C1 – Salary analogues
The Civil Service Pay Agreement 1990 between the Public Services Commission and the Government Officers' Association determined the pay, pay system, organisation, and personnel management arrangements for grades and groups in the Isle of Man Civil Service. Consequently the pay of public servants is based on two pay scales:
- the IoM Civil Service Pay Spine covering the majority of Civil Service posts
- the IoM Civil Service pay scales for certain operational posts on the staff of the Airports Division of the Department of Infrastructure
The current IOM Civil Service pay spine and the salary analogues for the pay spine are attached at Annex C1.
C2 – Starting pay of new entrants
The normal starting pay for all new entrants will be the minimum point on the relevant salary scale. This may be increased in accordance with the Public Services Commission's policy on Salary and Annual Leave on appointment, a copy of which can be found in the Public Services Commission Civil Service Regulations Handbook.
C3 – Incremental date
A civil servant's incremental date shall be:
- On Appointment – the first day of the month in which the anniversary of the civil servant's appointment date falls
- On Promotion – as set out in Promotion Increases (Regulation C9 – Promotion increases) and Treatment of Allowances on Promotion (Regulation C10 – Treatment of allowances on promotion)
For clarification of incremental progression as per the 1990 Pay Agreement see the Performance Development Review Scheme in the Public Services Commission Civil Service Regulations Handbook 2015.
C4 – Pay following the introduction of a new salary scale
When the salary scale of a post is changed so that it gives a new higher salary maximum than before and the Public Services Commission decides that applications need not be invited for the post, the existing post holder will enter the new salary scale as follows:
- where he is on a point on his old scale below the maximum or has been on that maximum for less than one year, he should enter the new scale at existing salary and retain his existing incremental date or
- where he has been on the maximum of his old scale for one year or more he should enter the new scale at the point next above his existing salary, taking the first day of the month in which the anniversary of his entry to the new scale falls as his incremental date.
- If the application of (a) or (b) above would result in the post holder entering the new scale below the minimum point, he should enter the new scale at the minimum point and take an incremental date of the first day of the month in which the anniversary of his entry to the new scale falls.
It is recognised that on occasion and in exceptional cases a higher pay increase may be justified, based on previous relevant experience, qualifications, skills and periods of substitution, subject to a maximum of the penultimate point of the scale.
A credit for relevant experience would normally be on a year for year basis and can be calculated from relevant experience gained both within and outside the Civil Service. This experience would normally be in a similar role at the same level or a higher level.
Enhancements for qualifications should normally not exceed one spine point.
Last updated: 19 March 2015 - Amendment No. 14-014
C5 – Personal protection (10+4 Rule)
Where the duties of a whole grade disappear and are merged with a lower grade, civil servants on the higher (obsolete) grade will be afforded personal protection under the provisions of the agreement which provides for the restructuring of the scales.
If, following a review of the grading of the duties of any post it is found that the post should be regraded and this results in a lower salary maximum, then personal protection will be afforded to the existing post holder under the 'Personal Protection - 10 + 4' rule taken from the date that the regrading comes into effect.
This rule provides that a civil servant may retain the existing salary scale/spine points at the time of the regrading for the obsolete grade, enhanced by future general pay increases, for a maximum period of 10 years from the date of the restructuring of the obsolete grade. Normal incremental progression during this period will apply. Thereafter, pay identity with the pay of the lower grade will be achieved over a period of 4 years by progressively reducing in equal instalments the pay lead of the obsolete scale maximum over the maximum of the lower grade at the end of the 10th year so that it merges with the lower scale maximum. Any pay lead remaining after the 14th anniversary of the introduction of the lower grade will be held on a mark-time basis until the next pay award. An example of the Personal Protection - 10+4 rule can be found in the Public Services Commission Civil Service Regulations Handbook.
C6 – Transfer of civil servants
Where a post is regraded and this results in a lower salary maximum for the post the existing post holder will be expected to transfer to another post (if one becomes available) at the grade on which he has been personally protected. Civil servants will be given the option of applying for the next two vacancies that arise at their grade.
