PAY PROGRESSION POLICY - Doncaster CCG
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PAY PROGRESSION POLICY
Last Review Date August 2019
Approving Body Executive Committee
Date of Approval 19 February 2020
Date of Implementation 25 February 2020
Next Review Date August 2022
Review Responsibility Associate Director of HR &
Corporate Services
Version 0.2
Page 1 of 17REVISIONS/AMENDMENTS SINCE LAST VERSION
Date of Review Amendment Details
January 2018 Amended to reflect the current CCG structure, roles and
responsibilities
Amended to reflect pay progression and the norm and deferral
by exception
August 2019 Amended to reflect changes to national Pay Progression
Processes in line with Agenda for Change Terms and
Conditions.
Page 2 of 17CONTENTS
Page
Section A – Policy
1. Policy Statement, Aims & Objectives 4
2. Legislation & Guidance 4
3. Scope 4
4. Accountabilities & Responsibilities 5
5. Dissemination, Training & Review 6
Section B – Procedure
1. Requesting Pay Progression 8
2. Pay Progression that falls within a prolonged period
of agreed or recognised leave 8
3. Bands 8C, 8D and Band 9 Employees 9
4. Approving a Request for Pay Progression 9
5. Deferment of Pay Progression 9
6. Right to Review 9
Appendices
Appendix 1 – Application for Deferral of Pay Progression 13
Appendix 2 – Pay Progression Time Scale 14
Appendix 3 – Application for Pay Progression 15
Appendix 4 - Equality Impact Assessment 16
Page 3 of 17SECTION A – POLICY
1. Policy Statement, Aims and Objectives
1.1. NHS Doncaster CCG has a duty to ensure provision of high quality services
and strives to be a high performing organisation which seeks continuous
improvement to quality, safety and the patient experience. To achieve this
maximising the contribution of each employee is key.
A new pay progression system came in to place on 1st April 2019 for new
starters and those promoted to a new role on or after 1st April 2019. Promotion
means moving to a higher banded role. For existing staff in post up to 31st
March 2019 the current CCG pay progression procedures will continue to
apply until 31st March 2021 after which time they will also be subject to the
new provisions.
Nationally changes to NHS Terms and Conditions of Service NHS Terms and
Conditions of Service were agreed by the NHS Staff Council in 2018 clarifying
new arrangements for employees progressing through pay bands
(incremental/Pay Step progression). This procedure applies to all Doncaster
Clinical Commissioning Group (DCCG) employees employed under NHS
Terms and Conditions of and describes the approach to be followed
concerning pay progression.
1.2. Pay progression should not be seen as an automatic right by employees but
rather is something to be earned and is a reward that is dependent on
satisfactory performance, conduct and demonstration of meeting all statutory
and mandatory training requirements relevant to their role.
The CCG has a duty to provide high quality services to our stakeholders and
partners and strives to be a high performing organisation that continuously
improves quality, safety and the patient experience. It is a key part of the
CCG strategy to achieve its goals through maximising the contribution of each
employee.
In support of this aim, and in accordance with NHS Terms and Conditions of
Service, this policy sets out the basis upon which an individual’s performance
drives pay progression. It is expected that employees who can demonstrate
the required level of performance and conduct, who have met their objectives
and are compliant as regards their statutory, mandatory training will progress
annually through the increments/Pay Step Points in their salary band.
For existing employees in pay bands 8C, 8D and 9, pay progression into the
last two points in the pay band are earned on an annual basis. There is also
the scope within the nationally agreed changes to remove earned increments
in the last two points of the pay band. From 1st April 2019 for new and
Page 4 of 17promoted staff in Pay Bands 8c, 8d and 9 up to 10 per cent of basic salary will
become re-earnable subject to performance
1.3. The development of this policy:
Ensures a robust procedure and approach to pay progression is applied
Sets out the responsibilities for line managers and employees in relation to
managing pay progression
Satisfies legislative requirements.
2. Legislation and Guidance
2.1. The following legislation and guidance has been taken into consideration in
the development of this procedural document.
