordination Officer Allowance (Previously known as the Emergency
Cover Allowance). ....................................................................................................................................... 25
Call-Out ....................................................................................................................................................... 26
DEPUTISING ALLOWANCE ................................................................................................................................ 26
SUBSCRIPTIONS TO PROFESSIONAL BODIES............................................................................................... 26
AWP (‘Alternative Working Pattern’) ALLOWANCE ............................................................................................. 26
INCENTIVE PAYMENT TO LATE TEAM, O & S, BOSTON SPA ........................................................................ 27
6. OVERTIME ....................................................................................................................................................... 27
OVERTIME GRADES – GRADES A TO E........................................................................................................... 27
NON OVERTIME GRADES - SENIOR BAND...................................................................................................... 28
CALCULATION OF OVERTIME ........................................................................................................................... 29
CLAIMING OVERTIME ......................................................................................................................................... 30
Completion of Overtime Forms ................................................................................................................... 30
PAYMENT FOR ATTENDANCE ON SATURDAYS, SUNDAYS, PUBLIC HOLIDAYS, TIME OFF IN LIEU FOR
ATTENDANCE ON PRIVILEGE HOLIDAYS........................................................................................................ 31
Saturday Attendance .................................................................................................................................. 31
Sunday Attendance ..................................................................................................................................... 32
Attendance On Public Holidays .................................................................................................................. 32
Attendance On Fixed Privilege Christmas Holidays ................................................................................... 32
7. TRAVELLING ................................................................................................................................................... 32
OVERTIME GRADES ........................................................................................................................................... 32
RATES .................................................................................................................................................................. 32
CALCULATION OF TRAVELLING TIME - OVERTIME GRADES ....................................................................... 33
DETACHED DUTY - TRAVELLING TIME ............................................................................................................ 33
Travel on detached duty on work connected with the home station ........................................................... 33
Travel on detached duty on work not directly connected with the home station ........................................ 33
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Travel on detached duty - Payments .......................................................................................................... 34
8. MARK-TIME ..................................................................................................................................................... 34
9. ADVANCES OF SALARY ................................................................................................................................ 35
SEASON TICKET PURCHASE ............................................................................................................................ 35
10. PAY DURING SICK ABSENCE see Section G para 12 .............................................................................. 36
ANNEXES............................................................................................................................................................. 37
ANNEX A - PAY BANDS (LINK) ................................................................................................................. 37
ANNEX B - CHANGE OF BANK / BUILDING SOCIETY DETAILS (LINK) ................................................ 37
ANNEX C - BENEFICIAL LOAN CEILING ................................................................................................. 37
ANNEX D - LONDON WEIGHTING RECKONABLE FOR OVERTIME CALCULATION ........................... 37
ANNEX E (i) OVERTIME PAYMENTS ....................................................................................................... 38
ANNEX E (ii) OVERTIME PAYMENTS ...................................................................................................... 39
ANNEX F - ON-CALL ALLOWANCE (w.e.f. 1.4.05) / MEAL ALLOWANCE .............................................. 40
ANNEX G - ON CALL ALLOWANCE CLAIM FORM (LINK) ...................................................................... 40
ANNEX H - MAXIMUM HOURLY PLAIN TIME RATES FOR OVERTIME PURPOSES .......................... 40
ANNEX J - CLAIM FORMS FOR OVERTIME: FULLTIME STAFF (LINKS) .............................................. 41
STANDARD CLAIM FOR EXTRA HOURS FULL TIME STAFF ................................................................ 41
CLAIM FOR OVERTIME AND ALLOWANCES AWP STAFF .................................................................... 41
CLAIM FOR OVERTIME SECURITY OFFICERS ...................................................................................... 41
ANNEX K - ADVANCE FOR SEASON TICKET PURCHASE (LINK) ........................................................ 41
ANNEX L - DEPUTISING ALLOWANCE AUTHORISATION (LINK) ......................................................... 41
ANNEX M – NOT USED ............................................................................................................................. 41
ANNEX N – 2000 PAY AGREEMENT (REVISED 2013) (LINK) ................................................................ 41
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PAY ARRANGEMENTS FOR STAFF
1. STARTING PAY
INTRODUCTION
1.1 Definition: Starting pay is the point of entry to the appropriate pay band for:
a. New entrants on joining the Library; or
b. Staff who are transferred to a new substantive grade, promoted, temporarily promoted,
reverted, re-employed, reinstated, or downgraded.
1.2 In addition to basic pay, allowances and a Market Supplement are also payable in
certain circumstances. Details can be found in Section 4 Market Supplement and Section 5
Allowances.
1.3 Pay bands are shown on the Library intranet under Annex 1 Pay Bands
STARTING PAY ON RECRUITMENT
1.4 On appointment staff will normally enter their pay band at the band minimum.
1.5 Where staff have exceptional qualifications and/or experience (for example, when a new
recruit is equivalent in competence and experience to staff who are already well established
in the grade), starting pay on appointment may be above the band minimum but not
normally exceed the Upper Progression Point (UPP) of the pay band either in terms of entry
point within the grade or by being paid a market supplement, see Annex 1 Pay Bands
1.6 Special rules apply to casual staff and staff on period appointments if the contract is
changed. Staff should consult Human Resources in these circumstances.
FEE PAID STAFF
1.7 Salary rates awarded to Fee Paid staff (this group have pay rates linked to BL pay
bands and they generally have fixed term contracts) on appointment, are at management
discretion but within the limits for the grade. Annual Pay award increases are not
automatically awarded.
STARTING PAY ON PROMOTION/TEMPORARY PROMOTION
1.8 Definitions:a. Promotion - In pay terms promotion is a transfer under a formal selection procedure to a
new substantive grade, the pay band of which normally has a maximum higher than that of
the previous substantive grade.
b. Temporary Promotion - Temporary promotion is an appointment to fill a specific
vacancy of 12 weeks or more in a higher grade, other than by substantive promotion.
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PAY TERMS FOR PROMOTION AND TEMPORARY PROMOTION
1.9 Staff who are substantively promoted or temporarily promoted from a substantive
position will receive at a minimum the higher of either:a. the band minimum of the new grade or,
b. an increase of 8% on their existing substantive basic pay plus any other qualifying
allowances, rounded up to the nearest spine point.
c. this policy also applies where grade skipping is involved (for both promotion & temporary
promotion.
1.10 Staff who are temporarily promoted whilst on temporary promotion will receive the
higher of either (for the period of the temporary promotion):a. the band minimum of the new temporary grade or
b. an increase of 8% of their substantive grade salary rounded up to the nearest spine
point.
1.11 Staff who are promoted and at the same time move between locations (i.e. London to
Boston Spa or vice versa) will take on the conditions of the new location, in respect of
salary. Boston Spa moving to London would take on equivalent spine point within the
London pay band. London moving to Boston Spa may retain salary and mark time
depending on circumstances (see Section 1.31).
1.12 For pay increases related to performance on promotion/temporary promotion, see also
Section 3 Salary Increases. Pay increases are dependent on receipt of the PMR for the
relevant period irrespective of whether written for someone on Temporary or Substantive
Promotion.
1.13 The higher rate of pay is normally paid, at the latest, at the end of the month following
that in which the promotion was effective.
STARTING PAY ON DEPUTISING
1.14 Definition: Deputising is the adoption by a designated member of staff, of the full duties
and responsibilities of a higher grade, for a period not normally exceeding 12 weeks.
1.15 Staff who deputise will receive an allowance of 8% of their maximum consolidated pay
(i.e. band maximum for most grades).
1.16 Staff on temporary promotion who deputise to a higher grade will receive the
deputising allowance based on the maximum pay of their temporary promotion grade.
1.17 The allowance is paid for short term vacancies or absences of up to 12 weeks
duration, regardless of whether the post is vacant or the higher officer is temporarily absent.
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1.18 The minimum period the deputising allowance will be paid is one normal working day,
and payment of the allowance will end on the last day worked (a normal working day for fulltime staff would be considered to be 7.12 hours). There is normally no qualifying period.
The deputising allowance is not to be claimed for short periods of cover such as a lunchbreak or meeting.
1.19 The allowance is paid for days worked only including Saturdays, Sundays and
Bank Holidays if appropriate.
1.20 Flexi leave may be taken during a period of deputising (if authorised by local
management) but normally the flexi credit would have to have been earned during the
period of the deputising.
1.21 Staff will receive their deputising payment if details are submitted to the Employee
Services - Pay Queries Section, using the Claim for Deputising Allowance form and
authorised by line management at Grade B or above.
STARTING PAY ON REINSTATEMENT/RE-EMPLOYMENT
1.22 Definitions:a. Reinstatement: Staff returning to work in the British Library in the same or an equivalent
substantive grade as in their last period of employment with the Library.
b. Re-employment: Staff returning to work in the British Library in a lower or higher
substantive grade than in their last period of employment with the Library.
1.23 Starting pay on recruitment would normally apply. However, circumstances will be
taken into consideration. Human Resources consider each case individually and
recommend an appropriate salary using the following guidelines.
a. Time elapsed since the previous period of employment.
b. Length of time employed previously and the type of experience gained.
c. Standard of performance when previously employed in Library.
d. Any experience gained in the interim period.
STARTING PAY ON REVERSION
1.24 Definition: Staff returning to a substantive grade following a period of temporary
promotion.
1.25 Upon reversion staff will return to the salary they were on immediately before
promotion, enhanced by pay increases earned in the lower grade, as applicable.
1.26 Following periods of temporary promotion of more than one year, on reversion, salary
in the lower grade will be enhanced according to PMR rating history, as if all the service
been in the lower grade.
