Record staff pay and contract terms

Written for: Headteachers and SENCos.

Record each colleague’s salary, and correct their FTE or hours where your MIS is missing or wrong. Student Radar then works out an annual and an hourly salary cost for each person, for staff costing. Your MIS usually holds the hours but not the salary. What you record here doesn’t change your MIS.

Pay is sensitive. By default, only headteachers and SENCos can see this section.

Find Pay and contracts

1. In the sidebar, open Administration and choose Staff.
2. Scroll down below the staff list to Pay and contracts.

If you can’t see Pay and contracts, your account doesn’t have pay access.

At the top, a summary shows how many staff have a salary recorded, a known FTE and a cost worked out. Use Search by name or role to find someone.

The table shows each person’s Band, FTE, Hours / week, Full-time salary, Weeks / year, Annual salary cost and Hourly salary cost. Next to the FTE and hours, a label shows where the value came from:

• MIS: taken from your MIS.
• Manual: entered in Student Radar.
• Missing: not known yet.

Record someone’s pay and contract

1. Click Edit in the person’s row.
2. Fill in what you know:
   • Full-time annual salary (£): the salary before it’s adjusted for part-time hours, for example their pay-scale point.
   • FTE: how much of a full-time post they work, from more than 0 up to 1. Leave it blank to use the MIS value shown under the box.
   • Contracted hours per week: leave it blank to use the MIS value.
   • Weeks worked per year: for example 39 for term-time only, or 52.14 for all year.
3. If you like, choose a Pay band for provision costing: TA, HLTA or Teacher. Choose Not in a band for staff who should never count towards those rates.
4. Add a Note (optional), such as why the MIS value is wrong.
5. Check the Costing preview, then click Save pay and contract.

Example: with a full-time salary of £30,000, an FTE of 0.8, 26 hours a week and 39 weeks a year, the annual salary cost is £24,000 and the hourly salary cost is about £23.67.

How the costs are worked out

• Annual salary cost is the full-time salary multiplied by the FTE.
• Hourly salary cost is the annual salary cost divided by the hours worked in a year (hours per week multiplied by weeks per year).
• The costs leave out employer National Insurance, pension and other on-costs.
• A cost stays blank until every value it needs is known.

A figure you enter takes precedence over the MIS. To go back to the MIS value, clear the box and save.

Notes

• Pay bands say whether someone counts as a TA, HLTA or teacher for school provision rates. If you don’t choose one, Student Radar suggests a band from MIS information, such as job title.
• You may be able to see the table without the Edit button. Changing pay needs separate permission.
• This section isn’t shown in the demo schools.

If something doesn’t work

What you see	What to do
“Enter a salary from £1 to £500,000.”	Enter the full-time salary as a number, for example 30000.
“Enter an FTE above 0 and no more than 1.”	Enter the FTE as a decimal, for example 0.6.
“Enter hours above 0 and no more than 60.”	Correct the hours per week.
“Enter weeks above 0 and no more than 52.14.”	Correct the weeks worked per year.
“Someone else changed these terms while you were editing. Reload the latest values, then save again.”	Click Reload latest (keep draft), check the values, then save again.
“Too many requests in a short time. Wait a minute and try again.”	Wait a minute, then try again.
“Staff pay and contract terms could not be loaded or saved. Try again.”	Click Retry, or try saving again. If it keeps happening, contact support.