NHS Terms and Conditions of Service
3. Scope
3.1. This policy applies to those members of staff national NHS Pay and Terms
and Conditions of Service that are directly employed by NHS Doncaster CCG
and for whom NHS Doncaster CCG has legal responsibility (including those
on permanent and temporary contracts). Secondees from NHS organisations
will be subject to the policy of their employing organisation
. The CCG will ascertain a fair and consistent approach to applying the Pay
Progression Policy and will give due consideration to employee’s bespoke
circumstances when considering a request for pay progression.
Line managers for the purpose of the policy are defined as the senior person
responsible for the employee’s management, performance and appraisal.
4. Accountabilities and Responsibilities
4.1. Overall accountability for ensuring that there are systems and processes to
effectively manage pay progression lies with the Chief Officer. Responsibility
is delegated to the following:
Has delegated responsibility for:
Maintaining an overview of the corporate ratification
Associate
and governance process associated with the policy
Director of HR &
Ensuring relevant training and development is
Corporate
provided via the Learning and Development Team
Services
Leading the development, implementation and review
of this policy
Page 5 of 17 Advising managers and employees on the application
of this policy
Have delegated responsibility for:
Ensuring they discuss with the employee their
incremental date and schedule the performance
development review (PDR) to meet required
timescales
Completion of the pay progression form and its
submission to Human Resources at the beginning of
the month prior to the incremental date to approve
pay progression
Ensuring deferment of pay progression is fully
discussed with the employee
Appointing Objectively completing a PDR in accordance with the
Officers PDR policy
Invoking the Managing Performance Policy where
performance falls below the accepted levels in an
appropriate and timely manner ensuring support is
given to the employee to enable them to address the
concerns
Ensuring employees are able to undertake mandatory
and statutory training
Ensuring they encourage and support employees to
achieve the criteria for pay progression
Informing the employee of their right to review
Have the delegated responsibility for:
Initiating the process by the completion and
submission of the pay progression proforma to their
line manager within the specified timescale
Actively participating in the PDR process
Informing their line manager of any organisational
constraints that are preventing them from achieving
their objectives
All Staff
Demonstrating that they have achieved a satisfactory
level of performance, conduct and achievement of
objectives
Ensuring they are fully compliant with mandatory and
statutory training requirements
Ensuring they are aware of their pay step date
Are responsible for:
Staff Side Ensuring they are familiar with and understand the
Representatives policy and procedure
Advising and representing employees who are
Page 6 of 17members of a recognised Trade Union
Provide guidance and support to staff members.
Are responsible for:
Processing pay progression requests & deferrals in
Pay Services the specified time scales.
5. Dissemination, Training and Review
5.1. Dissemination
5.1.1. The effective implementation of this policy will support openness and
transparency. NHS Doncaster CCG will:
Ensure all staff and stakeholders have access to a copy of this policy
via the organisation’s website.
Communicate to staff any relevant action to be taken in respect of pay
progression.
Ensure that relevant training programmes raise and sustain awareness
of the management of pay progression.
5.1.2. This procedural document is located on the CCG website. A set of
hard copy policies are held by the Governance Team for business
continuity purposes and all procedural documents are available via the
organisation’s website. Staff are notified by email of new or updated
policies.
5.2. Training
5.2.1. All staff will be offered relevant training commensurate with their duties
and responsibilities. Staff requiring support should speak to their line
manager in the first instance. Support may also be obtained through
their HR Department. This policy should be read in conjunction with:
Managing Performance Policy
Performance Development Review Policy
Disciplinary Policy
Induction, Mandatory and Statutory Training Policy
Sickness Absence Policy
Page 7 of 175.3. Review
5.3.1. As part of its development, this procedural document and its impact on
staff, patients and the public has been reviewed in line with NHS
Doncaster CCG’s Equality Duties. The purpose of the assessment is to
identify and if possible remove any disproportionate adverse impact on
employees, patients and the public on the grounds of the protected
characteristics under the Equality Act.
5.3.2. The procedural document will be reviewed every three years, and in
accordance with the following on an as and when required basis:
Legislatives changes
Good practice guidelines
Case Law
Significant incidents reported
New vulnerabilities identified
Changes to organisational infrastructure
Changes in practice
5.3.3. Policy management will be performance monitored to ensure that
procedural documents are in-date and relevant to the core business of
the CCG. The results will be published in the regular Governance
Reports.