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STARTING PAY ON DOWNGRADING
1.27 Definition: Staff transferring from their substantive grade to a lower grade.
1.28 If staff are downgraded they will enter the lower pay band at the salary which is no
lower than that which would have been reached had they remained in the lower grade or
entered it instead of the higher one (restricted to the maximum of the pay band for the
grade). Account will be taken of performance marks earned in the higher grade when
making this assessment.
1.29 When downgrading is an alternative to redundancy, the incumbent is overborne for up
to five years (during which period an attempt will be made to place the incumbent within a
role appropriate to their substantive grade). Following this period a mark-time arrangement
will be followed (also see Section 8 Mark Time).
CAREER BREAKS
1.30 Staff returning to work from a Career Break will, if appropriate, have their salary
progressed according to the nominal payment for 'satisfactory performance', and according
to the pay award for each year of absence.
SALARY ON TRANSFER FROM BOSTON SPA TO LONDON & VICE VERSA
Salary On Transfer From Boston Spa To London
1.31. Staff who transfer from Boston Spa to London will be given the same pay lead on
salary, as the percentage difference of the Boston Spa and London reference points for the
grade.
Salary On Transfer From London To Boston Spa
1.32 The salary of staff who transfer from London to Boston Spa should be reduced by the
percentage difference of the London and Boston Spa reference points for the grade.
Depending upon the circumstances for the move, they may be allowed to keep their London
salary on a mark-time basis. (See Section 8: Mark Time.)
2. PAYMENT OF SALARY
PROCESSING SALARY
2.1 For full time staff the annual salary is divided by 12 to provide the gross monthly salary.
The monthly salary for part time staff is calculated based on the full time equivalent salary
being divided by the net conditioned hours (36 per week) and multiplied by the working
hours (e.g. 27 per week). This is then divided by 12 to give the part time gross monthly
salary Staff are paid for every calendar day within the month irrespective of their actual
working days.
When salary is due for only part of a month, or a change in the rate of pay occurs during the
month, the amount payable is calculated proportionately on the basis of the number of
calendar days in the month. Staff leaving during a month receive the appropriate proportion
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of salary up to the day of leaving, e.g. staff leaving on 22 March receive - salary divided by
12 months divided by 31days (March) multiplied by 22 days owed.
2.2 The net monthly salary is ascertained by deducting the following from the gross monthly
salary which includes overtime:a. the statutory national insurance contributions (see 2.17ff);
b. the appropriate amount for income tax (see 2.10);
c. all voluntary deductions (see 2.57ff);
d. any percentage contribution authorised under the pensions scheme (see Pensions
Intranet Page);
e. any deductions such as attachment of earnings, court orders, etc (see Para 2.46).
2.3 Salary is processed by NorthgateArinso Payroll Services on behalf of the British Library.
2.4 Salaries are paid in arrears by credit transfer and normally on the last working day of the
month. December salary payments are normally paid earlier in the month (date is
determined each year in consultation with NorthgateArinso) and announced via an Office
Notice publication.
2.5 On appointment staff should supply a P45 giving income tax details or complete a P46
obtainable from Human Resources.
2.6 On appointment staff are asked to nominate a Bank or Building Society for the purpose
of the credit transfer of salary. Payment of salary cannot be made without bank/building
society details (See also 2.64-2.66 Changes in Bank/Building Society Details.)
2.7 Staff are informed of their monthly salary in a pay advice slip, despatched to their place
of work by NorthgateArinso Payroll Services. Staff can also view an electronic payslip online
through the HR Self-service facility on the Library Intranet.
2.8 Staff must inform the Payroll Helpline immediately if they:a. fail to receive a pay advice slip by the first week of the following month;
b. doubt the accuracy of the amount i.e. receive too little or too much;
c. do not understand any of the details quoted;
d. fail to receive expected pay increases;
e. find that personal information is incorrect.
2.9 Staff must not contact NorthgateArinso Payroll Services personally about a query.
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STATUTORY DEDUCTIONS FROM SALARY
Income Tax
2.10 Income Tax matters for all British Library staff are dealt with by:HM Revenue & Customs
Public Department 2 (MU5)
Ty Glas Road
Llanishen
Cardiff
CF4 5YF
Telephone number 0845 300 0627.
2.11 The above department allocates code numbers under the PAYE scheme and deals
directly with the individual on all questions concerning income tax allowances and
assessments. Employee Services - Pay Queries are unable to deal with specific tax queries.
2.12 Staff must quote ref no PD2-948-B100 and surname when making an enquiry with
HM Inspector of Taxes. It is helpful to quote the National Insurance number also.
2.13 NorthgateArinso Payroll Services, our paying agency, are required to deduct tax
appropriate to the code number allocated by HM Inspector of Taxes.
2.14 After the close of each financial year NorthgateArinso Payroll Services issues to each
member of staff a certificate, (Form P60) indicating gross pay and tax deducted for the year.
2.15 Form P60 must be kept by staff for reference. By law only one P60 can be issued by
NorthgateArinso Payroll Services. If lost, staff can retrieve a copy using the HR Self-service
facility on the Library Intranet.
Self Assessment
2.16 a. Self Assessment is a process for working out and paying tax. It applies to people
who get tax returns. It is not a new tax and does not affect the amount of tax you pay. PAYE
carries on as before. The Self Assessment tax year runs from 6 April to 5 April each year.
Most people do not get tax returns and will not be affected, however everyone must keep
records in case they get a return. Anyone in doubt about whether they should get a tax
return or not should ask their tax office. See above for details.
b. Staff are reminded that they should keep records of employment income, including forms
P60, P11D and P45s (where appropriate) so that they can fill in a tax return if they get one.
Other records to be kept are building society statements, payments to private pensions,
details of expenses; all items that are entered in tax returns now.
c. Staff should keep these records for about two years after the end of the tax year to which
they relate.
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National Insurance
National Insurance and Social Security Acts
2.17 The National Insurance and Social Security Acts apply to all British Library staff, and all
staff must be registered for National Insurance.
National Insurance Number
2.18 Staff must give their National Insurance (NI) number to the Employee Services - Pay
Queries Section from the beginning of their appointment. Staff who do not know their NI
number or do not have one should apply using the following link Direct.gov. Guide to
National Insurance. Once staff are notified of their NI number then they must forward this
information to the Payroll Section.
2.19 National Insurance contributions must be deducted from staff even if the NI number is
not known. Failure to supply a number may mean that staff will have great difficulty in
claiming any social security benefits based on those contributions.
Employer's Contributions
2.20 The British Library pays the appropriate employer's contributions for every employee.
Employee's Contributions
2.21 Employee's Class 1 contributions are payable by deduction from earnings. They are a
percentage of earnings within the 'higher' and 'basic' earnings limits laid down by Her
Majesty’s Revenue and Customs (HMRC).
2.22 NorthgateArinso Payroll Services deducts National Insurance contributions under the
regulations of the HMRC/National Insurance Contributions office. If a deduction from salary
appears incorrect staff should notify the Employee Services - Pay Queries Helpline
immediately.
2.23 Certain staff have no liability for contributions (see paragraphs 2.43 and 2.44) and
certain married women and widows entitled to a National Insurance widow’s benefit are
entitled to pay contributions at a reduced rate (see paragraphs 2.32 to 2.42).
2.24 From 6 April 1978, the new State Earnings Related Pension Scheme (SERPS) was set
up under the Social Security Pension Act 1975, but staff in the Principal Civil Service
Pension Scheme (PCSPS) are contracted out of the State's additional component as
explained on the http://www.civilservice.gov.uk/pensions/reform, and pay National
Insurance contributions at the appropriate contracted out rate.
2.25 Staff may opt out of the PCSPS. However such staff are still required to pay the full
non-contracted out NI Contributions from their BL salary. Full details are given on the
http://www.civilservice.gov.uk/pensions/reform.
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2.26 Staff who are ineligible for membership of the PCSPS or who have opted out, must
participate fully in the State Scheme and pay National Insurance contributions at the noncontracted out rate.
2.27 Contributions are calculated on gross pay, including overtime and shift/night duty
related allowances and other allowances such as excess fares, on-call, deputising, market
supplement and responsibility allowance. Statutory Sick Pay (SSP) (see Section G SSP) is
reckonable for both tax and National Insurance contributions.
2.28 Contributions at the appropriate rate will be deducted from any Statutory Maternity Pay
(see Section G Maternity Leave), i.e. staff paying the contracted out rate before leaving will
continue to pay contributions at the contracted out rate.
2.29 Arrears of pay resulting from a pay increase, and other payments made to adjust
earnings paid at an earlier date, are treated as part of the earnings due at the actual time of
payment, regardless of the period over which they are earned. The rate of contribution at
the time of payment will apply.
Married Women and Widows
2.30 Up to 12 May 1977 a married woman or a widow could elect to pay a reduced rate of
NI contribution by obtaining a certificate of reduced liability from the then Department of
Social Security. The right to make that election has now been abolished, but those women
who made the election and continue to be employed may generally continue to pay the
reduced rate, as an alternative to paying the full rate.
2.31 Deductions at the reduced rate can only start when staff give the certificate of reduced
liability to the Employee Services - Pay Queries Section.
