Once employees gain the right to ask how their pay compares to colleagues doing the same or equal-value work, many companies and organisations may face a sudden surge of pay information requests. If the process runs manually on emails and Excel sheets, HR will quickly be in real trouble. The time to prepare is now, by building a clear process for handling pay information requests.
Not yet familiar with the EU Pay Transparency Directive and what it means for employers in practice? Read our comprehensive info pack! For the full detail on every obligation, see the complete guide to the directive.
A centralised channel keeps HR in control: Evenpay is a ready-made, clear solution
To answer pay information requests within the legal time limit of two months from the request, you need a clear response process. Especially in a large organisation, HR can end up in a real squeeze if a large number of employees exercise their right to information at the same time.
We recommend building one clear channel for information requests: a single route through which employees exercise their right to pay information. When the whole workforce is guided to use this centralised channel, the process stays clear and manageable.
Evenpay has built a concrete tool for exactly this: organisations can easily set up an automated process for requesting and answering pay information requests. The automated process simplifies data handling, guides and reminds you about the required deadlines, and takes care of the security of sensitive data.
How Evenpay’s pay information channel works in practice
Evenpay’s channel makes the process smooth and clear for both the employee and the employer. It gives employees an easy way to request pay information, and at the same time it lightens HR’s workload by compiling the key data needed to support the conversation.
Here’s how it works:
- The employee submits an information request and receives an email invitation to the channel.
- HR is notified of the incoming request. The system has already compiled the necessary background data, so the request can either be approved right away or, if needed, HR can prepare for a conversation with the employee.
- Delivering the information: When HR approves the request, the employee receives an email link through which they can securely view the pay information. The link can be set to expire within 24 hours, since the system handles sensitive data.
Evenpay is like a smart working partner for HR
Evenpay’s channel isn’t just a form. It supports HR’s work by compiling key information about pay and pay criteria. The system automatically analyses the data and flags whether there is anything in the pay information that needs attention.
If the system detects, for example, a significant and objectively unexplained difference between the requester’s pay and the pay of colleagues doing the same work, HR gets an early heads-up. This makes it possible to plan the next steps and prepare for the conversation with the employee. When such a gap is found, sending an automated reply isn’t the right move; a personal conversation with the employee is. The system also provides a solid, data-backed foundation for that conversation.
The system automatically protects anonymity
Average pay data can be delivered directly to the employee only when a large enough group performs the same or equal-value work. If the group is small and pay data can’t be shared without revealing individual salaries, the information can instead be delivered to an employee representative. The representative then assesses whether pay is sufficiently equitable or whether unjustified gender-based pay gaps exist. Evenpay automatically checks and tells you whether the information can be delivered directly to the employee.
Want to see how Evenpay’s solution works in practice?
Evenpay’s solution for handling pay information requests can be tailored fully to the needs of your company or organisation. It’s styled to look like your brand, and the details can be configured for each organisation so that it supports HR’s work as well as possible.
Book a free 30-minute demo and let’s look together at how Evenpay would serve the needs of your organisation.
