1. Purpose
The purpose of this policy is to outline the procedures and principles for the fair and transparent remuneration of staff at Esharelife. This policy ensures that all payments comply with legal requirements and reflect the charity’s commitment to equity, financial prudence, and accountability.
2. Scope
This policy applies to all employees of Esharelife, including full-time, part-time, temporary, and contract staff.
3. Principles
Fairness and Equity: Staff will be compensated fairly and equitably, considering the responsibilities, skills, experience, and performance required for their roles.
Transparency: Salary structures and payment processes will be transparent to ensure trust and clarity among all stakeholders.
Compliance: All compensation practices will comply with relevant employment laws, tax regulations, and sector standards.
Sustainability: Salary decisions will reflect the financial sustainability of the charity, ensuring that compensation does not compromise the charity’s ability to achieve its mission.
4. Salary Structure
Job Evaluation: Positions will be evaluated based on factors such as responsibilities, required qualifications, and market conditions to establish a fair salary range for each role.
Salary Bands: Defined salary bands will be created for different levels within the organization. These bands will be reviewed periodically to remain competitive and fair.
Benchmarking: Regular benchmarking against similar organizations in the sector will be conducted to ensure competitive and fair compensation.
5. Recruitment and Starting Salaries
Salary Offers: Starting salaries will be determined based on the candidate’s qualifications, experience, and the established salary range for the position. Offers will be made in alignment with the approved budget.
Written Agreements: All salary offers will be confirmed in writing, specifying the terms and conditions of employment, including salary, benefits, and any other pertinent details.
6. Salary Reviews and Increases
Annual Reviews: Salaries will be reviewed annually as part of the performance appraisal process. Reviews will consider individual performance, cost of living adjustments, and the charity’s financial position.
Merit Increases: Salary increases may be awarded based on performance, contributions to the organization, and available resources.
Promotions and Adjustments: Salary adjustments for promotions or significant changes in job responsibilities will be reviewed and approved by senior management and, where appropriate, the Board of Trustees.
7. Payment Procedures
Payroll Processing: Salaries will be processed monthly (or bi-weekly, if applicable) through the charity’s payroll system. Payments will be made by direct bank transfer.
Deductions: All statutory deductions, including taxes, national insurance, and pension contributions, will be processed in accordance with legal requirements.
Payroll Records: Accurate payroll records will be maintained and safeguarded, ensuring compliance with data protection regulations.
8. Benefits and Allowances
Health and Welfare Benefits: The charity may offer additional benefits such as health insurance, life insurance, and wellness programs, subject to available resources and policies.
Pension Scheme: Employees will be enrolled in a pension scheme in accordance with legal requirements, and contributions will be made by both the employee and the charity.
Allowances: Any additional allowances, such as travel or housing allowances, will be clearly outlined in the employment contract and processed according to internal guidelines.
9. Overtime and Additional Payments
Overtime Pay: Overtime will be compensated according to the terms outlined in employment contracts and in compliance with labour laws. Pre-approval for overtime work is required.
Bonuses: Any bonus payments will be performance-based and at the discretion of senior management, subject to the charity’s financial position and policies.
10. Expense Reimbursement
Reimbursement Policy: Employees will be reimbursed for reasonable and necessary expenses incurred in the course of their duties, subject to submission of appropriate documentation and approval.
Claim Process: Expense claims must be submitted using the designated forms and within the specified timeframe, supported by original receipts or invoices.
11. Non-Discrimination
All compensation practices will be free from discrimination based on race, gender, age, disability, religion, sexual orientation, or any other protected characteristic. The charity is committed to promoting equality and diversity in the workplace.
12. Review and Approval
This policy will be reviewed annually by the Board of Trustees and updated as necessary to ensure compliance with legal requirements and best practices. All employees will be provided with a copy of the policy and will be required to acknowledge their understanding and acceptance of it.
By adopting this Paying Staff Policy, Esharelife Foundation commits to maintaining fair, transparent, and sustainable compensation practices that support the recruitment, retention, and motivation of high-quality staff, enabling the charity to fulfil its mission effectively.