Instructions. Important:

Transcription

1 Instructions The following are detailed instructions on completing the Remuneration Survey Data Sheet. If you have any queries or need further assistance, please contact us at Important: All base salaries should be FTE figures (Full-time equivalent), and all other figures submitted should be for the previous 12 months from the date of the survey. The whole spreadsheet is password protected as grey columns contain formulae and cannot be edited. If you require the spreadsheet to be unlocked please contact us. Note that some columns are hidden with job evaluation information and various validation columns assigned to your organisation. If you need to filter or sort the data, please select the entire dataset. Also when you remove an incumbent or add a new incumbent, please remove the entire row or add an entire row to the spreadsheet. Your employee Id is a critical piece of information to us, if you need to make changes to your employee id s please inform us about the changes that you have made in the last column alongside the incumbent. Please note that the Strategic Pay database allows participants to submit jobs that are not job evaluated. However we require you to assign benchmark job codes to your jobs. For your convenience an entire list of Job Codes can be downloaded on the front of the spreadsheet or you can download the Job Code List from within the online survey. For our records you can provide us with an org chart to enable us to benchmark where you were not able to. All benefit items should be provided exclusive of FBT. New participating organisation: You will receive a blank data collection excel spreadsheet as you have not previously participated in this survey. Please provide all positions and details where possible. You will only need to do this from scratch the very first time. Your current data will then be stored in our database, and for future surveys the data collection spreadsheet will be pre-populated and you will only need to update the detail and make amendments where applicable. Please submit data for as many individual employees as possible. Strategic Pay will cull large samples of the same job type. By collecting data in this way, Strategic Pay is able to ensure representative data and credible sample sizes across a wide range of benchmark job categories. Existing participating organisation: The data we hold currently on your employees is listed in the spreadsheet with the salary and benefit details submitted for our last survey. Please make any necessary changes where appropriate. If there is no change to an item, simply leave it untouched. If a position does not have a job holder, please put VACANT under the Employee ID column. If a position is no longer relevant to the organisation, please put DELETE or REMOVE under the Position Column. If you use a Strategic Pay job evaluation system and there is a change to the position which would require the job being re-evaluated, please contact a Strategic Pay consultant to carry out this evaluation; alternatively if there is a Strategic Pay licensed evaluator within your organisation, then the complete re-evaluation profile must be forwarded to us. The database software does not allow the total points size alone to be altered. This is an integrity protection measure to ensure that all re-evaluations are quality checked within Strategic Pay. If you would like to add positions to your sample, please simply add them to the bottom of the list. Please submit data for as many individual employees as possible. Strategic Pay handles the sampling and reduction of large samples automatically through standard statistical analysis techniques. By collecting data in this way, Strategic Pay is able to ensure representative data and credible sample sizes across a wide range of benchmark job categories. 2013, Strategic Pay Limited spectrem Survey Instructions page 1 of 6

2 Please note that the Strategic Pay database allows participants to submit jobs that may not be job evaluated. By assigning a benchmark job code, (you can download the Job Code List from within the online survey), any number of additional jobs may be added to your submission. The reporting of benchmark jobs across the general market is a new feature of Strategic Pay survey reports. RemWise Users: If your organisation is already using the Strategic Pay RemWise salary management system, the Export Survey Return feature within RemWise TM still applies. New RemWise Versions : To complete your survey return, first update your employee data under Enter Employee Details, then go to the Import/Export menu tab and click on the Export Surveys button. Once clicked, ensure the Export Type drop down box is Strategic Pay Survey Data Submission. Tick the box to Select All Record(s) to Export and ensure Export to: New Workbook is selected. Then click the Export button at the top. Please save the new file under an appropriate name and then upload the file on the Download/Upload page on the online survey instead of the downloaded spreadsheet from here. Alternatively, you may the entire RemWise file to surveys@strategicpay.co.nz. 2013, Strategic Pay Limited spectrem Survey Instructions page 2 of 6