Page 8 of 17SECTION B – PROCEDURE
1. Arrangements for Pay Progression
1.1 A new pay progression system came into place on 1st April 2019 for new
starters and those promoted to a new role on or after 1st April 2019.
Promotion means moving to a higher banded role. For existing staff in
post up to 31st March 2019 the current CCG pay progression procedures
will continue to apply until 31st March 2021 after which time they will
also be subject to the new provisions.
More information about the national NHS pay progression arrangements
is available on the NHS Employers website at
https://www.nhsemployers.org/your-workforce/2018-contract-
refresh/pay-progression
Pay progression is the joint responsibility of the employee and the line
manager. The employee’s incremental/pay step date should be discussed
during one to one meetings in order for the employee and the line manager to
agree the appropriate scheduling of the PDR. Employees will not be routinely
informed of their incremental date and are responsible for ascertaining the
date themselves. The incremental date can be found on pay slips. Should
there be any doubt as to the accuracy of the incremental date advice should
be sought from Human Resources. As incremental/pay step progression may
occur at any time during the year assessment may be different to the
appraisal date.
The process for incremental/pay step progression will need to be initiated at
least two months prior to the incremental date. A form to record the pay
progression discussion will be completed (Appendix 1). This timescale is to
ensure that the line manager has the opportunity to review the employee
against the criteria below and, should the increment/pay step be withheld, that
Payroll can prevent the pay progression. For example, for an incremental
date of 16th December assessment will be initiated by the 16th October.
It is the joint responsibility of the manager and the employee to ensure the
pay progression discussion takes place in the specified timescale. The
HR/ESR service will provide information to managers about the
incremental/pay step dates of staff. Also, employees can find their
incremental/pay step date on their pay slip.
Pay progression is conditional based on the following which may or may not
impact upon deferment:
The employee can demonstrate that they have achieved the required level
of performance in terms of achievement of objectives and required levels
of conduct, values and behaviours as detailed in the Talent Management
& Performance Review Policy.
The employee is fully compliant with mandatory and statutory training
requirements.
Page 9 of 17 No disciplinary sanctions have been imposed on the employee in the
previous 12 months.
The employee is not on a formal stage of the Managing Performance
Policy.
If the employee fails to meet the pay progression criteria as a consequence of
organisational constraints beyond their control this must be evidenced in writing.
This information will be taken into account by the line manager when making a
decision about pay progression and this will be recorded on the Pay Progression
form (Appendix 1).
2. Pay progression that falls within a prolonged period of agreed or
recognised leave
For employees whose incremental date falls within a period of long term
sickness, maternity, paternity or adoption leave, or during a secondment, the line
manager would consider the 12 month period prior to the commencement of the
current episode of leave to make a decision on pay progression.
In accordance with the Flexible Working Policy the increment of any employees
during a career break would be frozen until they return to work. If the incremental
/pay step date is imminent on their return to work they should progress to the
next pay point under the same principles set out in 2.1. However, it is
recommended that a review takes place to ensure that their statutory and
mandatory training is up-to-date and recorded as compliant.
3. Band 8C, 8D and Band 9 Employees
For existing staff the process described above will apply for employees on pay
bands 8C, 8D and Band 9 until they reach the final two pay points of the pay
band.
Progression through the last two pay points will be annually earned in the same
way. However failure to meet the accepted criteria set out in paragraph 2.1 may
result in losing an earned increment/pay step. There is no automatic retention of
increment/pay steps on the last two points of the pay band, i.e. for staff in bands
8C, 8D and 9, pay progression into the last two points in the band are annually
earned, and only retained where the appropriate local level of performance is
reached in a given year.
