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Pay and pensions (28)

Advance notice of cash shortages and stock deficiencies
 Workers in retail employment have special additional protection in respect of deductions from their wages to recoup cash shortages and stock deficiencies. An employer may not deduct more than one-tenth of the gross wages payable to the worker on a particular pay day and must make the deduction not... Read more
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Type: Letter
Auto-enrolment postponement letter
You can postpone auto-enrolling employees in your workplace pension for up three months. This might mean that you never have to include temporary workers. Postponement can also be used in other situations, such as for new employees who work for a probationary period before they're taken on permanently.When... Read more
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Type: Letter
Bonus payment letter
Where you decide to pay a discretionary bonus to an employee, use our bonus payment letter to notify them of this and the amount.Fair exercise of discretionWhere the payment of a bonus is expressed to be discretionary, you still have to exercise your discretion fairly and not irrationally, arbitrarily... Read more
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Type: Letter
Confirmation of juror's loss of earnings
 This letter may be used as an alternative to the standard form provided by HM Courts & Tribunals Service. When to use the letterThere is no obligation to pay an employee who is absent for jury service, but if the employee loses pay they may recover all or part of their lost earnings from HM Courts... Read more
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Type: Letter
Death benefit expression of wishes form
Where you provide a life assurance scheme, you should ask employees to complete a death benefit expression of wishes form to enable them to set out their wishes in relation to the lump sum death in service benefits payable under the scheme. An expression of wishes, rather than an automatic nomination,... Read more
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Type: Form
Eligible jobholders' automatic enrolment letter
The Pensions Acts 2008 and 2011 require every employer to automatically enrol their workers into a qualifying workplace pension scheme, if they are not already in one, and to mandatorily contribute to that pension. Our letter enables you to write to those workers that have to be automatically enrolled... Read more
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Type: Letter
Expenses claim form
To claim back expenses incurred whilst working on your lawful business, insist that employees provide full details of the expenditure on our expenses claim form, including the date that the expenditure was incurred, the amount and a description of it. You should also require them to provide original... Read more
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Type: Form
Fair piece rate notice
Use our notice where you've opted to pay output workers a fair piece rate for each item produced, rather than paying them at least the national minimum wage (NMW) for every hour worked.Output workYou can pay output workers a fair piece rate for each piece produced to comply with your NMW obligations,... Read more
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Type: Notice
Information and consultation checklist - occupational and personal pension schemes
Use this checklist if you have 50+ employees before certain changes are made to their occupational pensions or personal pension schemes which you contribute to.  Legal obligationsIn line with the Information and Consultation of Employees (ICE) Regulations, separate parallel pension regulations apply... Read more
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Type: Checklist
Itemised pay statement
Use our statement at or before you pay wages or salary to a worker to set out the breakdown of the amount paid and any deductions.Statutory provisionsThe Employment Rights Act 1996 requires that you issue every worker with a written itemised pay statement, or payslip, at or before the time at which any... Read more
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Type: Document
Letter advising of NMW rate freeze
Where the government imposes a freeze on any of the national minimum wage (NMW) rates, it's still worth writing to the affected employees to notify them that there will be no increase to their hourly rate of pay. Use our letter for this purpose.Informing staffStrictly speaking, where a freeze on NMW... Read more
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Type: Letter
Letter advising of NMW rate increase - due to age
Letter advising of NMW rate increase (due to age)The national minimum wage (NMW) is paid according to an employee's age. So a birthday can mean that they're entitled to a present from you in the shape of a pay rise! You should always write to them about the change and why it's happened. Use our letter... Read more
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Type: Letter
Letter advising of NMW rate increase - due to legislation
Letter advising of NMW rate increase (due to legislation)All employers must pay their employees at least the national minimum wage (NMW). It is reviewed annually and, so far, it has always risen. When this happens, you should notify any staff affected that their hourly rate will rise due to changes in... Read more
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Type: Letter
Letter confirming pension contribution increase
Use our letter to advise workers of the increases in the minimum contributions that must be made to automatic enrolment workplace pension schemes.Effective dateThe minimum contributions that you and your workers pay into your automatic enrolment workplace pension scheme are increasing again. The first... Read more
