Staff Remuneration Policy

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Mosaic LGBT+ Young Persons’ Trust, Charity Number 1166676

Policy Owner: FRG Committee

Review Cycle: 36 Months

Next Review Date: May 2029 (Updated and re-approved May 2026)

M Mindful

O Open

S Safe

A Agile

I Inclusive

C Community

1. The pay policy at Mosaic is intended to provide:

Clarity around salary and pensions now and in the future
A process for salary review should the role change
A process for reviewing holiday and overtime

2. The Board of Trustees, advised by the Executive Director, will decide which roles are paid employees of Mosaic. This policy refers to those roles. As part of the approval to hire or replace an employee, the Board will set a salary. In setting the salary the Board will take into account what the employee might earn doing a similar role in a similar organisation. The salary will be an annual salary, though the payment to the employee may be pro rata. When salaries are pro-rated, the assumption is that full-time is 40 hours. The salary will form part of the formal offer of employment and the employee’s employment contract. Salary is paid in 12 equal instalments no later than the last working day of the month.

3. Providing the employee has been in the role under review for more than 6 months then the salary will be reviewed annually with the new salary taking effect from 1st April each year. As a general rule the annual rise will be the average of CPIH (the consumer price index including housing costs) and the RPI (retail price index) for the year to December prior to the review as provided by the Office for National Statistics. However the Trustees may, after deliberation, decide to pay more than the rate of inflation. They will take into account any factors during the year that have made the role more complex than initially appreciated. If these were permanent factors then clause 4 would apply, so the Trustees are deciding on things which would be considered relatively short term. Each year employees will receive a letter from the Board showing their new salary and how it has been calculated. It will be the Chair’s role to ensure this happens.

a) In exceptional circumstances the Trustees may decide there are insufficient funds to pay the inflation rise. As soon as this is identified the following action is taken

The Trustees inform the Executive Director so that they can together explore whether action can be taken in the short term to resolve the situation
If the situation cannot be resolved the Trustees will, having listened to the views of all staff members, either decide to not pay the rise or alternatively to fund the rise by reducing the hours of staff.

4. If the employee, the Executive Director or the Board, believe that the role has substantially changed since the salary was set, they may request the Board undertake a role review. The role review may result in a new salary being set and at that time the Board will decide when that new salary shall begin from, keeping in mind that the new salary needs to be effective for more than 6 months to April to be subject to the annual salary review. If the employee requested a role review the Board’s response will be given in writing. If, as a result of a role review, the salary has changed the employee will receive a letter from the Board showing the new salary and they will be give a new job description.

a) Changes in job title have to be agreed with the Executive Director and then signed off by either the FRG or Board, whichever occurs next. Generally, titles will not change unless the role does but this can be overruled if needed.

5. All salary payments are rounded up to the nearest amount divisible by 12 – so that the monthly salary is always pounds without pence.

6. Mosaic wishes its employees to plan for the long term and make adequate pension plans. Our employees make a 5% pension contribution as required by legislation. (If the legislation changes this figure will be reviewed). Our aspiration is for the employer contribution to be 10% but this may not be affordable. We pay a contribution of 7%. Each year, before the end of the financial year, the Trustees will review whether Mosaic can afford up to an additional 3% lump sum contribution to the pension. Pension entitlement begins from the first day of employment.

7. Mosaic allows for 25 days annual holiday, in addition to 8 public holidays. Employees may, with the manager’s agreement, sell back to Mosaic up to 5 days of holiday. Each year employees taking the full holiday allowance would work 228 days So any holiday sold back is at the rate of 1/228th of annual salary. In addition, when work has been heavy and employees have not been able to use their overtime they may, with manager’s agreement, be paid up to 3 days per annum. Employees are expected to, in line with their contract, take time off in lieu of overtime, so this would be an exceptional situation.

8. If a candidate selected for a role wishes to be treated as a service provider and paid through a company then the Board may choose to agree. They will do so taking into account any HMRC guidance that applies. The service provider must agree to the following prior to that being acceptable

a)That they confirm in writing to the Trustees that the service company has more clients than just MOSAIC

b)That they will immediately let MOSAIC know if there is any 6 month period where MOSAIC is their only client

c)If in the view of HMRC sections 6a or 6b have not been followed then the service provider agrees to pay any HMRC charges, fines or tax demands that MOSAIC receive as a result. This to be specifically part of the service contract

d)That they agree should HMRC guidance change that MOSAIC may demand a change in the contract terms to match those and if the service provider does not agree any contract may be terminated immediately by MOSAIC though section 6c will continue to hold

e)That each month or quarter, as agreed, the service company will invoice Mosaic for the work provided and will be paid on Mosaic’s terms of 30 days from receipt of invoice.