2.32 The right to pay the reduced rate by a woman is permanently revoked:a. if she so decides, by written notification to HMRC National Insurance Contributions
Office; Benton Park View, Newcastle upon Tyne, NE98 1ZZ, Telephone: 0845 302 1479
b. if she divorces;
c. if her marriage is annulled
d. if, since, 6 April 1978, there are two consecutive tax years during which she has not:
paid, or been treated as having paid, Class 1 NICs or
been self employed at any time
2.33 Married women and widows who have retained the right to pay a reduced rate of
NI contributions pay only 4.85% (2010/11 rate) of earnings, up to the upper earnings limit,
whether they are contracted out or not. An additional 1% is levied on earnings above the
upper earnings limit.
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2.34 A woman whose marriage ends, as in paragraph 2.32 above, should notify her
HMRC/NIC office; she immediately loses her right to pay reduced rate contributions and
must pay the standard rate or contracted out rate on all payments of earnings received after
that date. She is required by law to inform the Library (Employee Services - Pay Queries
Section) immediately that she is no longer entitled to pay reduced rate, giving the date of
her change of status. She will be given her certificate of reduced liability for return to
HMRC/NIC office with an explanation of her change of status. She must check her pay slip
to ensure that she is paying contributions at the full rate.
2.35 Married women and widows who were employed in the British Library prior to the
introduction of the State Earnings Related Pension Scheme (5 April 1975) and who were
paying reduced rate (small stamp) contributions at that date will continue to have NI
contributions deducted at the reduced rate unless they indicate to the Employee Services Pay Queries Section their wish to pay full rate contributions, or one of the circumstances in
paragraph 2.32 applies.
2.36 In some instances, married women and widows may be eligible to pay the reduced rate
from the end of the tax year in which they reach the age of 59, even if they have previously
been paying at the standard or contracted-out rates and newly widowed women may be
entitled to pay at the reduced rate for a limited time. Staff who think they may be affected
should seek advice by contacting:
HMRC
Individual Case Worker
Benton Park View
Newcastle Upon Tyne
NE98 1ZZ
Staff should quote their NI number and explain that they are applying for a Certificate of
Election. Claims will be considered on a case by case basis. If a certificate is obtained for
reduced liability then this must be sent to the Employee Services - Pay Queries Section.
Some certificates of reduced liability show an expiry date; unless a renewal certificate is
produced, contributions after the expiry date will be at the standard or contracted-out rates.
2.37 In all cases NI contributions are deducted at the full rate (contracted out or not
contracted out), unless the employee produces a certificate of reduced liability or nonliability, or was an employee of the British Library at 5 April 1975 in the circumstances
described in paragraph 2.35 above.
2.38 Reduced rate contributions do not give entitlement to maternity allowance, incapacity
benefit or jobseekers allowance. They also do not provide entitlement to a State retirement
pension, except one based on the spouse's contributions. Further details are given on
http://www.civilservice.gov.uk/pensions/reform. Entitlement to industrial injuries benefit or
Statutory Sick Pay (see Section G) remains the same regardless of the rate of contribution.
2.39 The above paragraphs give only general information about the alternative rates of
contribution payable. All married women and widows are advised to consult their local
HMRC National Insurance Contributions office, Benton Park View, Newcastle Upon Tyne,
NE98 1ZZ Telephone 0845 302 1479 about the effect on benefits of paying the standard or
reduced rate of contributions, particularly if a change of rate is contemplated.
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Nil Liability for National Insurance Contributions
2.40 From 6 April 1978 onwards all liability for contributions by an employee ends at the
State Retirement age (65 for men born before 6th April 1959, 60 for women born prior to 6
April 1950, for women born on or after 6 April 1950 increasing at an individual date
determined by the HMRC to 65 between 2010 and 2020. From 6 April 2020 the State
Pension age will be 65 for both men and women). Staff who continue working beyond that
age will receive automatically from HMRC office a certificate of age exemption (form
CF4140) when a claim for retirement pension or provisional entitlement to retirement
pension is determined. If a certificate is not received application should be made to the
HRMC National Insurance Contributions (see paragraph 2.36). The certificate should be
sent immediately to the Employee Services - Pay Queries Section so that payment of
contributions can be stopped.
2.41 If the certificate of age exemption is given to the Employee Services - Pay Queries
Section after the 'valid from' date, staff may apply to the Employee Services - Pay Queries
Section for a refund of the overpayment of NI contributions, providing they fall in the current
tax year only.
2.42 Staff may claim NI overpayment refunds from a previous tax year from the HMRC/NIC
office direct. For address see paragraph 2.36.
Termination of Service
2.43 When staff leave the British Library they will receive Form P45 from NorthgateArinso
Payroll Services which enables a new employer to continue deductions for Income Tax and
National Insurance at the appropriate rates. Any certificate of reduced liability or non-liability
which is held by the Library will be returned to staff. If no certificate of reduced liability is
held by the Library for a married woman (see paragraph 2.30 above), she will be advised to
apply to her HMRC/NIC office for a certificate of election to give to her new employer. For
address see paragraph 2.36.
2.44 When a member of staff in the PCSPS (Principal Civil Service Pension Scheme)
leaves the Library without completing the qualifying period for the award of a pension under
the scheme, the Library will pay a Contributions Equivalent Premium (CEP) to the
HMRC/NIC office to ensure that the service which the member did have is covered by the
State Scheme, as if he or she had not been contracted-out. A CEP will not be paid for staff
who transfer their PCSPS pension rights into another contracted out pension scheme.
2.45 Staff in the PCSPS who leave the Library at or after age 60 (the minimum retirement
age in the PCSPS) are automatically awarded a pension and lump sum based on their
reckonable service. A CEP is not required for such staff.
By Acts of Parliament
2.46 Under the Attachment of Earnings Act 1971 the Library may be required, by court
order, to make deductions from pay for the payment of debts, arrears of maintenance, fines
and contributions towards the cost of legal aid, and also to secure the discharge of civil
debts.
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2.47 Under the Social Security Act 1971 the Library may be required, by a Deduction Notice
served by the Secretary of State for Social Services, to recover any Supplementary Benefit
awarded in the 15 days following return to work after an industrial dispute by deductions
from earnings, provided that the "available earnings" exceed the "protected earnings" of the
individual.
DEDUCTION FROM SALARY - OVERPAYMENT
2.48 The Library is required to pursue all overpayments.
2.49 The key provisions concerning overpayments are contained in the Employment Rights
Act 1996 Sections 14 and 16. This allows the Library to make deductions from salary for
staff, where the reason for the deduction is an overpayment of salary, or an overpayment of
expenses incurred by a member of staff in carrying out his/her employment. It is not
necessary for the member of staff to signify in writing his/her agreement or give consent to
the Library for making this deduction. In reality, decisions are not normally made without
prior discussion, and the circumstances are considered on a case by case basis.
DELAY IN BANK CREDIT TRANSFERS
2.50 NorthgateArinso Payroll Services uses Bank Automated Clearing Services Ltd for the
transmission of salaries by credit transfers to banks.
2.51 If staff are advised by the Bank/Building Society that their salary has not been credited
to them, they should explain to the Bank/Building Society that salary has been transferred
through BACS Ltd and ask the bank to check its daily list.
2.52 The date of credit will be the date the payment is due. (See 2.1 Processing Salary.)
2.53 If this check is unsuccessful or if their salary has not arrived for any other reason, staff
should contact the Employee Services - Pay Queries Helpline urgently.
2.54 Special arrangements will be made for an advance of salary if appropriate and
necessary.
2.55 If bank charges are imposed due to a delay in the credit transfer, staff should inform
the Employee Services - Pay Queries Section immediately and they will pursue the matter
with NorthgateArinso Payroll Services.
2.56 The bank may withdraw the charges but if it refuses to do so, the Library may,
depending on the circumstances, pay the overdraft charges.
VOLUNTARY DEDUCTIONS FROM SALARY
2.57 Deductions may be made from salary or wages free of charge, for the premium or
subscriptions to certain organisations recognised by NorthgateArinso Payroll Services.
2.58 Staff who wish to arrange a voluntary deduction must check with the Employee
Services - Pay Queries Helpline to ascertain if a specific organisation is recognised.
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2.59 Staff must also obtain from the organisation concerned its standard form of authority,
complete it and return it to the organisation to initiate the deduction.
2.60 Details about Civil Service Voluntary Savings Schemes and application forms may be
requested via the Employee Services - Pay Queries Helpline.
2.61 Deductions for Trade Unions are made from the earliest date practicable after
NorthgateArinso Payroll Services receive the authority.
2.62 Written notice of termination of authority must be given direct to the Employee Services
- Pay Queries Section, Boston Spa. Staff wishing to cease a union subscription by
deduction from pay, should also notify the union.
2.63 Special arrangements are made where necessary to adjust deductions when staff
retire, transfer, resign, die, or start unpaid sick or special leave.
CHANGES IN BANK/BUILDING SOCIETY DETAILS
2.64 If staff wish to change their bank details for payment they must notify the Employee
Services - Pay Queries Section by completing the appropriate form (Annex B). Alternatively
they can change the details online through the HR Self-service facility on the Library
Intranet.
2.65 Staff should avoid changing their bank details at short notice (see paragraph 2.50 Delay in Bank Credit Transfers.)
2.66 If staff wish to change their bank details at short notice they must consult the Employee
Services - Pay Queries Section (via the Employee Services - Pay Queries Helpline) about
procedures before making any arrangements.
CHARITABLE GIVING
2.67 Charitable Giving was introduced as a result of the 1986 Finance Act to enable staff to
make tax free donations from their pay to the charities of their choice.
2.68 Donations may be made by regular deductions from gross pay via NorthgateArinso
Payroll Services to a Charities Aid Foundation. Tax relief is allowed automatically by making
deductions before tax is calculated.