From 1st April 2019 for new and promoted staff in Pay Bands 8c, 8d and 9 up to
10 per cent of basic salary will become re-earnable in the penultimate and final
pay points subject to performance as described above. This will become a
requirement for all staff in bands 8C, 8D, and 9 from 1st April 2021
Page 10 of 17Employees on VSM contracts
The performance of employees on VSM contracts will be assessed in the same
way as employees on Agenda for Change NHS Terms and Conditions of Service
terms and conditions as outlined in this policy. Pay awards for VSM employees
will be subject to approval at the CCGs Remuneration Committee
4. Approving a Request for Pay Progression
Pay progression will be conditional upon individuals demonstrating that they
have achieved the requisite criteria. The line manager will review the employees
performance against the criteria for pay progression in conjunction with Section
A & B of the PDR Proforma (Appendix 3).
The line manager will need to assure themselves that the employee has not
been issued with a disciplinary warning in that rolling 12 month period at the time
of the application date and/or have an extant disciplinary warning and is not
being managed at a formal stage of the Performance Management policy. If a
disciplinary sanction is issued to an employee between the initiation of the pay
progression process and their increment/pay step date the line manager will
decline the request and use the increment/pay step arrangements to confirm that
progression is being deferred.
If the employee has not actively participated in an appraisal, has failed to meet
the agreed objectives or is not compliant with statutory and mandatory training
applicable to their role, pay progression will not be approved. However, if the
employee has failed to meet the criteria due to valid organisational constraints
beyond their control pay progression will be approved.
If the employee has met the criteria for pay progression their increment/pay step
will be approved.
When approving a request the line manager must complete the form to confirm
that they have made the employee aware of the pay progression. If pay
progression is withheld, it is imperative that the line manager notifies Payroll via
email at the beginning of the month prior to the increment/pay step date to
ensure that the timescale is met to prevent the increase for the specified date.
For example, for an increment/pay step date due on 16th December, the line
manager would notify Payroll to prevent the increment/pay step by the 1st
November.
5. Deferment of Pay Progression
At the increment /pay step date, any employee remaining non-compliant in any
of the areas identified in section 1 or who fails to engage in the process
described above will not receive their pay progression.
Pay progression will subsequently be deferred for 12 months until the next
increment/pay step date. For example, if an employee’s increment/pay step date
is 4th October 2019, pay progression will not be considered until 4th October
Page 11 of 172020. If at this stage the employees request for pay progression is approved, it
will be paid from that date, no retrospective payments would be due for the
previous 12 months.
The decision to defer pay progression must have been discussed with the
employee prior to any deferment being instigated. The line manager will
complete the form to record that increment/pay step pay progression has been
deferred for 12 months (Appendix 1)
Any individual for whom a pay progression has been deferred must be offered
the appropriate support, in plenty of time, in order that they have the fairest
opportunity to meet the performance requirements in future.
Any decision to prevent pay progression must be brought to the attention of the
Associate Director of HR & Corporate Services prior to the decision being
confirmed and the increment/ pay step being withheld
6. Right to Review
Where an employee disagrees with the decision to defer pay progression they
have a right to request a review of this decision. The review must be requested
in writing to their line manager within 7 calendar days of the notification of the
original decision. The employee must clearly set out grounds upon which they
are requesting the review.
The review will be undertaken by a Senior Manager and a Human Resources
Representative (the Review Panel). The employee has the right to be
accompanied to the review by a work colleague or trade union representative.
The employee’s line manager will also be in attendance to provide their rationale
for the decision taken.
The Review Panel will decide on the basis of the evidence provided by both the
employee and the line manager whether pay progression is approved or remains
deferred. Where a Review Panel considers that pay progression has been
inappropriately deferred the pay progression will be reinstated from the
increment/pay step date and retrospective payments made from that date.
The employee will be informed of the outcome of their review in writing within 7
calendar days of the date of the meeting. This is the final decision and there will
be no further course of redress.
Page 12 of 17Appendix 1 - APPLICATION FOR DEFERRAL OF PAY PROGRESSION
Name:
Job Title:
Band:
Incremental Date:
Reason for Deferral of Pay Progression Tick as applicable
The employee is not compliant with all mandatory and statutory training
The employee has not achieved the required level of performance for core behaviours and progress
with objectives.
The employee has a current formal disciplinary warnings.
The employee is subject to formal performance management.
