Pay, Reward and Recognition

NDM Managers Toolkit

Pay, Reward and Recognition

HR are available and always happy to help with any queries you may have. Please contact them at hr@ndm.ox.ac.uk. Below are some more frequently asked questions and information that may be helpful.

Rewards Management (FAQ)

Q1. How can I give somebody an increment to move within the grade?

Incremental salary progression is explained in full here
Awards for excellence is an annual exercise that normally runs in Hilary term. This is an opportunity for managers to review their teams and to put forward eligible staff for either additional scale increments or one off payments. There is no provision for making performance-related incremental payments to staff outside this annual exercise. Contact Learning & Development with queries.
For incremental progression due to staff retention, please see notes below under further information and useful resources (pay).

Q2. What do I need to do to regrade a staff member in my team?

The university policy and forms for regrading are all available here
We recommend all proposed regrades be discussed with the Business Manager (BM) Head of Function (HoF) in the first instance. Note: NDM has a policy and agreed process for considering regrades at grade 6 and above. This can be viewed here.
The member of staff that is being considered for the regrade should complete the grading review form in discussion with their line manager.
Cases involving a move from the standard scale to off scale (Senior Research posts RSIV or Senior Administrative posts ALT6) always go via the HoHR as the process is in line with the University’s Senior Appointments Panel (SAP)
A revised job description (JD) will need to be submitted as part of the regrading paperwork. Generic job descriptions are available here. If the role does not fit the generic job description, please speak to HR.
Completed regrade documentation, as per the policy linked above, should be submitted to the HR Operations team (grade 6 and above will be submitted to HR via the NDM committee) HR will liaise with the university Reward team to seek final approval. Once the regrade application has been assessed, HR Operations will confirm the outcome.
If approved HR Operations will make the necessary payroll changes and issue a new Chancellor, Masters, and Scholars (CMS) contract.
The date of effect of the regrading will be the 1st of the month in which the fully completed and correct regrading paperwork is received by HR. It will not be possible to backdate, for example, due to perceived or actual delays on the part of the employee, manager or Business Manager/HoF in completing and submitting the correct documentation to HR.

***Further* *pay and reward information & useful resources***

A summary of what other opportunities and resources are available.

Reward

Regrading - see FAQ section above for NDM process and guidance.
Incremental progression - see FAQ section above for policy guidance
Recognition scheme – Managers can make nominations for £200 payments throughout the year to recognise outstanding contributions of individuals/Teams. The nominations are considered on a monthly basis. Full details on the NDM procedure, eligibility and the online nomination form are available here
University-wide Thank You Board - The University has introduced a Thank You Board hosted on the Staff Gateway. The platform aims to enable, encourage and support recognition across the University and from all staff groups.
Awards for Excellence scheme – An annual university wide exercise that normally runs in Hilary term. This is an opportunity for managers to review their teams and to put forward eligible staff for either additional scale increments or one off payments to recognise outstanding contributions. Full details and NDM procedure available here
Applying for Associate Professor and University Research Lecturer titles (URL currently on hold) An annual exercise details here . When the call is announced by the Division then the NDM internal review process is circulated to BMs. We set our own internal deadline to review/approve applications prior to submission to the central university. Contact NDM Learning & Development team for further details.
Recognition of Distinction - An annual exercise to confer the title of full Professor. It is recommended that those considering applying should take advice on their potential case from our Head of Department. Full details can be found here
Professorial Merit Pay – Annual exercise run at Divisional level. Details on process and eligibility are available here

Pay

University pay structures for grade 1-10, clinical grades, Academic and Senior staff are available here
Salary scales for all categories of staff are published here
Incremental salary progression is explained in full here
Incremental progression on the grounds of retention - In exceptional circumstances and where a clear case can be made as business critical then retention increments can be considered. This needs to be discussed with the Business Manager. Policy details can be found here
Market Pay Premium - In exceptional circumstances and where a case can be made that there is a significant risk to business critical activities then a market pay premium could be agreed, further policy details here. This needs to be discussed with the Business Manager
Cost of living increases on the main university salary scales are negotiated nationally by UCEA on an annual basis and are effective from 1 August each year. Further details here
Pay dates - The dates on which salaries will appear as cleared funds in University employees' bank accounts. Future dates listed here
Employee self-service – employees can use their SSO log on to access payslips, P60s and view personal and contract information and the internal jobs board. Access here
Manager’s self-service - If you are designated as a Self-Service Manager you can see information about your direct reports. Access here
Requesting payroll changes - Contract and payroll changes (e.g. changing cost codes, requesting contract extensions etc.) are communicated to the HR Operations team via the Business Manager (BM) monthly, in line with the payroll deadline cycle. Please discuss any changes you wish to make with your BM as soon as possible. If you have any queries regarding contractual information, please contact your BM.

Allowances

Allowances - Including acting up – please discuss any potential cases with the Business Manager in the first instance. Details on available allowances available here.

Staff Benefits - Pay, Discounts and Support

Staff Top-Up Fund - The University ‘Staff Top-Up Fund’ provides support to university staff, retired university staff members and the dependents of retired university staff members after their death who may require assistance with unexpected debt, whether caused by a temporary shortfall or increased expenditure. The Fund offers a safety net, providing relief to members of staff facing unexpected pressures. Details are available here.
Visa Loan Scheme – The University offers a loan scheme for costs associated with visa applications. Information about the scheme, what it covers and how to apply can be found here.
Travelling by bus or rail - Discounted bus and train pass schemes, interest-free season ticket loans and other special offers are available to all our staff. Details can be found here
Cycle to Work Scheme – Scheme that allows you to purchase a bike out of your pre-tax income. Details can be found here
Bike Loan Scheme - The University offers staff an interest-free loan to buy a bicycle and all the safety equipment you need, with up to a 12% discount from local retailers. Details found here.
Online and local discounts – There are a number of discounts available for Oxford University staff. Details can be found here