2.69 Staff wishing to donate to one or more charities can request an application form via the
Employee Services - Pay Queries Helpline, complete and return it to the Employee Services
– Pay Queries Section, who will initiate the deduction.
2.70 Since 6 April 2000 staff have been able to contribute as much as they wish in any
one tax year and tax relief will apply to the entire amount. Please note a charge is levied per
donation per charity by the Charities Aid Foundation.
2.71 Notice of termination of the donation must be given in writing directly to the Employee
Services - Pay Queries Section, Boston Spa.
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3. SALARY INCREASES
INTRODUCTION
3.1 The pay mechanism in the Library is set out in the 1996 Pay Agreement and related
documents. This Pay Agreement covers all staff up to Senior Band 3 (SB3) except those
staff whose salary will be determined by the Remuneration Committee.
3.2 The agreement results from the delegation of authority for pay bargaining from the
Department of Culture, Media and Sport to the British Library Board. The agreement was
negotiated and agreed with the British Library Trade Unions, who at the time were, the
Association of First Division Civil Servants (FDA); the Public Services Tax and Commerce
Union (PTC); the Civil and Public Services Association (CPSA); and the Institution of
Professionals, Managers and Specialists (IPMS).
3.3 The pay arrangements are detailed below.
PAY BANDS
3.4 There are 7 pay bands: SB3 – SB4 and Grade A – E. Each band consists of a number
of spine points, including band minimum (lowest point of the scale), band maximum (highest
point of the scale) and an upper progression point (UPP). The Library has separate pay
spines for London and Boston Spa. Consequently each grade has a pay band which differs
between London and Boston Spa to reflect local pay conditions. For pay purposes London
is considered as one unit of appointment (incorporating the different sites in London).
3.5 Increases will normally be applied to salaries on a percentage basis, as negotiated each
year with the Trades Unions. The size of the percentage will depend on: position in the pay
band, performance, and overall availability of funds. Each pay band has a band minimum
and a band maximum.
PAY PROGRESSION
3.6 Staff may progress through the pay band according to their performance and position
within the pay band, as determined and negotiated annually to reflect the Library policy on
rewarding of performance and affordability. Performance will be measured by the Library's
performance management process (PMR) and related marking system.
Non-Consolidated Awards
3.7 Non pensionable, non-consolidated awards will be payable to staff on the maximum of
their pay band.
3.8 Staff who are below the band maximum for the grade and receive a pay increase which
increases their salary beyond the maximum point, will receive the excess as a nonconsolidated, non-pensionable bonus.
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Pay Settlement Date
3.9 The pay settlement is payable from 1 August for all grades of staff employed on 31st of
July
On Retirement/Resignation
3.10 Staff who are not in BL employment at 1 August are not eligible to receive the 1 August
pay settlement.
Mitigating Circumstances
3.11 Reporting Officers are expected to assess how far lack of achievement was within the
control of the job holder. If it was not within his or her control the rating remains at a
satisfactory level - see also Performance Management Guidance Notes
Missing and Late PMR Reports
3.12 When the reporting team is unavailable to write the annual staff report and the Director
is unable to appoint an appropriate person from the line of management to substitute, as a
last resort, an overall performance mark will be awarded based on the last mark earned in
the grade. This will be used to award pay.
3.13 When the reporting team is available to write the annual staff report but fails to do so,
as a last resort, the individual concerned will receive performance pay based on whichever
default performance rating is determined as part of the pay negotiation. This also applies
where a report is not received until after 1st August for other reasons. If the outstanding
report is received, and it indicates otherwise (a higher performance or a lower one),
performance pay will be adjusted and backdated to the award date
Split Reports
3.14 Any periods of less than 4 months do not require a PMR. However, periods of 4
months or more do require a PMR. If more than one PMR is received for the reporting year
then the higher marking will be used for pay award purposes
Maternity Leave
3.15 Staff who are absent for part of the reporting year due to maternity leave, will receive a
performance mark covering the whole of the reporting year for the purposes of pay relating
to performance, providing at least 4 months of the report year is worked.
3.16 If staff taking maternity leave work less than 4 months in a reporting year, the latest
PMR rating earned in the grade will be used to calculate pay related to performance for the
whole of the reporting year.
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Loaned Staff
3.17 Staff seconded to the Library, or from the Library to another department, should
receive an annual staff report written by the receiving department but within the report cycle
of the parent department, and will be paid according to the Library's pay award or the
receiving department’s pay rules.
3.18 Pay arrangements will be discussed at the beginning of the loan period with the
objective that loaned staff are not disadvantaged in any way.
Pay Award and Probation for New Starters
3.19 Staff will qualify for the pay award if the probationary period ends before 1 August.
The end of probation performance mark will determine the size of the pay award. If the
probationary period ends after 31 July then only the revalorisation or the band minimum
uplift will apply.
3.20 Newly recruited staff in post on 31 July with a probationary period that ends before 1
August, who then leave the Library before the award is paid, will not be entitled to the pay
award. However they will receive any arrears due if the band minimum increases and their
salary is below the new band minimum.
Temporary Promotion
3.21 Staff who are on temporary promotion will receive the pay award based on the last
qualifying staff report whether it is written in the substantive or higher grade. Where there is
more than one report within the reporting cycle the highest PMR rating is used for the
assessment of the pay award.
Promotion Part Way through a Reporting Year
3.22 For salary on reversion see paragraphs 1.24 -1.26 above. Where there is more than
one report within the reporting cycle the highest PMR rating is used for the assessment of
the pay award.
Extended Sick Leave
3.23 Staff who normally have a satisfactory attendance record, and who are absent for part
of the reporting year (e.g. up to 6 months) due to sick leave, will be considered on a caseby-case basis. If a PMR is submitted, then the corresponding performance award will be
used; if no PMR is forthcoming, a “Satisfactory” performance award will be used.
3.24 If the PMR mark earned is Satisfactory or better, pay related to performance will be
paid as if the individual had been present for the whole of the annual staff report year.
3.25 Long-term sick absence does not qualify for pay related to performance. In these
circumstances each case will be judged on its own merits. Line managers should contact
their HR Business Partner.
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Right To Appeal
3.26 When staff do not agree with their assessment they may appeal formally through their
reporting chain. For details of the process see the British Library Performance Management
Guidance Notes on the Intranet.
Fixed Term Contract
3.27 Pay related to performance will be paid if it is agreed in the terms of the contract.
Normally pay related to performance will be awarded on 1 August each year according to
the rating earned in the annual PMR. Staff must be in post on 31 July to receive the award
on 1 August.
PERFORMANCE BONUS PAYMENTS (NON CONSOLIDATED AND NON
PENSIONABLE)
3.28 The Library’s Non Consolidated Performance Bonus Pot was created in the 2004/05
pay award and provides non consolidated, non pensionable bonuses. All staff with a PMR
assessment may be eligible for a bonus pot payment depending on their level of
performance and whether that level of performance attracts a bonus in the annual pay
award (the bonus pot is distributed as part of each year’s pay award).
3.29 A small number of staff (some half a dozen) have personal special bonus
arrangements which are linked to sales and/or fund raising targets. It is the Library’s
intention to phase out such arrangements as these staff leave and in due course to have all
staff on a uniform bonus scheme.
4. MARKET SUPPLEMENT
4.1 A market supplement is payable where there is a proven recruitment and retention
difficulty.
4.2 The respective HR Business Partner deals with all requests for payment of a market
supplement. If agreed a business case must be produced in conjunction with the relevant
Director and Divisional Finance Manager, and referred to the Chief Executive and Head of
Strategic Human Resources for approval. If the information indicates a shortfall against the
agreed market(s) the Head of Strategic Human Resources may recommend an appropriate
level of supplement which will not normally exceed 15% of basic salary. The Market
Supplement will be reviewed by the Line Manager in conjunction with HR on an annual
basis. However Market Supplements will be reviewed every 3 to 5 years (which will be
determined by the nature of the market) on the same matching basis as originally agreed. If
the review considers that a market supplement is still appropriate, it may be renewed upon
production and approval of the Line Manager. The Head of Strategic Human Resources will
consult as necessary before reaching a decision, including TUS as appropriate.
4.3 In all cases market supplements will be non-consolidated and non pensionable and will
preferably be paid at six monthly intervals and be withdrawn, on six months’ notice, when no
longer applicable. They will otherwise be paid at monthly intervals and withdrawn on a
‘mark-time’ basis, at six months’ notice, when no longer applicable (the supplement is
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applicable to the post, rather than the post-holder and should be withdrawn if the postholder transfers to another role).
5. ALLOWANCES
All allowances are subject to income tax & National Insurance
RESPONSIBILITY/SUPERVISORY ALLOWANCE
5.1 Very exceptionally an allowance may be awarded to staff whose duties regularly impose
responsibilities conspicuously greater than those required of his or her grade, but not as
great as those of the next higher grade. In these circumstances an allowance may be
authorised, but only on the clear understanding that it will cease when the extra
responsibilities come to an end.
The level of allowance will be calculated by reference to the 8% increase on basic pay
relating to starting pay on promotion (para.1.9b), and will be pro rata to this according to the
proportion of the responsibility for the higher role which the allowance is to cover. In
exceptional circumstances the award may be higher than a full 8%, for instance when the
case involves aggregate responsibilities for more than one job in the higher grade.
A business case justifying the level of allowance must be produced and authorised by the
HR Business Partner in conjunction with the relevant Director and Divisional Finance
Manager. The business case will indicate the period of review, which will be determined by
the reason for the allowance, but no longer than 1 year from the date of the award.