Please note any mitigation:
Signed (Line Manager ): ……………………………………………………….. Date: …………………………………………………………………………………
By signing this form I confirm that the employee has been made aware of the outcome of the review, and where appropriate they have been made aware of
their right to review. If the decision is to decline the payment of the increment I confirm that I have informed Human Resources of that decision in sufficient
time for the pay increment to be withheld.
Signed: ………………………………………………………………….. Date: …………………………………………………………………………………………
Page 13 of 17Appendix 2 - PAY PROGRESSION TIMESCALES
Increment/Pay Step Date Increment/ Pay Step Decision PDR to take place
April End January December/January
May End February January/February
June End March February/March
July End April March/April
August End May April/May
September End June May/June
October End July June/July
November End August July/August
December End September August/September
January End October September/October
February End November October/November
March End December November/December
Page 14 of 17Appendix 3 – APPLICATION FOR PAY PROGRESSION
Section 9: Application for pay progression (complete Parts A & B)
Part A – Employee Declaration
I confirm that: Yes/No?
All mandatory and statutory training is up to date and recorded as compliant.
I have achieved the required level of performance for core behaviours and progress with objectives.
I have no current formal disciplinary warnings.
I am not subject to formal performance management.
Please note any mitigation:
Signed (Employee): Date:
Part B - Line Manager Declaration
Yes/No?
I confirm that:
Comments?
The employee has met the pay progression criteria and should progress to the next increment.
The employee has failed to meet the required criteria for pay progression but there are
organisational constraints beyond their control that have prevented the achievement of this
and will therefore progress to the next increment. Please detail the reasons for this.
The employee is currently on maternity/adoption leave or a secondment or on long term
sickness absence and has been assessed on their performance over the 12 months prior to
their current period of leave and will progress to the next increment. Please detail the reason
for absence.
The employee has failed to meet the criteria for pay progression and there are no valid
organisational constraints that have prevented this and therefore pay progression is declined.
Pay Bands 8c, 8d and 9 on the final two points of the pay band only:
The request for pay progression has been declined and the employee’s pay will reduce to the
previous pay point.
By signing this form I confirm that the employee has been made aware of the outcome of the review, and where
appropriate they have been made aware of their right to review. If the decision is to decline the payment of the
increment I confirm that I have informed Human Resources of that decision in sufficient time for the pay increment
to be withheld.
Signed (Line Manager): Date:
Page 15 of 17Appendix B – Equality Impact Assessment
Subject of
equality Pay Progression Policy
analysis
Tick
Policy √
Strategy
Type Business case
Commissioning service redesign
Contract / Procurement
Event / consultation
Name: Lisa Devanney
Owner
Job Title: Associate Director of HR & Corporate Services
Date November 2019
Assessment
Summary Give a brief summary of the area you are assessing:
Update and review of the CCG Pay Progression Policy in line national
legislation & Agenda for Change Pay Award and Terms and Conditions. EIA
reviewed simultaneously to assess the impact of the amendments and identify
potential action required
Tick
Staff √
General public
Stakeholders
Service users
Partners
Providers
Other
What data is available to you to support your analysis?
Has there been any consultation to inform your analysis?
Data collection Policy has been written in line with national NHS Policy which was updated to
and include financial abuse. These have been agreed following review and
consultation consultation at NHSE/NHSLA.
The policy has been consulted on locally and reviewed at the CCG Joint
Consultative Committee which is attended by Union Representatives.
Page 16 of 17Negative: What are the risks?
Protected
Positive Neutral Negative Positive: What are the
characteristic
benefits / opportunities?
Age X
Disability X
Gender X
Race X
Religion & Belief X
Sexual Orientation X
Gender
X
reassignment
Pregnancy &
X
Maternity
Marriage & Civil
X
Partnership
Social Inclusion /
Community X
Cohesion
Conclusion & The policy is applicable to all employees and adheres to NHSLA
Recommendations Standards, statutory requirements and best practice and makes all
including any reasonable provision to ensure equity of process for all employees
resulting action plan therefore the impact is considered neutral in that no individual from any
protected characteristic gains a positive or suffers a negative impact on
the basis of that characteristic.
Review date August 2022
Please return the Equality Analysis Form to the Corporate Governance Manager:
donccg.governance@nhs.net
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