Only Finance Admins have permission to create and edit Pay Grades.
Only Admins and Managers have permission to assign Pay Grades to Staff.
If you have trouble assigning Pay Grades to your users, please speak to the Clipboard Finance Admin at your school.
Ensure that your Staff are being paid the right amount for their skill level and save time by easily creating and updating Pay Grades in bulk!
A Pay Grade is a unit or level on a pay scale. Each staff user must be allocated a Pay Grade for each Activity that they work. Eg: Level 4.2 Basketball, Level 5.6 Debating.
To create Pay Grades in bulk:
Go to Settings.
Select Timesheets and go to Pay Grades.
Click Manage Pay Grades (top right) and select Create/Update via Spreadsheet.
Follow the instructions in the pop-up window: download the template, fill out the spreadsheet with your Pay Grades, upload it, and then select the date that the Pay Grades should become effective.
See the FAQ section below for more information on the 'Effective from' date.
To create a single Pay Grade:
Go to Settings.
Select Timesheets and go to Pay Grades.
Click Manage Pay Grades (top right) and select Single Create. Then fill out the details and Save.
To edit an existing Pay Grade, simply click on the Edit/Pencil icon of the Pay Grade you want to edit, make the necessary changes and Save!
To assign Pay Grades to users:
Go to Settings.
Select Timesheets and go to Staff.
Search for a specific staff member or use the filters.
Select the user's Pay Grade. Tick Paid on Timesheets by the individual Activity, so that Timesheets begin auto-creating. Your work will auto-save. If there are specific Activities for which they will not be paid on Timesheets, also de-select these here.
There are default Pay Grades linked to the Activity settings. This only works if the Staff user has the Activity assigned to them.
You can also assign a Pay Grade to a user from their Staff page:
Go to the Staff List.
Click on a Staff user’s name and scroll down to the Timesheets Details section.
Tick Paid on Timesheets default so that Timesheets begin auto-creating for the Activities the Staff user has been assigned to. If there are specific Activities for which they will not be paid on Timesheets (for example, if an Activity is a voluntary Activity or if the funding for this Activity is not recorded within Clipboard), select these here.
Select the Pay Grade for the user.
To update all Pay Grades:
Go to Settings.
Select Timesheets and go to Pay Grades.
Click Manage Pay Grades (top right) and select Create/Update via Spreadsheet.
Follow the instructions in the pop-up window. The template downloaded in the first step will have your existing Pay Grades, which you can update before uploading it.
See the FAQ section below for more information on the 'Effective from' date.
Default Pay Grades
A user does not need to be assigned to the Activity in order to receive the Default Pay Grade when they log hours for that Activity. This means (provided there is a Default Pay Grade for the Activity) that there won't be any hours entries that don't have a Pay Grade! Clipboard will automatically fall back to the default to ensure people aren't missed when processing payroll.
FAQ
If a Staff User is allocated to a Session in an Activity they are not assigned to or don't have a Pay Grade for, will they be paid for their Timesheet entry and show in the Timesheets Export?
Yes, they will be paid for their Timesheet entry and it will appear in the Timesheets Export. However, there are a few things to consider. If the staff member does not have a specific Pay Grade assigned to the Activity they're allocated to, they will be given the Default Pay Grade in the Timesheets Export. It's important to note that if the staff member should be paid more than the Default Pay Grade, you will need to update their Timesheet details in their profile accordingly.
How does the 'Effective From Date' work?
When you elect to create a new Pay Grade or update an older one, you can apply an Effective From Date (e.g. 17/07/2020). From this date forward, your new Pay Grade will apply.
It is important to note that an updated Pay Grade will not impact older timesheets; it will only impact the new ones that it applies to.