Responsibility allowances are reckonable for overtime and pension purposes and the
calculation of starting pay on promotion.
NIGHT DUTY ALLOWANCE
5.2 Staff who are not in receipt of a Shift disturbance Allowance and who work between
8pm and 6am (on weekdays or weekends) receive a night duty allowance for each hour
worked at the following rates:-
FOR HOURS WORKED BETWEEN
NIGHT DUTY ALLOWANCE
8 pm and 11 pm
25% of plain time hourly rate of pay
11 pm and 6 am
33.33% of plain time hourly rate of pay
5.3 Periods of less than half an hour will not count for payment.
5.4 For London based staff the calculation for the hourly plain time rate includes the
overtime element of the former London Weighting. (See Annex E.)
5.5 The hourly rate of pay for this purpose is calculated as follows:-
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Basic salary plus mark time (if applicable) plus any reckonable allowances less
London weighting (if applicable) £1548 (inner London) or £905 (intermediate
London)÷52x41 (gross conditioned hours for full time staff) x the applicable NDA
percentage.
There are maximum hourly rates for staff eligible for night duty payments known as “ceiling”
rates. These are shown in Annex E (ii).
5.6 The allowance is paid in addition to basic salary, and any other reckonable allowance
up to a 'ceiling' (see Annex E (ii)).
5.7 The allowance is not reckonable in calculating overtime rates but is reckonable for
pension purposes.
MEAL ALLOWANCE
5.8 A meal allowance is payable to staff who work until at least 8pm in addition to ordinary
day duty on Monday to Friday. Security staff who are in receipt of Shift Disturbance
Allowance & staff in receipt of an AWP allowance are not entitled to receive meal allowance
payments. The current rate is £5. Meal allowances are not payable on
Saturday/Sunday/Bank or fixed Privilege holidays
SHIFT DISTURBANCE ALLOWANCE
5.9 Staff whose regular conditioned hours include shift working are eligible to receive the
shift disturbance allowance.
5.10 The allowance is paid in addition to basic pay and any payments for overtime, premium
payments for work on Saturdays, Sundays or Public Holidays.
5.11 The allowance is not reckonable in calculating overtime rates but is reckonable for
pension purposes.
5.12 Definition of a shift roster:
a. the roster of periods worked must cover 24 hours in total or;
b. alternate or overlap and cover a period of not less than 12 hours in any period of
24 hours, with at least 4 hours between the starting times of the earliest and latest
shifts;
c. a rostered night shift is defined as a shift involving at least 4½ hours' work between
8pm and 6am;
d. a rostered day shift is defined as a shift starting and finishing between the hours of
8am and 6pm.
Calculation of the allowance
5.13 The rate of standard shift disturbance allowance is determined by the proportion of
night shifts within the roster, excluding rest days, annual leave, public and privilege holidays
as follows:-
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a. Where the night incidence is at least as frequent as one shift in 4, the allowance is a
20% addition to basic pay.
b. Where the night incidence is at least as frequent as one shift in 8, but less frequent
than one shift in 4, the allowance is a 15% addition to basic pay.
c. Where the night incidence is less than one shift in 8, and also for shift rosters with no
night incidence, the allowance is a 12½% addition to basic pay.
Shift disturbance allowance is calculated as follows: Salary less London weighting (if
applicable) £1548 (inner London) or £905 (intermediate London) multiplied by the allowance
percentage, e.g. 20%. The resultant amount is divided by 12 and paid monthly.
Payment of the allowance
5.14 The percentage addition is payable with basic pay and is reckonable for pension
purposes. It is not adjusted for annual leave, rest days, public holidays (or days taken in
lieu) and approved absence for training.
5.15 Payment during paid sick absence, paid special leave, temporary absence on official
business and temporary transfer to day work continues for a maximum period not exceeding
60 days accumulated absence in any period of 12 months or less.
CASUAL SHIFT DISTURBANCE
5.16 Staff are expected to cooperate in working hours other than, or in excess of, their
predetermined shifts when necessary. If, in exceptional circumstances, they are required to
work a rostered shift/s or part rostered shift/s additional to those on their normal roster,
casual shift disturbance allowance is claimable at the appropriate hourly rate (e.g. 20%)
(see paragraph 5.19). The full or part extra shifts do not have to be consecutive to a
rostered shift worked. Claims for casual shift disturbance should be submitted in line with
the normal overtime procedures.
5.17 Overtime payments will also be paid for the extra hours worked as follows, in
conjunction with the rules detailed in Section 6:
a. full-time staff - the total salary less London weighting £1548 (inner London) or £905
(intermediate London) divided by 52 divided by 41 to give hourly overtime rate;
b. part-time staff - the total salary less London Weighting £1548 (inner London) or £905
(intermediate London) divided by 52.2 divided by 36 to give hourly overtime rate.
5.18 The calculation for the casual shift disturbance for the overtime hours worked is as
follows:-take the overtime hourly rate given in paragraph 5.17, multiplied by the overtime
hours worked, multiplied by the appropriate shift disturbance percentage.
5.19 Staff who normally work on rostered shifts who are required to work additional hours
which are not connected to a roster (e.g. training courses) will not receive shift disturbance
allowance for these additional hours. However if the hours are in excess of their normal
conditioned hours they will qualify for overtime payments.
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ON CALL ALLOWANCE
5.20 Staff who are required to be on-call are required to remain continuously and
immediately available on a rostered basis outside normal office hours. Qualifying periods
will be determined by the On-call roster, which must cover hours of closure during MondayFriday and at least 24 hours on weekends and fixed privilege day at Christmas & Bank
Holidays.
On-call allowance is for being on-call during silent hours and at weekends when buildings
are closed to the public. On-call duty in London covers all London sites. The rate and
conditions of on-call are referred to in Para 5.23
No allowance will be paid to staff who have been absent from work due to sickness
immediately prior to a designated period of on-call, or to staff who use radio pagers/portable
telephone during normal duty hours, e.g. to complement on-site communications, or during
overtime on-site.
On Call - Stand By
5.21 Staff who are required to be on-call may be asked if appropriate to remain at work
overnight after a full day's work in order to be immediately available if needed. It excludes
the commitments which enable staff to leave their place of work after reporting where they
may be contacted.
5.22 No other arrangements for payment may be allowed.
Rates of the Allowance
5.23 The rates of allowances are set out in Annex F. Staff on call are paid an allowance of
£25 (per rostered period Monday – Friday) or £40 (per 24 hour periods falling on weekends,
fixed privilege day at Christmas & bank holidays);they relate to the On Call periods as
defined in paragraph 5.20. Hours actually worked during such periods attract further
payments based on overtime rules, and night duty allowances rules if appropriate, and are
paid in addition to on-call allowance.
5.24 All claims should be made using the on-call allowance claim form available on the
Intranet (Annex G On-call Allowance Claim Form). The claim should be made at the same
time as any overtime claim for the same period, and sent to the appropriate RCM for
forwarding to the Employee Services - Pay Queries Section, Boston Spa.
Responsible Person/Incident Coordination Officer Allowance (Previously
known as the Emergency Cover Allowance).
5.25 This is designed to compensate staff who participate in the voluntary rota to act as
Incident Coordination Officer providing emergency cover for the St Pancras building after
normal office hours in circumstances of late opening of Reading Rooms or other events
which keep the building open. To be eligible for the allowance staff must have completed a
two day training course and be the single point of contact for any emergency, security or
building issue that occurs outside normal office hours which for this purpose are MondayFriday 09.00-17.00. Payment is made monthly irrespective of whether the individual has
worked in the month and will continue while the individual remains on the rota. It does not
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reckon for overtime, starting pay on promotion or pension purposes. The allowance is
£2,000 pa. Staff must be working on site to claim this allowance.
Staff may claim overtime from 17:00 and meal allowance if the duty extends beyond 20:00
(shift disturbance and night duty allowances are not payable).
Responsible Person Allowance and on-call allowance are separate allowances but may
overlap. Someone in receipt of the responsible person allowance can also claim on-call if
the qualifying conditions are met.
Call-Out
5.26 Staff who do not qualify for the on-call radio pager/portable telephone allowance, and
who are called into the office to work for a short period of time outside their normal hours,
the following applies:a. If the attendance begins within three hours of normal starting time, or ends within
three hours of normal finishing time, the attendance should be treated as though it
were continuous with normal duty (i.e. as if no break had occurred).
b. If the attendance begins more than three hours before normal starting time, or ends
more than three hours after normal finishing time, a minimum three hour credit
should be counted towards overtime, even though the work may have taken less
than three hours.
c. Two or more call-outs during a spell of on-call duty does not entitle staff to greater
credit than if the attendance had been continuous (i.e. as if no break had occurred
from the beginning of the first period of call-out to the end of the second).
DEPUTISING ALLOWANCE
5.27 See Starting Pay on Deputising (Para 1.14 to 1.21).
SUBSCRIPTIONS TO PROFESSIONAL BODIES
5.28 Staff may be reimbursed subscription fees to a professional or similar body only when
the cost of the membership can be fully justified as being of value to the individual's official
duties.
5.29 Payment of subscriptions must be confined to the period during which the individual is
employed on the work in question.
5.30 Reduced block payments or corporate membership must be arranged wherever
appropriate.
AWP (‘Alternative Working Pattern’) ALLOWANCE
5.31 AWP Allowance applies to posts in which staff are required to work their conditioned
hours (i.e. 36 net hours per week for full time staff) in a scheduled pattern of 5 working days
per week including evening and/or weekend shifts. It does not apply to other patterns (for
example security staff or the Document Supply Out of Hours Team). AWP and FWH are
normally mutually exclusive.