3 Columns in the Remuneration Data Spreadsheet Column Heading Position (Mandatory) Employee ID (Mandatory) Job Code 1 (Mandatory) Job Code 2 (Optional) Degree of Match (Optional) Job ID (Optional) Management (Optional) Department (Optional) Band (Optional) Region (Mandatory) Incumbent Name (Optional) Gender (Optional) Performance Rating (Optional) Base Salary The identifier for each position, usually the actual title of the position. If a position is currently vacant, please put VACANT under the Employee ID column. If a position is no longer relevant to the organisation, please put DELETE or REMOVE in this column. The employee number/identifier/pin. This must be unique across your organisation. If you don't have a formal employee numbering convention please use an alternative code (e.g. Initials). If the position is vacant please put VACANT in this column. If you need to change it to another format, please inform us of the change. The Strategic Pay Job Code assigned to the position. Please refer to the list of Strategic Pay Job Codes to assign a code to each position. They can be downloaded from the Online Survey using the view job code list button on the Remuneration Data download/upload page. As above if a second job code is applicable to the same position. Please indicate the degree of match for this position to the Job Code 1 which has been assigned. Guide: Position is larger than the description (+), Position is a good match (=), Position is smaller than the description (-). The job identifier (your organisation s job numbering system, if any). The management level of the position holder within the organisation, where the CEO is 1; direct reports to CEO are 2 and so on. The department or section title to which the position belongs, e.g. Marketing. The internal grade or salary band of each position. The physical location of the incumbent. Please select from the drop down list in the spreadsheet. The regions available are: > AKL = Auckland > AKLREG = Greater Auckland Region > BOPREG = Bay of Plenty Region > CANREG = Canterbury Region > CHC = Christchurch > DUN = Dunedin > HAM = Hamilton > HWKREG = Hawke s Bay Region > MANREG = Manawatu/Wanganui Region > MARLREG = Marlborough Region > NAP = Napier/Hastings > NELREG = Nelson Region > NPL = New Plymouth > NTHREG = Northland Region > OTGREG = Otago Region > PNTH = Palmerston North > ROT = Rotorua > STHREG = Southland Region > TARREG = Taranaki Region > TAUR = Tauranga > WHG = Whangarei > WKTREG = Waikato Region > WSTREG = West Coast Region > WTN = Wellington > WTNREG = Greater Wellington Region The jobholder s name or initials. This information is not essential, but assists with same incumbent matching in subsequent years and helps you identify each position. M = Male, F = Female This data is being collected to assist Strategic Pay in researching gender differences in pay. It will not form part of the survey itself. Your internal performance rating for this individual for the last performance review period. Enter the annual base salary (pro-rata to FTE for part-time staff) including any 2013, Strategic Pay Limited spectrem Survey Instructions page 3 of 6

4 Column Heading Hourly Rate Bonus / Incentive: Actual Bonus / Incentive: Target Bonus / Incentive: Potential Maximum Commission Commission Target Overtime Y/N Overtime Other Cash Payment Service Payment Callout / Shift Allowance Home Telephone Allowance Medical Insurance Superannuation Income Protection Insurance Life Insurance Extra Leave Car Parking Car Allowance guaranteed payments (e.g. guaranteed bonus or inconvenience payments, etc.) Exclude payments for variable allowances (e.g. incentive payments, performance linked bonuses, etc). Use this column to enter an hourly rate instead of Base Salary. Suitable for those paid on wages where the hourly rate is known or where annual base salary is not easily obtainable. Show actual payments made during the past 12 months, or in the case of a new incumbent the annual rate based on existing performance levels. For a position where a retainer is paid, please ensure that this component is included under base salary. Show the target bonus available to the incumbent where this amount is specified in advance. Show the maximum potential payment available to the incumbent where this amount is specified in advance. Show the commission paid to the incumbent for services rendered during the past 12 months. For a position where a retainer is paid, please ensure that the retainer component is included under Base Salary but not included under Commission. Show the target commission payment available to the incumbent for services rendered during the past 12 months. Please enter Y if overtime is paid. The actual dollar amount paid for overtime during the past 12 months. Enter the amount of any other cash payments paid to the employee in the past 12 months. Annual allowance paid to recognise years of service with the organisation. The amount is generally paid as a lump sum. The amount paid to the employee in the past 12 months for any callout / shift allowances which are not considered part of base salary. Show the amount paid for reimbursement of telephone rental and calls, including mobile, personal and toll calls. The current annual premium paid or reimbursed by the organisation on behalf of the job holder and family, or the value of medical benefits provided from organisation resources for all dental, medical and other services. PLEASE DO NOT INCLUDE FBT. The current value of the employer's contribution to any company superannuation scheme or equivalent, on behalf of the employee based on current Base Salary. Including any tax paid. Do not include KiwiSaver here. The current annual premium paid or reimbursed by the organisation on behalf of the employee. The current annual life insurance premiums paid or reimbursed by the organisation on behalf of the employee. PLEASE DO NOT INCLUDE FBT. Enter the monetary value of any additional leave that has been purchased by the employee over and above the leave specified in any employment contract. Enter the value of the car park where this is considered a part of the employee's package, or where there is a direct cost of providing this benefit, regardless of whether this is valued as part of the total package. Where the car benefit is altered from the standard values arrived at through the car benefit pricing information, or where an allowance is paid in lieu of a company car, enter the amount in this column. Where a fixed regular allowance is paid and business usage is also reimbursed according to a standard scale, only record the annual fixed allowance. Include both taxable and non-taxable car allowances. 2013, Strategic Pay Limited spectrem Survey Instructions page 4 of 6