However, if they decline to apply for these posts the Public Services Commission may arrange for them to be posted to the next vacancy that does arise, subject to the views of the department concerned on their suitability for the vacant post. If a civil servant is not successful in obtaining a transfer for any reason the '10 + 4' rule, as set out in Regulation C5 – Personal protection, will apply.
Note: Regulation C7 is blank.
C8 – Definition of promotion
C8 Definition of promotion
A promotion for the purposes of this section is any transfer of an individual civil servant under a formal selection procedure to a new grade within the same group with a separate and distinct salary scale and a higher maximum salary.
A promotion does not occur:
- when a transfer to a new scale takes place as part of the regrading or assimilation to a new or extended scale of a whole grade or group in a department or throughout the Civil Service or
- when a civil servant is appointed to a post which represents a significant career change rather than progression within his existing career (eg transfer from a post of AO to a post of Air Traffic Services Assistant). In such cases the starting salary will be determined under the new entrant rules in Regulation C2 – Starting pay.
(Given the changes in the structure of the Secretarial group from 01/08/99 the appointment of a secretary to an AO post, Personal Secretary to an EO post etc will be regarded as promotion as the skills required in the secretarial grades are relevant to the Administrative and Executive grades).
C9 – Promotion increases
On promotion, a civil servant will enter the higher scale at:
- the minimum point of the new scale or
- one point above the spine point reached on the existing scale if this yields a higher salary (eg if on top of EO grade at point 27, and appointed to the HEO scale they would move to point 28+2% on HEO scale and not point 27+2% even though the latter still yields a higher salary)
It is recognised that on occasion and in exceptional cases a higher promotion increase may be justified, based on previous relevant experience, qualifications, skills and periods of substitution, subject to a maximum of the penultimate point of the scale.
A credit for relevant experience would normally be on a year for year basis and can be calculated from relevant experience gained both within and outside the Civil Service. This experience would normally be in a similair role at the same level or a higher level.
Enhancements for qualifications should normally not exceed one spine point.
Treatment of promotions/substitutions between grades where a market adjustment applies (eg EO to HEO)
In the case of a promotion/substitution from a role without a market adjustment (eg EO role to a role which attracts a market adjustment) (eg HEO where the market adjustment is 2%), the general principle is that the civil servant will receive one full spine point increase.
The example below is provided for guidance (rates as at 1 April 08):
- Civil Servant current spine point 27 (EO) = £32522
- One full spine point would be spine point 28 (HEO scale 28 + 2%) = £34500
The civil servant would move to spine point 28 even though the HEO scale at spine point 27 + 2% would yield a higher salary for the individual of £33171 (difference of £649).
Treatment of promotions/substitutions between grades where a market adjustment applies (eg HEO to SEO)
In the case of a promotion/substitution from a role with a market adjustment eg HEO role to a role which does not attract a market adjustment eg SEO, the general principle is again that the civil servant will receive one full spine point increase.
The example below is provided for guidance (rates as at 1 April 08):
- Civil Servant current spine point 32 (HEO + 2%) = £40,361
- One full spine point would be spine point 33 (SEO scale) = £41,153
However, spine point 34 (SEO scale £42,798) would be awarded to ensure the value of one spine point is received.
Treatment of promotions/substitutions between non JESP banded roles and JESP banded roles
In the case of a promotion/substitution from a non JESP banded role to a JESP banded role the general principle is that the civil servant will move to the same point as they would have under the promotion rules above.