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5.32 The framework agreement is fully set out in the HR People Issues page on the
Intranet: AWP framework agreement
INCENTIVE PAYMENT TO LATE TEAM, O & S, BOSTON SPA
5.33 A small number of staff in the Late Team voluntarily work on contracts which require
them to start late and work through until 19:00. This provides the bridge between the cover
provided by day time staff (07:00 to 17:30) and the Out of Hours Team (19:00 to 07:00). An
incentive payment of £1,200 per annum is paid to these staff on a pro-rata basis relating to
the number of occurrences undertaken. Claims should be made at the same time as any
overtime claims for the same period, and sent to the Responsibility Centre Manager (RCM)
for approval/sign off. These forms should then be forwarded to the Employee Services Pay Queries Section for processing.
6. OVERTIME
OVERTIME GRADES – GRADES A TO E
6.1 Overtime must be worked under the arrangements described in Section E Attendance
(paragraph 'Overtime Working') and payment is determined using the following rules.
6.2 Overtime is payable to staff in 'overtime grades' (see paragraph 6.3 below) for all hours
worked:
a. in excess of conditioned hours Monday to Saturday inclusive
b. on Sundays
c. on Public/Bank holidays.
6.3 Payment (where no time off in lieu is taken) is made as follows:Overtime Grades
Grades D and E
Grades A, B and C.
Monday - Friday
Time and a half
Plain time
Saturday
Time and a half plus
Saturday Premium Payment
at half plain time rate
Plain time plus Saturday
Premium Payment at half
plain time rate
Sunday, Bank and Public
Holidays
Plain time rate plus Sunday
Premium Payment at plain
time rate
Plain time rate plus Sunday
Premium Payment at plain
time rate
Under the rules of the pension scheme overtime payments are not reckonable for
pensionable purposes however premium payments do qualify for pension purposes.
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Note: Staff formerly graded Executive Officer, Support Manager 2, Museum Technician 2
and Museum Support Grade 2 before the 1 August 1996 retain a reserved right to Grade
D/E overtime rates. The reserved right is lost on promotion.
Overtime is not applicable for staff whose contract states that it is an accepted part of the
working the hours for the job.
NON OVERTIME GRADES - SENIOR BAND
6.4. All Senior Band staff are not regarded as being in an overtime grade, but if required to
work on a duty rota, are eligible to receive overtime payments as detailed in chart below.
However, all Senior Band 4 staff, regardless of their duties are eligible to receive the
Premium Payments for attendance on weekends as follows:
a. at half plain time rate for Saturday working,
b. at plain time for hours worked on a Sunday,
c. wherever possible, at management discretion staff may also have time off in lieu
equivalent to hours worked. No overtime payment is payable for additional hours worked on
Monday to Friday (see also paragraph 6.23 and 6.14-6.15).
Non-Overtime Grades
Senior Band Grades who
are required to work on a
duty rota
Senior Band Grade 4
Monday - Friday
Plain time
None
Saturday
Plain time plus Saturday
Premium Payment at half
plain time rate
Saturday Premium Payment
at half plain time rate
Sunday, Bank and Public
Holidays
Double Time
Sunday Premium Payment at
plain time rate
6.5 Definition of overtime rates of pay. For inner London staff this excludes £1548 per
annum and for intermediate London staff this excludes £905 per annum.
a. Plain time: one hour's pay for one hour of overtime worked.
b Time and a half: one and a half hour's pay for one hour of overtime worked.
c. Saturday Premium payment: this is paid for the hours staff are required to work between
midnight Friday and midnight Saturday. The premium payment is half the plain time rate
multiplied by the hours worked. The plain time calculation is explained in paragraph 6.14.
(See also Annex E(ii) for applicable “ceiling” rates. See also 6.23 Saturday Attendance).
Saturday Premium Payment is reckonable for pension purposes.
Sunday Premium payment: this is paid for the hours staff are required to work between
midnight Saturday and midnight Sunday. The premium payment is the plain time rate
multiplied by the hours worked. The plain time calculation is explained in paragraph 6.14.
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(See also Annex E(ii) for applicable “ceiling” rates. See also 6.25 Sunday Attendance).
Sunday Premium Payment is reckonable for pension purposes.
6.6 Public Holiday Premium Payment: this is paid for the hours staff are required to work on
a Public Holiday between midnight and midnight. The premium payment is the plain time
rate multiplied by the hours worked. The plain time calculation is explained in paragraph
6.14. (See also Annex E(ii) for applicable “ceiling rates”. See also 6.28 Attendance on
Public Holidays). Bank Holiday Premium Payment is reckonable for pension purposes.
CALCULATION OF OVERTIME
Note: The hours which must be worked in the conditioned working week before overtime
rates apply are as follows:
Full-time staff - 41 hours
Part-time staff - 36 hours
6.7 The calculation of overtime payments are based on:a. basic pay plus mark time (if applicable) and any responsibility allowances less, for inner
London staff £1548 per annum and for intermediate London staff £905 per annum.
6.8 Staff who work overtime may also qualify for night duty and/or a meal allowance (see
Section 5 Allowances).
6.9 Hours worked on Mondays to Saturdays are treated separately from those worked on
Sundays
6.10 Staff who take annual or special leave on a day or days when they normally work
overtime, will be credited only with conditioned hours for the period concerned.
6.11 Staff are not allowed to work overtime on days taken as sick leave, however overtime
may be worked within the same week.
6.12 Overtime rates cannot be earned until conditioned hours have been worked. Any
additional hours worked in the week by part time staff will consist of payment as Extra Hours
for the hours above the contract hours up to 36 hours. Once 36 hours have been reached
then additional hours worked in excess of 36 will be payable at the appropriate overtime
rate.
6.13 Security staff whose terms require them to work conditioned hours on some Sundays
receive, for calculation of weekday overtime only, a credit equal to the conditioned hours for
the Sunday.
6.14 Hourly plain-time rates for overtime are calculated as follows:-
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Basic salary plus mark time (if applicable) plus any reckonable allowances less
London weighting (if applicable) £1548 (inner London) or £905 (intermediate
London)÷52x41 (gross conditioned hours for full time staff).
6.15 There are maximum hourly rates for staff eligible for overtime payments known as
“ceiling” rates. These are shown Annex E(ii).
6.16 When there is a retrospective pay increase an adjustment of overtime is allowed from
the beginning of the first overtime calculation period commencing on or after the operative
date of the pay increase subject to the overtime ceiling rate.
CLAIMING OVERTIME
6.17 Claims for payment must be made on an overtime claim form. Each overtime duty
must be initialled by the manager supervising the overtime, and when all periods of overtime
have been claimed for the overtime period, the form should be signed by an authorising
officer responsible for the overtime area. Signed forms are then to be sent to the
Responsibility Centre Manager (RCM) responsible for overtime area for final sign off. The
RCM then forwards all overtime forms with a control sheet to the Employee Services - Pay
Queries Section in Boston Spa in order to meet the overtime deadline date.
Completion of Overtime Forms
6.18 Staff are reminded of the following requirements with regards to the completion of
overtime forms:
a. Supervisor initials
All periods of overtime must be initialled by a manager who has direct knowledge of the
overtime being worked. The initialling should be done by someone of at least one grade
higher than the person working the overtime.
b. Authorising officer
When the authorising officer (normally the line manager responsible for the overtime area)
is not the person initialling the overtime form it is their responsibility to ensure that the
overtime has been worked. The authorising officer must satisfy themselves that they
recognise the supervisor's initials. If the authorising officer is in any doubt they must actively
check that the overtime has been worked. Again, the authorising officer must be of at least
one grade higher than the person working the overtime.
Responsibility Centre Manager (RCM)
The authorising officer must forward all overtime forms to the RCM responsible for the
overtime worked. The RCM must be satisfied that the overtime worked and signed for by
the authorising officer is budgeted for. The RCM must complete a control sheet (Overtime
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and Allowances Control Sheet) and forward it to the Employee Services - Pay Queries
Section in order to meet the monthly overtime deadline date
c. Incomplete forms
It is an audit requirement that overtime forms have both supervisor initials and an
authorising signature. Incomplete forms will therefore be returned to the authorising officer
or to the person who has worked the overtime. Any forms sent to the Employee Services Pay Queries Section without the appropriate control sheet will also be returned. This may
mean that payment for that period of overtime is delayed.
.6.19 Overtime is normally paid at the end of the month following the month in which it is
worked. The dates for claims to be submitted to the Employee Services - Pay Queries
Section in Boston Spa are available on the Intranet and published annually in the Office
Notice. Claims which are received after the appropriate date may not be paid until the
following pay day. For Overtime Claim Forms full time staff see Annex J Overtime Claim
forms for Full time Staff, part time staff see Annex I Overtime Claim Forms for Part Time
Staff.
6.20 Staff attending training courses who spend time in excess of conditioned hours are not
eligible for overtime payment. (See also paragraph 6.30.)
6.21 At management discretion overtime hours may be taken as time in lieu for the
equivalent excess hours worked on Monday to Sunday i.e. for every one hour worked one
hour may be taken as time in lieu. Hours worked on a Saturday or Sunday equate to plain
time for time in lieu purposes (e.g. 6 hours worked on Saturday equate to 6 hours as time in
lieu plus payment of 6 hours Saturday premium at half time. For any time in lieu taken
where premium payments qualify then the premium payments are still payable and cannot
be converted to time in lieu hours).
