Fairness in the allocation of base salaries and allowances

Legislation defines all elements of remuneration, criteria and procedures to allocate them

General law on salary of public servants is analysed. The legislation should identify and clearly define the different elements of remuneration and the criteria and procedures to allocate them. Typical elements of remuneration include the base salary, salary supplements (position pay, seniority and other allowances, variable pay (if introduced) including bonuses. Benefits are analysed but not consider for scoring. The general law on salaries of public servants must fulfil the criterion to score points. Otherwise, 0 points are awarded. If the general law on salaries fulfils the criterion, a reduction of points may be applied based on the checklist to assess SI 8.3, Criterion 2. The following six groups of institutions are assessed: ministries; customs administration, tax administration; foreign service; other three bodies reporting directly to the government, prime minister or ministers with the highest number of employees; regulatory authorities operating in the following domains: competition protection, energy, electronic communications, audio-visual media services. These groups correspond to groups a), b), c), d) e), and g) analysed in SI 8.3, criterion 2.

There are no unjustified differences in base salary resulting only from the employing institution

General public service legislation/general legislation on salaries in the public service is analysed, along with special legislation regulating salary aspects of specific groups/categories/institutions. Budget law can also be a source of special arrangement and needs to be analysed as well. The criterion is met if no elements of unjust differentiation are discerned in the remuneration system, e.g. different values for the calculation of base salary for the same type of positions, different salary scales for the same type of positions, top-ups not based on objective criteria differentiating jobs etc. The allocation of fixed parts of the salary (base salary, fixed supplements etc.) does not prompt unjustified differences between same types of positions based on institutional or other criteria not objectively related to the position.

Job classification is established, based on relevant criteria.

Job classification is analysed (there can be more than one) to determine which criteria were used. Apart from two standard ones (level of education required and level of responsibility) at least two more criteria are required (e.g., level of autonomy, complexity of tasks, specific skills required, etc.). If the job classification is based on at least two more criteria than the level of education required and the level of responsibility of the job, then 2 points are awarded. No points are awarded if the classification is based on institutions grouped without objective criteria. Analysis is limited to central government administration.

A job evaluation methodology is established

The methodology adopted for job evaluation is analysed. It should specify the criteria and the process for job evaluation. The method to evaluate the jobs can be either analytical (such as point-factor rating method) or non-analytical (e.g., job comparison against a catalogue of standard jobs). If an analytical job evaluation methodology has been adopted, then 2 points are awarded. 1 point is awarded for a non-analytical approach. Analysis is limited to central government administration.

All jobs have been evaluated and the results are available

There is evidence that the job evaluation methodology has been consistently applied to all jobs in the public service to determine the hierarchy of jobs (e.g., records, a report, etc.). Exceptions are made to newly created, vacant and not yet advertised positions. The criterion is met if at least 95% of all public service positions (jobs) have been evaluated in line with the adopted methodology. Analysis is limited to central government administration.

Job description methodology is established

Analysis of guidelines (or regulations) specifying the format and rules for drafting job descriptions. Such guidelines (or regulations) should be issued for all public service institutions to which evaluation of jobs is applied and should indicate that At least all the criteria used for job classification must be present in the job descriptions. The job descriptions should include detailed information on the job duties and tasks, the qualifications needed, as well as other requirements (work experience, knowledge, technical and other skills). If guidelines were issued to prescribe the format and rules for drafting quality job descriptions, indicating that all the criteria used for job classification must be present in the job descriptions then 1 point is awarded. Analysis is limited to central government administration.

Job descriptions follow the established methodology

For a sample of job descriptions (selected for Principle 9) analysis is made whether they follow the guidelines and specifically whether they use the prescribed template and include information on all criteria used for job evaluation. If all job descriptions reviewed follow the guidelines, then 2 points are awarded. Analysis is limited to central government administration.

Base salary for each position is determined by salary grade/level relevant for the job description for this position

For a sample of recruitment procedures (selected for Principle 9), information is collected about the base salary awarded to the successful candidate. The level of base salary (salary grade or salary range) should be known before the successful candidate is selected, and depend on the job description for the position, evaluated (using the methodology assessed in criterion 3) and graded – linked to the salary table. Room for discretion, if it exists (salary ranges for each salary grade), is limited by pre-defined criteria guiding the decision (e.g., upper, or higher level within a salary range depends on the professional experience of the candidate). If all cases reviewed meet the requirement, then 4 points are awarded. If one or more cases do not meet the requirements, or the system does not function properly, then no points are awarded. Analysis is limited to central government administration.

Salary data is regularly collected

a central public service human resource management co-ordination unit or another designated body (e.g. MoF) collects information about actual, individual salaries of all public servants. Evidence of free access to the human resource management information system (HRMIS) (rolled out to all public bodies under co-ordination) and its payroll module or to a separate payroll system is requested, so that the body can analyse the salary data based on individual files. If individual data is only reported to this body periodically (through an IT reporting module, spreadsheets, etc.), such data must be provided at least annually, in a standardised format and aggregated. If individual data is available only at the level of institutions employing public servants, and not readily accessible or periodically reported, no points are awarded.

Statistics on salaries relating to gender or on the gender pay gap, are publicly available

Review of publicly available government statistics and reports on public servants to check if they include gender-disaggregated statistics, and information on the gender pay gap and they are not older than two years. At a minimum actual salaries per groups or positions should be disaggregated by gender, presenting average salaries of women and men in these groups or positions. Analysis is limited to central government administration.

Perception of fairness of salary levels across public administration by public servants (%)

Analysis of survey responses from a sample of public servants to the following statement: “To what extent do you agree with the following statement: Staff is paid fairly across the public administration.” Answer options are: Strongly disagree, Tend to disagree, Neither agree nor disagree, Tend to agree, Strongly agree, Do not know, Prefer not to answer. Points are allocated based on the percentage of respondents who replied “Tend to agree” or “Strongly agree” to the survey statement(x): • x < 10% = 0 points. • 10% ≤ x < 90% = linear function. • x ≥ 90% = 2 points.