Getting started

From April 2017, any organisation that has 250 or more relevant employees must publish and report specific figures about their gender pay gap. To support you, Eversheds Sutherland GPG solution helps you comply with Gender Pay Gap Reporting in the UK, understand the issues driving Gender Pay Gaps, calculate your organisation's statutory figures, analyse results and produce reports. Specifically you can:

Upload data sets using a .csv data import template and calculate your statutory figures and produce a compliant report for publishing on your corporate website. Reports generated using the relevant statutory snapshot date will be stored under Statutory Reports. You are welcome to use the application to upload data and run calculations on data captured outside this date, for instance should you wish to monitor the effectiveness of equality measures on a monthly or quarterly basis. These reports will be stored on My Dashboard, along with any reports using the relevant statutory snapshot date. My Dashboard will always show the latest report first.

You can choose to report an unlimited number of additional legal entities and combine the data sets of different legal entities into an aggregate report. You have a Company Dashboard where aggregate reports are stored.

To configure your account to accept, compare and analyse additional employee information. This is not strictly required for compliance with the UK's Gender Pay Gap Reporting legislation, though it may make it easier to identify contributing factors and work towards greater pay parity in the workplace. If you would like to add additional data fields for comparison and analysis, such as job seniority, FTE, age and tenure; please update My Preferences first before downloading the .csv data import template.

We recommend you read this Getting Started page which provides all the information you need for using Eversheds Sutherland GPG, including the data you need to prepare for upload.

Your left hand navigation menu provides you access to all the areas you will need to manage your account and run reports and analysis.

My Dashboard: Is where any data sets and reports created will be stored. If you have more than one legal entity set up you will need to select the relevant legal entity from the Account settings page to access the correct Dashboard.

Statutory Reports: Only reports created with the relevant statutory snapshot date will be stored here. The system tracks if you have loaded a report by the reporting submission deadline and will send notifications to you if not.

My Preferences: Before creating reports you need to set your user preferences. You can customise reports and analytics with your organisation's branding, and select your preferred template options. The minimum requirement for branding is that you load a company logo and an official signatory. If these are not loaded you will not be able to publish or export reports within the system. You will need to define user preferences for each legal entity you set up. If you would like to add additional data fields for comparison and analysis these can be selected here for each legal entity.

Please update My Preferences first before downloading the .csv data import template.

If you have selected Job Level as an additional field you have the option to map these to one of the six globally used terms to enhance your advanced analysis. Job levels must be mapped after you have uploaded your .csv file. If they are not mapped the "Gender Pay Gap by Job Level" analysis will not appear in the advanced reports.

Account Settings: Under Account Settings you can view your account details provided on registration. If you wish to report on additional legal entities you will need to add these here. When creating reports you need to select the active legal entity here as well. You can also edit your companies industry sector code (SIC Code) which is for comparing to National Data. You can also add additional users here. All users have the same access rights across all reports.

Help and Support Is where you can find frequently asked questions and submit a help request.

User Notifications: The system will generate notifications in a number of occasions, for example:

  • when a subscription payment is imminent;
  • when your account is about to be closed, either due to you explicitly cancelling your account or due to a failed payment;
  • when the published report for a legislative year has changed;
  • when a report is still required for a legislative year.

You can control your notification settings here as well.

Creating reports

To create reports from the Dashboard follow the following steps:

  1. Click the + button and select Create New Report.
  2. Download the data template to populate with your GPG data. If you would like to add additional data fields for comparison and analysis; please update My Preferences first. Then click the Continue button.
  3. Select the file you wish to upload. Eversheds Sutherland GPG will perform a number of data validation checks. If any error occurs these will be displayed on screen. Select the Clear button and correct the .csv file and then upload again.
  4. When you have successfully uploaded your .csv file you need to complete the Report Details panel. You must give the report a name and description. Each report also requires a start, end and snapshot date. The snapshot date is used to track whether you have published a report for the relevant statutory snapshot date. You must also indicate the payroll frequency of the data uploaded. If your payroll consists of multiple frequency types, please convert them to a single type. See Preparing Data For Import for more information. Enter the number of weekly working hours, this is used to identify non FTE employees only and not used for the hourly pay calculation.
  5. Once you have entered Submit your Basic Report will be generated and your six statutory metrics displayed.
  6. You can edit the system generated text under each metric by clicking on the pencil icon.
  7. You can then prepare your report for export by expanding the export panel. You can choose to edit opening and closing statements here and confirm branding. (Note the minimum requirement for branding is that you load a company logo and an official signatory. If these are not loaded you will not be able to publish or export reports within the system.) You then need to publish the report. You are only publishing this report within the system and not externally. Once published a report can be exported as a pdf. You also have the option to download the report data as a .csv file.

Preparing data for import

To populate the .csv data import template you will need to retrieve specific data about your employees and their pay before uploading to the application. The following paragraphs will talk you through what information is required in order to get started, along with suggestions for further reading should you require it.

All information detailed here is in accordance with the Government’s Official Guidelines.

1. The snapshot date

For statutory reports, your figures must be calculated yearly using a specific reference date each year. For private and voluntary sector organisations, the official snapshot date is 5th April. You are legally obliged to publish your gender pay gap figures within a year of this date, and ensure the figures are publicly accessible for at least three years.

You are welcome to use the application to run calculations on data captured outside this date, for instance should you wish to monitor the effectiveness of equality measures on a quarterly basis or compare different employee groups; though these reports could not be used as your organisation’s official report for the year as they do not satisfy the legislation’s legal requirements. When creating any report in Eversheds Sutherland GPG you will be asked to enter the Start Date and End Date of relevant pay period that you are reporting on and a snapshot date, although this is really only relevant for the Statutory Report that you will run each year. You also can enter a description for each data set that will help you easily identify what period or group of employees you are reporting on.

2. Relevant Employees, Full-Pay Relevant Employees And Their Gender

In order to create your reports, you need to record:

  1. All employees employed by your organisation on the snapshot date.

    These are referred to as ‘relevant employees’, and each one needs to be added to a new row of the csv along with a unique ID number that you assign to them.

  2. Whether each relevant employee was paid their usual full pay during the data period. These are referred to as ‘full-pay relevant employees’.These are referred to as ‘full-pay relevant employees’.

    If an employee is paid less than their usual basic pay or piecework rate during the relevant pay period for reasons other than leave (for example because they have been on strike), they still count as a full-pay relevant employee.

    If employees are being paid less than their usual basic pay or piecework rate, or nil, during the relevant pay period as a result of being on leave, then they are not a ‘full pay relevant employee’. It does not matter whether the leave is taken during the relevant pay period – what matters is whether the pay is reduced during that relevant pay period due to the leave.

    Employees who receive no pay at all during the relevant pay period, whether or not this is as a result of being on leave, should be excluded from the gender pay gap calculations.

    For all ‘full pay relevant employee’ enter True under the corresponding column in the csv file for each employee that satisfies this criteria and False for those that do not.

  3. Whether each relevant employee identifies as male or female.

    Enter either M or F for those that identify as male and female respectively, or NA if the employee does not identify as either of these genders.

Source and for more information: gov.uk

3. Ordinary Pay

You will need to record the amount of ordinary pay received by each employee, which includes basic pay, allowances, pay for piecework, pay for leave and shift premium pay.

Ordinary pay should not include overtime, redundancy pay, pay related to termination of employment, repayments of authorised expenses, benefits in kind or any interest-free loans.

Ordinary pay must be recorded as a gross figure, before tax or any deductions for employee pension contributions; but after any deductions for salary sacrifice.

Ordinary pay can be recorded as either an hourly, daily, weekly, monthly, or yearly amount; though the same frequency must be used for all employees in the report. You will be asked to confirm the pay frequency for the data set when creating a report.