6.22 Entitlements for Overtime Grades are also shown in paragraph 6.1ff.
PAYMENT FOR ATTENDANCE ON SATURDAYS, SUNDAYS, PUBLIC HOLIDAYS,
TIME OFF IN LIEU FOR ATTENDANCE ON PRIVILEGE HOLIDAYS
Saturday Attendance
6.23 Staff in overtime grades (see Overtime Grades) receive a premium payment of half the
plain time rate (see 6.14) for hours worked between midnight Friday and midnight Saturday,
whether within or in excess of conditioned hours. This premium is paid in addition to
overtime pay (subject to a total limit of double time) and shift disturbance, and night duty
allowances.
6.24 At management's discretion, staff in overtime grades may, if they wish, be allowed time
off in lieu equal to the hours worked on a Saturday instead of receiving overtime pay.
However the premium payment may still be claimed, as time off in lieu cannot be granted as
an alternative.
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Sunday Attendance
6.25 Staff in overtime grades (see Overtime Grades) receive a premium payment of
plain time rate (see 6.14) for hours worked between midnight Saturday and midnight
Sunday, whether within or in excess of conditioned hours. This premium is paid in addition
to overtime pay (subject to a total limit of double time) and shift disturbance, and night duty
Staff are given either time off in lieu equivalent to the hours worked plus payment at plain
time premium rate for those hours or payment at plain time rate plus plain time premium
rate for any Sunday hours for which time off in lieu is not taken.
6.26 When staff in overtime grades work conditioned hours on a Sunday they receive an
additional payment at plain time premium rate for the conditioned hours. If any of the hours
worked on the Sunday are in excess of conditioned hours for either the week or the Sunday
they are compensated as in paragraph 6.25.
6.27 The hourly rate is calculated as in paragraph 6.14 & 6.15.
Attendance On Public Holidays
6.28 Staff in overtime grades required to be on duty on any public holiday receive time off in
lieu equal to the hours of attendance on the holiday, plus payment at public holiday
premium plain time rate for those hours, but if time off in lieu cannot be given payment for all
the hours of attendance is given at double time (public holiday plain time rate plus public
holiday premium plain time rate).
6.29 The hourly rate is calculated as in paragraph 6.14 & 6.15.
Attendance On Fixed Privilege Christmas Holidays
6.30 Staff required to be on duty on the fixed privilege Christmas holiday, including those on
external training courses, are given an alternative holiday in lieu. No additional pay can be
given instead of an alternative holiday.
7. TRAVELLING
7.1 Definition: Travelling time (as referred to throughout this section) is time spent on official
travelling outside conditioned hours. It is a form of payment for extra attendance. Time
spent travelling on official business within conditioned hours is counted as time worked and
is paid accordingly.
OVERTIME GRADES
7.2 Staff graded A to E who are eligible to claim overtime are also eligible to claim travelling
time at the following rates:RATES
7.3
Monday to Friday Plain time rate
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Saturday Time and a half
Sunday, Bank/Public Holidays Double time
There are maximum hourly rates for staff eligible for travel time payments known as “ceiling
rates”. The ceiling rates are listed in Annex Eii and equal the overtime ceiling rates
CALCULATION OF TRAVELLING TIME - OVERTIME GRADES
7.4 At senior management discretion and in exceptional circumstances staff in overtime
grades defined in paragraph 7.2 above, may be paid travel time at appropriate rates, (or
take time off in lieu), for periods of not less than half an hour on any one day spent on
official travelling within the United Kingdom, outside normal conditioned hours and in excess
of normal travelling time between home and the Library.
7.5 Time in excess of weekly conditioned hours spent on official travel on a Sunday or a
Public Holiday reckons for payment at double time or time off in lieu at double the hours.
Time off in lieu is limited to one working day, any balance is paid at plain time rate.
7.6 There is also provision for a payment at the rate of time and half or time off in lieu for
Saturday official travelling outside conditioned hours. Time off is limited to one working day,
any balance is paid for at plain time rate.
7.7 Staff who travel on a fixed privilege holiday at Christmas are allowed time off in lieu.
7.8 If on any one day staff work and travel, and the hours aggregate to less than
conditioned hours for the day, the day is treated as if the conditioned hours were completed.
7.9 If on any one day staff work and travel and the aggregate of hours totals more than
conditioned hours for the day, the excess hours count as a credit for flexi time or as
travelling time as agreed by line manager.
DETACHED DUTY - TRAVELLING TIME
7.10 Definition: Detached duty is when staff work away from the place they are contracted
to work, i.e. home station, whilst retaining the pay and conditions of the home station.
Travel on detached duty on work connected with the home station
7.11 For short term visits away from the home station, on work directly connected with that
office, staff retain the conditioned hours of that office for the purpose of calculating travelling
time.
Travel on detached duty on work not directly connected with the home station
7.12 On transfer other than permanent transfer to carry out work that is allied to the place
visited and is not directly connected with the home station (e.g. relief work), staff receive
payment for any additional travelling time subject to the provisions set out in section 7 Travelling Time, paragraph 7.3 Rates.
Revised & Agreed June 2014
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Travel on detached duty - Payments
7.13 These details govern situations where staff are required to work at a location other
than their home station on detached duty and travel directly from home to the new location
and, in due course return from the new location directly home. This may reckon as travelling
time within the limits of 7: Travelling Time as follows:a. If staff voluntarily travel daily rather than staying overnight or taking up residence, then,
for daily journeys in both directions, any travelling time will be limited by the savings in the
appropriate rate of night subsistence and lodging allowance after the deduction of fares,
mileage allowance and any day subsistence paid. This provision does not apply to staff who
stay overnight at the new location and return home only at weekends. These arrangements
should be negotiated with the line manager.
OR
b. For the first journey to, and the final journal from the detached duty station if the distance
between the two justifies an overnight stay, regardless of whether night subsistence is paid.
c. Staff working in London and who are required to work on detached duty to another
building in the London area, which entails an increase in travel above the distance from
home to their 'contracted' place of work, will receive an allowance for the extra travelling
time at plain time rate. Details of the difference in travelling times should be sent to the
Employee Services - Pay Queries Section, Boston Spa at the end of each month for the
allowance to be calculated and included in the following month's salary.
7.14 In general all claims for detached duty travelling time should be sent to the Employee
Services - Pay Queries Section, Boston Spa.
8. MARK-TIME
8.1 Mark-time occurs when staff in certain circumstances, are allowed to continue to receive
a higher rate of salary in payment instead of a recalculated lower rate, e.g. on relocation
from London to Boston Spa, see 1.32. In effect this means that the higher rate is retained
and frozen until the lower rate catches up.
8.2 The excess amount of pay above the recalculated lower rate is known as the "mark-time
element". Pay awards are applied to the recalculated lower salary until it matches the higher
salary in payment. At this point the mark-time element disappears.
8.3 Mark-time rates of pay may include the following:a. Pay already held on a mark-time basis.
b. Pay awards which are due before the date from which the mark-time rate is payable.
c. Certain allowances.
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8.4 Non-consolidated lump sum bonuses may be paid in addition to mark-time rates of pay
based on the substantive rate of pay. Special arrangements will apply for staff on mark-time
with pay protection.
8.5 Mark-time pay is eroded by increases such as:a. Pay band changes including restructuring and 'across the board' increases.
b. Pay settlements other than paragraph 8.4 above.
9. ADVANCES OF SALARY
SEASON TICKET PURCHASE
9.1 Staff may request an advance of salary for the sole purpose of the purchase of a
Season Ticket for travel between home and the office providing they have worked for the
Library for two months or more on a full or fixed term contract. Fixed term contracts must
ensure that, before applying for a season ticket loan, there remaining period of employment
will cover the repayment period for the loan.
9.2 An advance may be requested on a quarterly, half-yearly or yearly basis.
9.3 The Library reserves the right to demand repayment at any time, but the advance will
normally be recovered within the period of the Season Ticket by monthly instalments
deducted from pay, i.e. a yearly loan will be recovered by 11 monthly instalments following
the month in which the ticket is purchased.
9.4 Requests for Season Ticket loans must be submitted to the Employee Services - Pay
Queries Section in Boston Spa, one calendar month in advance of intended date of
purchase, using the application form shown in Annex K.
9.5 Staff must inform the Employee Services - Pay Queries Section immediately, and in
writing, of any change of address, for recalculation of the amount of advance and recovery if
necessary.
9.6 Where the application for a Season Ticket is the first occasion, or is a renewal not
previously purchased via a Season Ticket loan, applicants must submit a photocopy of the
Season Ticket and photocard as proof of purchase, within one month of purchase.
9.7 Staff requesting a loan for a renewal of a season ticket which is bought via a Season
Ticket loan, must provide proof of purchase of the previous ticket with their completed
application form. The proof should be a copy of the ticket and the photocard.
9.8 If staff pay a reduced Season Ticket price to the amount advanced, the difference must
be repaid to the Library. Staff must contact the Employee Services - Pay Queries helpline to
discuss the reduced price.
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9.9 If the advance is not used for the purchase of a Season Ticket as specified on the
application form for the loan, staff may be subject to disciplinary action up to and including
dismissal.
9.10 Any outstanding balance will immediately become repayable without demand and will
be off-set against the pay, allowances, pension benefits or other payments if:a. Staff cease to be employed by the Library.
b. The Season Ticket is surrendered for any reason.
c. Staff transfer to an office where use of a Season Ticket is no longer
required.
9.11 Season Ticket loans are regarded by the HMRC as beneficial loans and are therefore
taxable if the loan (or aggregate of loans) exceeds the ceiling. (See Annex C.)
