Gender Pay Gap Calculations - General - HR in Schools and Academies

1 Gender Pay Gap Calculations

30 May, 2024 11:27

Hi all

Couple of quick questions about gender pay gap calculations:

Firstly, the instructions say to exclude anyone from the calculations that is on unpaid or half sick pay. Is that anyone across the whole year, or just anyone on that particular snapshot date (i.e. 31 March?)

Do you include all casual staff? (i.e. those on zero hours contracts)? Or only those that worked on snapshot day?

And finally, in the section where you report headcount and percentages split in each quartile between men and women, do you include EVERYONE on the payroll for that part, or just those classed as 'full pay relevant'?

Thank you!

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Hayfa | 0 Posts

31 May, 2024 11:29

Hi Karen, I had to look this up as it been several years since I had to calculate the gender pay gap!

Pay period

Looking at the guidance, it's the pay period that covers the snapshot date. Normally employees get paid once a week, a fortnight or a month - so it'll be the payment that covers that snapshot date.

You mentioned 31 March as your snapshot date - I assume you work for a public authority in England? Otherwise it's 5 April - note some public authorities have 5 April as their snapshot date. Another exception - Scotland and Wales public authorities follow different guidance.

See the guidance, heading "Which pay period to use":
https://www.gov.uk/government/publications/gender-pay-gap-reporting-guidance-for-employers/preparing-your-data#step-1-make-a-list-of-employees-to-include-and-their-gender

See "Work out which type of employer you are" to confirm your employer is in the list of public authorities that use 31 March as their snapshot date: https://www.gov.uk/government/publications/gender-pay-gap-reporting-guidance-for-employers/when-to-report#work-out-which-type-of-employer-you-are

Public authorities in Scotland and Wales follow different guidance: www.gov.uk/.../who-needs-to-report

Casual staff
Do include casual employees including zero hours staff. See heading "Apprentices, seasonal, temporary or casual employees, zero-hours workers" in the guidance: www.gov.uk/.../who-needs-to-report

Note there are two separate lists that you need to make: 1. List of relevant employees, 2. List of full-pay relevant employees.

So some casual employees might be in list #1 but not list #2 if they were employed in the pay period of the snapshot date, but were not paid in the pay period of the snapshot date.

See headings "Relevant employees" and "Full-pay relevant employees": www.gov.uk/.../preparing-your-data

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You might also want to look out CIPD guidance on the gender pay gap: www.cipd.org/.../
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