The Eversheds Sutherland GPG solution will automatically convert your figures to the output needed for the legislation, so it is recommended that you simply add the frequency as it is recorded in your payroll. If your payroll consists of multiple frequency types, please convert them to a single type using the specific methodology that the Gender Pay Gap requires:

  • If the pay period is a year, divide the amount by 52.18 to convert it to a weekly frequency

  • If the pay period is a month, divide the amount by 4.35 to convert it to a weekly frequency.

  • If the pay period is a week, divide the amount by 7 to convert it to a daily frequency, or by the employee’s number of weekly working hours to convert it to an hourly frequency.

Source and for more information: gov.uk

4. Bonus Pay

You need to record both:

  • the amount of bonus pay received by each full-pay relevant employee in your organisation’s pay period which includes the snapshot date. This amount will be combined with the ordinary pay values above to calculate hourly pay. Bonus pay for full pay relevant employees can be recorded as either an hourly, monthly, quarterly, or yearly amount; though the same frequency must be used for all employees in the report. When bonuses paid in the pay period which includes the snapshot date are related to a period longer than the pay period, you should use a pro-rata bonus figure for the pay period. For example, if your pay period is a month but a 3-monthly bonus was paid in the pay period that covers the snapshot date, work out what proportion of the bonus is relevant to the pay period. In this example, divide it by 3.
  • and bonuses paid to each relevant employee (including full-pay relevant employees) in the 12 months ending on the snapshot date which is used to calculate the bonus pay gap and proportions receiving bonus.

In both cases bonus pay must include any profit-sharing, productivity, performance, incentive and commission bonuses. Do not include overtime pay, redundancy or any other pay related to termination of employment.

Bonus pay must be recorded as a gross figure, before tax or any deductions.

Source and for more information: gov.uk

5. Working Hours

You will also need to record the contractual number of weekly working hours for each employee. These are used to calculate employees ‘hourly pay’. Don’t include paid or unpaid overtime in weekly working hours figures.

Where an employee does not work the same number of hours each week, calculate an average over an appropriate 12-week period that must end with the last complete week of the relevant pay period and take the total number of hours worked and dividing by 12.

Source and for more information: gov.uk

View Advanced Analysis

The Advanced Analysis reports use additional data fields to identify contributing factors to your GPG. These can be exported. Each chart has a detailed explanation under the information button and can be exported by selecting the print button.

The final chart is a dynamic chart that allows you to select to view each statutory metric, plot this data by any of the additional data fields you have uploaded, limit or filter the query, show Full-time versus Part-time employees and change the chart format. You can also export the charts as a .pdf.

Report Comparisons

Using the report comparison functionality you can compare up to three data sets that you have uploaded by legal entity. Select the Compare option on the Dashboard. Then select the data sets you wish to compare. An onscreen comparison will be displayed. This can also be exported.

Using Premium Service

At the Premium subscription levels you can report across legal entities and combine the data sets of different legal entities and produce a combined report for statutory purposes. You have a Company Dashboard where aggregate reports are created and stored.

From the main Dashboard screen select Company View from the top right hand corner. You will be able to see all the reports for each legal entity set up which you can select to combine.

Select create aggregate report and enter a Report Name and Report Description. Choose a selection of two or more data sets below to combine into a single report.

You then have the option to include the aggregate metrics across legal entities or just display the figures for each legal entity by selecting the Include Aggregate Data button.

As with the Basic reporting service you can also export this for publishing on your corporate website. You can also apply branding, the branding of the current user's "active" legal entity will be applied.

6. Additional Data Fields

If you would like to add additional data fields for comparison and analysis, please see My Preferences for further information. If you have multiple legal entities you will need to set preferences for each legal entity. Please update My Preferences first before downloading the .csv data import template.

If you have selected Job Level as an additional field you have the option to map these to one of the six globally used terms to enhance your advanced analysis. Job levels must be mapped after you have uploaded your c.csv file. If they are not mapped the "Gender Pay Gap by Job Level" analysis will not appear in the advanced reports.

Populate the template with each employee's details on a new row, and export to .csv when you are done.

Still Unsure?

If you are unsure how the Eversheds Sutherland Gender Pay reporting solution can help your organisation please feel free to get in touch.

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