The example below is provided for guidance:
- Civil Servant current spine point 43 = £58522
- One full spine point would be spine point 44 = £60859 (difference of £2337)
- The point above £58522 on the JESP 5-8 scale is point 3 = £59925 (difference of £1403)
As point 3 on the JESP scale does not generate a pay increase equivalent to one full spine point (£2337) as per the promotion rules, the civil servant will be placed on point 4 of the JESP scale £62648 (difference £4126)
On promotion, a civil servant's incremental date will be:
- a civil servant receiving two or more spine points under this regulation will take an incremental date of the first day of the month in which he is promoted
- a civil servant on the maximum of the scale receiving one spine point under this regulation will take an incremental date of the first day of the month in which he was promoted
- a civil servant not on the maximum of his scale receiving one spine point under this regulation will retain his existing incremental date.
Last updated: 17 January 2011 - Amendment No. 10-014
C10 – Treatment of allowances on promotion
Fixed annual allowances (such as Accountancy, All Hours Worked, Responsibility etc) will be treated as follows for calculating pay on promotion
- Where an allowance is payable to both higher and lower grades:
- the existing allowance should be disregarded
- the normal promotion rules (see Regulation C9) should be applied when assimilating to the higher grade on the basis of basic pay to basic pay
- when the assimilation has been completed, the allowance appropriate to the higher grade should be added to the basic pay for the grade
- Where an allowance is payable to the lower but not the higher grade the allowance should be added to the salary for the spine point reached on the scale to give the 'total existing salary'. Assimilation will then be to:
- the minimum of the new scale if this is more than the total existing salary or
- the nearest spine point above the total of the existing salary, subject to not exceeding the maximum of the new scale.
Incremental date on promotion will be:
- a civil servant receiving more than one full spine point under Regulation C10 (b)(i) will take an incremental date of the first day of the month in which he is promoted
- a civil servant receiving one full spine point or less under Regulation C10 (b)(i) and (ii) who is on the maximum of the scale will take an incremental date of the first day of the month in which he is promoted
- a civil servant receiving one full spine point or less under Regulation C10 (b)(i) and (ii) who is not on the maximum of his scale will retain his existing incremental date.
C11 – Pay on reversion
The pay of a civil servant who is reverted in accordance with Regulation A19 will be either:
- the point on the scale of the lower grade which would have been reached but for the promotion with former incremental date or
- the pay actually in issue, immediately before promotion including any mark-time element, if this is greater
C12 – Trainee internal audit allowance
Trainee Internal Auditors will be required to obtain the UK Treasury's Government Internal Audit Standard (GIAS) or the Institute of Internal Auditors Practitioner Qualification (PIIA). They may also be required to obtain the Institute of Internal Auditors (MIIA). Upon achieving the required qualification, civil servants will receive the lump sum payments as detailed in Annex C3.
C13 – Legal allowance
C13 Legal allowance
A Student at Law who has been admitted by the Public Services Commission into articles within HM Attorney General's Chambers in order to become qualified as an advocate shall be eligible to receive the lump sum payments listed in Annex C3:
- on successful completion of the final examinations for admission as an advocate and
- on appointment to the staff of the Attorney's Chambers for a period of not less than 6 months
C14 – Trainee accountants
Trainee Accountants are required to follow the Chartered Institute of Public Finance (CIPFA) or the Association of Chartered Certified Accountants (ACCA).
Full details regarding the arrangements for the pay and recruitment of Trainee Accountants are listed in Annex C4.
C15 – Pay on appointment to a lower grade
The pay of a civil servant who voluntarily applies for a post at a lower grade and with a lower salary maximum than their current spine point will be appointed at the maximum of the salary scale for the post to which they are appointed.
Last updated: 21st July 2008 – Amendment Ref. 07-031
C16 – Proficiency allowances for secretarial officers
Proficiency allowances became obsolete on 01/08/99. The amount of the allowances will be included in Annex C2(i) until it is no longer required under the personal protection arrangements detailed in the Secretarial Review Agreement.
C17 – Pay of part-time civil servants
The weekly pay of part-time civil servants corresponding to full-time civil servants conditioned to 37 hours net (ie excluding meal times) per week shall be calculated according to the following formula:
( Net Hours Worked x Annual Salary ) ÷ ( 37 (Hours) x 52.2 (Weeks) )
- The result shall be rounded up to the nearest 0.1p
- The annual salary should include any fixed allowances (eg all hours worked) of a full-time civil servant in the post
The entry point to the salary scale of a part-time civil servant shall be calculated in the same way as would the entry point of a corresponding full-time civil servant.