5 Column Heading Purchase Price Size of Vehicle Vehicle Use Car Value $ (calculated automatically) Client Car Value $ Subs / Clubs Other Benefits KiwiSaver Member Employer % Contribution Total KiwiSaver Contribution The vehicle purchase price inclusive of GST. Please pick from the drop down list or enter the corresponding category number in the spreadsheet. > 1 = $15,000 - $20,000 > 2 = $20,001 - $25,000 > 3 = $25,001 - $30,000 > 4 = $30,001 - $40,000 > 5 = $40,001 - $50,000 > 6 = $50,001 - $65,000 > 7 = $65,001 - $80,000 > 8 = $80,001 - $120,000 > 9 = $120,001 and above The engine size of the car. Please pick from the drop down list or enter the corresponding category number in the spreadsheet. > 1 = up to 1500cc > 2 = 1501cc 2000cc > 3 = 2001cc 3500cc > 4 = over 3500cc Please use the code that best describes type of use involved. > 1 = Full private use > 2 = Limited private use > 3 = Commuting use only This is automatically calculated and used in survey analysis for consistency of analysis. The car values cover the following: > Allowances for fixed cost, such as depreciation, insurance, GST, FBT and for variable costs such as petrol, oil, maintenance and tyres. The car values used in the survey analysis are based on the current replacement value (recommended retail price) exclusive of GST. If your organisation uses a set vehicle value for remuneration purposes, please enter that value here. This may serve as an alternative to the previous questions on vehicles. The actual fees and subscriptions paid or reimbursed by the organisation for entry to, and membership of, any business clubs, sporting clubs and professional or other associations as part of the employee's total remuneration package. Show the current annual rate or actual cost of benefit provided over the past twelve months for any other benefits not already covered, e.g. > Clothing / meal allowance > Holiday / Travel the cost of providing personal travel and holiday facilities for the employee and family in addition to normally accepted business travel, and excluding holiday incentive schemes relation to performance and staff welfare facilities. > Housing Subsidy / Benefit the current allowance or subsidy paid for housing the employee and family where an organisation-owned house is occupied by the employee. The difference between the current market rental and the amount charged to the employee should be shown. Any household expense paid or reimbursed by the employer should also be included. > Low interest loans this covers housing finance, personal loans and other forms of lending to the employee at concessionary interest rates. There is an exemption for certain loans to employees to enable them to purchase shares in the employer company. The benefit value is the difference between national market rate of interest and the actual rate of interest charged to the employee, applied to the outstanding principal. > Value of second car provided. PLEASE DO NOT INCLUDE FBT. Please put "Y" if the incumbent has a KiwiSaver scheme. Please enter the percentage (%) the organisation contributes towards KiwiSaver on behalf of the employee, based on current Base Salary. e.g. if the employer contribution is 4%, enter 4 in the cell. Please indicate the actual dollar amount the organisation has contributed to the employee's Kiwisaver account in the last 12 months. 2013, Strategic Pay Limited spectrem Survey Instructions page 5 of 6

6 Column Heading Long Term Incentive Actual Hours Worked Standard Full Time Hours Annual Leave (Days) SP10 Evaluation (Hidden columns) SP5 Evaluation (Hidden columns) Strategic Pay Grade Band-it Level (Hidden column) Other Job Size Enter the dollar amount paid to reward employee for achieving pre-determined performance objectives over more than one year, usually 2 to 5 years. Please enter the normal contract week generally either 37.5 or 40 hours, but may be 34 or 36 for some organisations. Please enter the full-time equivalent working hours per week for the position. Generally either 37.5 or 40 hours, but may be 34 or 36 for some organisations. The total number of days leave in a year as specified in the incumbent s employment agreement. Please enter the full SP10 evaluations in the corresponding factor columns, if applicable. Sub-total and Total points will be calculated automatically in the spreadsheet. (You can unhide these columns in the spreadsheet) Please enter the full SP5 evaluations in the corresponding factor column, if applicable. The Total points will be calculated automatically in the spreadsheet. (You can unhide these columns in the spreadsheet) If neither of the SP10 nor SP5 Job Evaluation methodology is used, but a SP grade job size has been assigned to the position, please put the SP Grade size in this column. The assigned Band-IT Level for the position, if this methodology is used. If your organisation uses a different job sizing methodology, please enter the job size here. This helps in establishing internal relativity as measured by another formal job sizing methodology. Remuneration Definitions Types of Remuneration Base Salary Fixed Remuneration Total Remuneration Fixed Remuneration (ExKS) Total Remuneration (ExKS) Fixed Remuneration (ExKS, ExFBT) Total Remuneration (ExKS, ExFBT) Definition The base pay paid weekly, fortnightly or monthly without the inclusion of any additional payments or benefits (such as allowances, superannuation, bonus etc). Base Salary plus fixed or proportioned benefits such as vehicles, allowances, additional leave, service payments, superannuation contributions and the employer s contribution to KiwiSaver. Any benefits which are subject to FBT or other tax paid by the organisation are included. The sum of all remuneration items Base, Cash and Benefits. This definition excludes any overtime payments. It includes all benefits which are subject to FBT or other tax measures. Participating organisations are required to add FBT to such benefits in the data collection process. This figure also includes the amount of any variable pay such as bonuses, incentives or performance-based payments. The above definition of Fixed Remuneration, but excluding the KiwiSaver employer contribution component. The above definition of Total Remuneration, but excluding the KiwiSaver employer contribution component. The above definition of Fixed Remuneration, but excluding the KiwiSaver employer contribution and FBT components The above definition of Total Remuneration, but excluding the KiwiSaver employer contribution and FBT components 2013, Strategic Pay Limited spectrem Survey Instructions page 6 of 6