10. PAY DURING SICK ABSENCE see Section G para 12
Revised & Agreed June 2014
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Section C
ANNEXES
ANNEX A - PAY BANDS (LINK)
ANNEX B - CHANGE OF BANK / BUILDING SOCIETY DETAILS (LINK)
ANNEX C - BENEFICIAL LOAN CEILING
'CEILING' with effect from November 1994 = £5,000. If the ceiling is breached the
loan/s become taxable on the whole loan/s, i.e. there is no exemption on the first
£5,000
ANNEX D - LONDON WEIGHTING RECKONABLE FOR
OVERTIME CALCULATION
The following sets out the limits of the amount of London Weighting which may be
aggregated with pay in the calculation of overtime for London based staff.
a.
Inner London Zone
£1548 per annum
b.
Intermediate London Zone
£905 per annum
Revised & Agreed June 2014
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Section C
ANNEX E (i) OVERTIME PAYMENTS
DAY
Monday to
Friday
Saturday
BAND 1
GRADES D AND E AND SOME GRADE C*
Payment of one and a half plain time rate per
hour
OR
Time off in lieu for actual hours worked.
SENIOR BAND GRADE 4 AND ABOVE
No overtime payment but time off in lieu for
actual hours worked
Meal allowance paid if work up to 8 pm
Meal allowance paid if work up to 8 pm
Meal allowance paid if work up to 8 pm
Night Duty paid if work up to 8.30 pm as follows
8pm to 11pm: 25% of plain time rate per hour
11pm to 6am: 33.33% of plain time rate per hour
Night Duty paid if work up to 8.30 pm as follows
8pm to 11pm: 25% of plain time rate per hour
11pm to 6am: 33.33% of plain time rate per hour
Night Duty paid if work up to 8.30 pm as follows
8pm to 11pm: 25% of plain time rate per hour
11pm to 6am: 33.33% of plain time rate per hour
Payment of one and a half plain time rate per
hour plus Saturday Premia of half hours at plain
time hourly rate
OR
Time off in lieu for actual hours worked plus
Saturday premium of half hours at plain time
rate
Payment of plain time rate per hour plus Saturday
Premia of half hours at plain time hourly rate
OR
Time off in lieu for actual hours worked plus
Saturday premium of half hours at plain time rate
Payment of Saturday Premia of half hours at
plain time rate plus wherever possible time off
equivalent to hours worked at management
discretion
No meal allowance paid on Saturdays
Night Duty paid if work up to 8.30 pm as follows
8pm to 11pm: 25% of plain time rate per hour
11pm to 6am: 33.33% of plain time rate per hour
Night Duty paid if work up to 8.30 pm as follows
8pm to 11pm: 25% of plain time rate per hour
11pm to 6am: 33.33% of plain time rate per hour
Sunday
BAND 2
GRADES A, B AND SOME GRADE C* PLUS SB
GRADES WHO WORK ON DUTY ROTAS
Payment plain time rate per hour
OR
Time off in lieu for actual hours worked.
No meal allowance paid on Saturdays
Payment of double time rate per hour (plain time
and Sunday Premia)
OR
Time off in lieu of hours worked plus payment of
plain time rate per hour
Payment of double time rate per hour (plain time
and Sunday Premia)
OR
Time off in lieu of hours worked plus payment of
plain time rate per hour
No meal allowance paid on Sundays
No meal allowance paid on Sundays
Night Duty paid if work up to 8.30 pm as follows
8pm to 11pm: 25% of plain time rate per hour
11pm to 6am: 33.33% of plain time rate per hour
Night Duty paid if work up to 8.30 pm as follows
8pm to 11pm: 25% of plain time rate per hour
11pm to 6am: 33.33% of plain time rate per hour
No meal allowance paid on Saturdays
Night Duty paid if work up to 8.30 pm as follows
8pm to 11pm: 25% of plain time rate per hour
11pm to 6am: 33.33% of plain time rate per hour
Payment of plain time rate per hour (Sunday
Premia) plus wherever possible time off in lieu of
actual hours worked at management discretion
No meal allowance paid on Sundays
Night Duty paid if work up to 8.30 pm as follows
8pm to 11pm: 25% of plain time rate per hour
11pm to 6am: 33.33% of plain time rate per hour
Revised & Agreed June 2014
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Section C
ANNEX E (ii) OVERTIME PAYMENTS
DAY
Public and
Bank Holidays
Privilege
holiday
OVERTIME
CEILINGS**
BAND 1
GRADES D AND E AND SOME GRADE C*
Payment of double plain time rate per hour
(plain time and Bank Holiday Premia)
OR
Time off in lieu for actual hours worked plus
payment of plain time rate per hour (Bank
Holiday Premia)
BAND 2
GRADES A, B AND SOME GRADE C*
Payment of double plain time rate per hour
(plain time and Bank Holiday Premia)
OR
Time off in lieu for actual hours worked plus
payment of plain time rate per hour (Bank
Holiday Premia)
SENIOR BAND GRADE 4 AND ABOVE
Payment of plain time hourly rate (Bank
Holiday Premia) plus time off in lieu for actual
hours worked
OR
Payment at double time if time in lieu cannot
be given (plain time and Bank Holiday
Premia)
No meal allowance paid on Bank Holidays
No meal allowance paid on Bank Holidays
No meal allowance paid on Bank Holidays
Night Duty paid if work up to 8.30 pm as
follows
8pm to 11pm: 25% of plain time rate per hour
11pm to 6am: 33.33% of plain time rate per
hour
No payment of overtime. Time off in lieu of
actual hours worked only.
Night Duty paid if work up to 8.30 pm as
follows
8pm to 11pm: 25% of plain time rate per hour
11pm to 6am: 33.33% of plain time rate per
hour
No payment of overtime. Time off in lieu of
actual hours worked only.
Night Duty paid if work up to 8.30 pm as
follows
8pm to 11pm: 25% of plain time rate per hour
11pm to 6am: 33.33% of plain time rate per
hour
No payment of overtime. Time off in lieu of
actual hours worked only.
Meal allowance paid if work up to 8 pm
Meal allowance paid if work up to 8 pm
Meal allowance paid if work up to 8 pm
Night Duty paid if work up to 8.30 pm as
follows
8pm to 11pm: 25% of plain time rate per hour
11pm to 6am: 33.33% of plain time rate per
hour
£8.280 Inner London
Night Duty paid if work up to 8.30 pm as
follows
8pm to 11pm: 25% of plain time rate per hour
11pm to 6am: 33.33% of plain time rate per
hour
£10.802 Inner London
Night Duty paid if work up to 8.30 pm as
follows
8pm to 11pm: 25% of plain time rate per hour
11pm to 6am: 33.33% of plain time rate per
hour
Ceiling as per Band 2 for Saturday premium
and Sunday and Bank Holiday payments
£8.221 Intermediate London
£10.743 Intermediate London
£7.653 Elsewhere
£10.032 Elsewhere
NIGHT DUTY
CEILING
£11.89 per hour
£11.89 per hour
£11.89 per hour
st
* Grade C’s who on the 31 July 1996 were in the following former grades – Executive Officer, SM2, MT2, MSG2, Typing Manager, Senior Personal Secretary
st
have reserved rights to the same rates as Band 1. Grade C’s who were not in the former grades mentioned on the 31 July 1996 and any staff new to Grade C
st
on or after 1 August 1996 receive rates as per Band 2.
**For Saturday premium, Sunday and Bank Holiday payments the Band 2 ceiling applies to all grades.
Revised & Agreed June 2014
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Section C
ANNEX F - ON-CALL ALLOWANCE (w.e.f. 1.4.05) / MEAL
ALLOWANCE
On weekdays
between the closing of an office in the
evening and its opening the following
morning
ON-CALL (RADIO PAGER /
MOBILE TELEPHONE ON-CALL
£25
(for each rostered period)
On Saturday, Sundays and Privilege
holidays:
£40
for each full 24 hour period
On Public and Bank Holidays:
£40
for each full 24 hour period:
LATE DUTY MEAL ALLOWANCE (w.e.f. 6.4.99)
£5.00
ANNEX G - ON CALL ALLOWANCE CLAIM FORM (LINK)
ANNEX H - MAXIMUM HOURLY PLAIN TIME RATES FOR OVERTIME
PURPOSES
The overriding maximum hourly plain time rates from which overtime payments are to
be calculated are as follows:
a.
for grades in Overtime Band 1: (See Overtime paragraph 6.3)
w.e.f
1.8.96
b.
Inner London
£8.280
Intermediate London
£8.221
Elsewhere
£7.653
for grades in Overtime Band 2: (see Overtime paragraph 6.3)
w.e.f
1.8.96
Inner London
£10.802
Intermediate London
£10.743
Elsewhere
£10.032
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Section C
ANNEX I - CLAIM FOR EXTRA HOURS PART TIME STAFF (LINK)
ANNEX J - CLAIM FORMS FOR OVERTIME: FULLTIME STAFF
(LINKS)
STANDARD CLAIM FOR EXTRA HOURS FULL TIME STAFF
CLAIM FOR OVERTIME AND ALLOWANCES AWP STAFF
CLAIM FOR OVERTIME SECURITY OFFICERS
ANNEX K - ADVANCE FOR SEASON TICKET PURCHASE (LINK)
ANNEX L - DEPUTISING ALLOWANCE AUTHORISATION (LINK)
ANNEX M – NOT USED
ANNEX N – 2000 PAY AGREEMENT (REVISED 2013) (LINK)
Revised & Agreed June 2014
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