C18 – Assimilation
Assimilation arrangements, where there is a change to the pay and grade structure, will be as set out in the agreement setting out the changes.
C19 – Substitution
Substitution is the assumption, by one designated officer of the full duties and responsibilities of a civil servant in a higher grade who is absent otherwise than on the duties of his particular post or on annual leave. It occurs only when it is impracticable to share the work of the absent civil servant among other staff. The Office of Human Resources should be notified of any periods of substitution worked by civil servants so that a record can be kept on the civil servant's personal file.
A) Covering vacant posts
Substitution may also apply in the case of a vacant post. However, wherever possible, civil servants should not be appointed on substitution where the post is being advertised and the person receiving substitution pay is (or is likely to be) one of the applicants. This particularly applies where there is more than one civil servant in the service eligible to apply (especially if they work in the department where the vacancy exists). In such cases every effort should be made to share the work or pass it to civil servants of the same or higher grade to avoid showing preference for, or giving an advantage to, one of the potential applicants for the post. Where it is not possible to make alternative arrangements substitution may be paid, but on the clear understanding that it will have no bearing on the recruitment and selection process.
B) Full Duties and Responsibilities
The substituting civil servant must carry out all the day to day duties of the absent civil servant. From a practical point of view it may be accepted that this would not include long term policy projects where lack of continuity could be a problem. However, the civil servant receiving substitution pay should be carrying out the majority of the duties of the post. If any work or decisions normally dealt with on a regular basis by the absent civil servant are deferred or passed to another civil servant substitution does not apply.
Substitution pay will be the same as pay on promotion to the grade of the absent civil servant. A civil servant substituting for the holder of a responsibility allowance will be eligible to be paid that allowance.
D) Incremental date
The civil servant will take the same incremental date on substitution that he would have received if he had been promoted to the higher grade. On reversion to his substantive grade he will revert to his original incremental date and to the point on the scale that he would have reached by normal incremental progression in that grade.
C20 – Minimum period of substitution
A period of paid substitution will comprise of at least 5 consecutive working days with payment being made from the first to the last working day. For the purpose of determining the minimum period of 5 consecutive working days, a working day will be any day on which the substitute attends, or is on call, to perform the duties of the absent civil servant. For this purpose non-working days (ie those which are not reckonable) are:
- days (including public and privilege holidays, Saturdays, Sundays and 'off days' in a duty rota) on which the absent civil servant would not have been required to be on duty or on call,
- periods of absence on leave for any reason.
Consecutive periods of substitution for different civil servants in the same, or a closely related, grade may be aggregated for the purposes of satisfying the minimum requirement of five working days.
C21 – Continuity (which days count for substitution)
A civil servant who qualifies in accordance with these Regulations to receive substitution pay will be deemed to be substituting on working days on which he attends, or is on call, to perform the duties of the absent civil servant. The period of paid substitution will include any non-working days which fall within the period but will not include such days when they occur at either end of the period.
Apart from absence on special leave for Government Officers' Association purposes, no day may be counted in the period of substitution if the substituting civil servant is absent, for any reason, for the whole of that day. An absence for less than one working day will not prevent the inclusion of that day.
An absence of 5 consecutive working days or more, for any reason other than special leave for Government Officers' Association business, will break continuity and end substitution.
C22 – Recruitment and retention allowance
A recruitment and retention allowance shall be paid to:
- Team Leaders and Educational Psychologists and Information Communications (ICT) Adviser within the Department of Education as laid out in Annex C22
- IT Specialist Information Technology Staff – Annex C9
Last updated: 21st July 2008 – Amendment Ref. 08-017
Note: Regulations C23 to C24 are blank.