To help you stay compliant with legal requirements and promote workplace transparency, you can create a gender pay gap report in Paycircle. To do this, follow the steps below.
Enable gender pay gap reporting
Before you can create the report, you need to enable the gender pay gap module.
Open the relevant company then click Settings.
Under Modules & Integrations, click Modules.
Click Edit then turn on the Gender pay gap toggle.
Click Save.
Select a snapshot date
The snapshot date is 31 March for public authority employers and 5 April for everyone else, however, we don't restrict the date you can enter. We simply gather the data from the 12 months leading up to that date.
Configure pay elements
Includes all payments you've made to team members in the 12 months leading up to the snapshot date.
Includes pay elements and calculated payments.
We make several assumptions and the pay elements and, where we can, include them in ordinary pay and bonus pay.
We include an element in bonus pay if the pay element name contains bonus.
We include an element in ordinary pay if it meets all of the following:
It attracts employee NI.
It's not a salary sacrifice.
It's not a benefit in kind.
It's not a pension element.
The name doesn't contain overtime or bonus.
If you make any changes to these defaults, they don't carry over to the next report, so you'll need to make them again in future reports.
Include or exclude team members
We automatically include any team member who has received a pay element or calculated payment.
If a team member is CIS, their reason for exclusion is Other.
If a team member is OFF PAYROLL, their reason for exclusion is Other.
If required, you can manually exclude other employees with one of the following exclusion reasons:
Other.
Not relevant employee.
Gender withheld.
Salaried partner.
LLP member.
Pay and weekly hours
What's included?
We display the following data:
Employee type.
Ordinary pay.
Bonus pay for the snapshot pay period.
Bonus pay for the 12 months leading up to the snapshot date.
Weekly hours.
We assume a team member is full-pay relevant unless they received statutory pay elements within the snapshot period.
Ordinary pay is the total of payments received within the snapshot period for pay elements included in ordinary pay.
Bonus pay (period) is the total of payments received within the snapshot period for pay elements included in bonus pay.
Bonus pay (12 months) is the total of payments received within 12 months leading up to the snapshot date for pay elements included in bonus pay.
For weekly hours, the guidance references employment contracts that are effective on the last day of the snapshot period for team members working regular hours. However, Paycircle doesn’t store contractual information for team members, regardless of whether they work regular or irregular hours.
Depending on a team member’s employment type, we use work patterns and pay policy settings where appropriate.
For standard patterns, we look at work pattern hours in the team member’s pay information.
For pay policy, we look at the Contracted hours per week value in the team member’s pay information.
For non-standard pattern, we consider these team members as working irregular hours and follow the 12-week calculation referenced in the guidance:
We look back day-by-day for 12 weeks and divide the total hours by 12
If the team member started later than 12 weeks ago, we only use the weeks they did work
Net pay, Paid hourly - We only gather ordinary and bonus pay data for these team members, not weekly hour data. Weekly hours will be displayed as zero. You can override the value as required
If you disagree with any of our assumptions or calculations in this step, you can override any of the values
Overridden values are highlighted yellow, and the original value is displayed in a tooltip, in case you need to restore the original value
What's not included?
Prorating bonus pay - As we don’t know the timeframe a bonus applies to; we always add the full amount of any bonus. You can override bonus values as required
12-week calculation - If a team member didn’t work a week within the 12-week timeframe, we don’t keep looking backwards until 12 weeks have been included. You can override the value as required
CIS, Off Payroll team members – If you decide to include a team member in step 3, we don’t gather weekly hour data for them so the value will be displayed as zero. You can override the value as required
Agencies, CIS-only, and Pension-only companies - We only gather ordinary, and bonus pay data for these team members, not weekly hour data. Weekly hours will be displayed as zero. You can override the value as required
Understanding the gender pay gap figures
See below the guidance on each calculation and the data that calculation refers to:
Calculation 1: Percentage of men and women in each hourly pay quarter
Calculation 2: Mean (average) gender pay gap for hourly pay
Calculation 3: Median gender pay gap for hourly pay
Calculation 4: Percentage of men and women receiving bonus pay
Calculation 5: Mean (average) gender pay gap for bonus pay
Calculation 6: Median gender pay gap for bonus pay
You may wish to refer to the GOV UK website on making your calculations.