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Type: Letter
Letter for entitled workers
If you have any new entitled workers, you must write to them letting them know they have a right to join a pension scheme, but be aware this can be a different scheme to your qualifying workplace pension scheme.Entitled workersEntitled workers don't have to be automatically enrolled into your qualifying... Read more
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Type: Letter
Letter for non-eligible jobholders
Some of your workers may be non-eligible jobholders either because of their age or their low level of earnings. They don't have to be automatically enrolled into a qualifying workplace pension scheme but they do have the right to opt in and are then entitled to employer contributions. In this case, you... Read more
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Type: Letter
Letter for workers already in a qualifying pension scheme
Where you already have a qualifying workplace pension scheme in place for your workers and they are active members of that scheme, other than writing to them using our letter, there is no action for you to take in connection with auto-enrolment.Qualifying schemeIf some or all of your workers are already... Read more
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Type: Letter
Letter rejecting expenses claim
Where employees incur reasonable out-of-pocket expenses in the discharge of their duties and whilst working on your lawful business, the starting point is that you should reimburse them for those expenses. You're able to insert conditions on payment if you like, such as that expenses have to be approved... Read more
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Type: Letter
Letter seeking agreement to reduce pay to avoid redundancies
Use our letter to seek employees' agreement to reduce their salaries in order to avoid staff redundancies. Make sure you deal with the situation sensitively and fairly and be prepared for some employees to say no.Another optionWhen the business is suffering financially, you may explore redundancy as... Read more
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Type: Letter
Notification of pay freeze letter
If you need to implement a pay freeze because of economic conditions, use our notification of pay freeze letter to let your employees know there will be no increase to their current salary at annual pay review time. Be aware of the legal implications.Contractual provisionsBefore implementing a pay freeze,... Read more
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Type: Letter
Overpayment of wages letter
As a general rule, you're able to recover accidental overpayments of wages by making deductions from the employee's salary. For this type of deduction, you don't need the employee's consent.An authorised deductionOccasionally, you may make a mistake with your payroll resulting in an employee being overpaid.... Read more
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Type: Letter
Overpayment of wages letter for ex-employee
If you discover an accidental overpayment of wages after an employee has left your employment, use our letter to ask them to pay the monies back. If they refuse to repay and you're not willing to write off the debt, your other option for recovery is to issue proceedings in the civil courts.Deduction... Read more
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Type: Letter
Pension auto-enrolment record of employees enrolled
Pension auto-enrolment: record of employees enrolled Under pension auto-enrolment every employer is required to operate an approved pension scheme for its staff. There are no concessions for smaller businesses. It's useful to have an overview including details such as which employees are enrolled and... Read more
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Type: Form
Real living wage increase advice letter
The real Living Wage is an hourly rate which is calculated independently according to the real cost of living in the UK and London. It's entirely voluntary. If you do pay the real Living Wage, our letter can be used to notify your staff of their pay rise following the annual updating announcement. What... Read more
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Type: Letter
Retention bonus letter
A retention bonus is a payment offered as an incentive to keep a key employee in your employment during a particularly crucial business cycle. Our letter sets out the amount of the bonus and outlines when, and in what circumstances, it will be paid. Retention bonus definedA retention bonus is a one-off... Read more
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Type: Letter
Salary review letter
Most contracts of employment don't give employees an express contractual right to a pay increase each year but many do contain a discretionary provision for salary to be reviewed annually, or you may do this anyway even though the contract is silent. Use our salary review letter to advise your staff... Read more
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Type: Letter
Salary sacrifice form
Use our form to record an employee's written agreement to a reduction in their salary in return for the provision of a non-cash benefit in kind, such as additional annual leave or childcare vouchers. Be aware that HMRC will have an interest where the non-cash benefit qualifies for an exemption from income... Read more
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Type: Form
Time off for public duties
As employees have a statutory right to take reasonable unpaid time off to carry out certain designated public duties, our letter agrees to grant time off on specified dates and sets out two alternative positions on pay. Statutory rightUnder the Employment Rights Act 1996, employees have the right to... Read more
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Type: Letter