Requests for pay information (art. 7)

The Requests for pay information (art. 7) page under Salary Mapping collects workers’ requests under the EU pay transparency directive 2023/970, article 7: a worker may ask for their own pay level, the average pay by gender for their category of workers doing the same work or work of equal value, and the criteria used to set pay. The same requests are also shown on the Salary band page. The page is shown to those who can already answer requests — write access to Salary band — when the feature is enabled. This is guidance, not legal advice.

Open requests are listed with the one due first at the top. Each shows who it concerns, when it arrived, what is asked for and when it is due: two months after it arrived. An overdue request is marked Overdue, and those due within 14 days show how many days are left.

Answer. The Answer button opens a form. You must confirm that the information is accurate before the answer can be sent, and you can add a note. The answer attaches the employee’s own pay level and the average pay by gender for their equal-work category, computed when you send it; a category too small to protect anonymity is not broken down by gender. An employee with no equal work group cannot be answered until the group is set. Answered lists the latest answers with the date and who answered.

On the Home page, “N requests for pay information” with the oldest due date appears under To do, for the same people who can answer them. The item turns red when a request is overdue. The guide shows the same count in the EU pay transparency block.

Employees’ own requests. Every active employee can ask for the information themselves on the page Your pay transparency rights, with no special permission. An employee can send at most five of their own requests a day, and every request is recorded in the audit log.

Record a request. Use Record a request for a request that arrived outside the app: by email or in person, via a workers’ representative or via an equality body (article 7(2)). Enter the employee’s email and how the request was received. For a representative or an equality body the name is required; organisation and contact email are optional. The request is recorded for the employee, shown to them on the rights page together with who made it, and answered under the same rules as every other answer. You can only record requests for employees within your own area of responsibility.

Follow-up and clarification (article 7(4)). Each request has a message thread. Write message lets HR write to the employee; tick Ask the employee to clarify the request and the request waits for the employee’s reply. The employee answers on the rights page. After the answer, the employee can ask a follow-up question; the request then goes back under Open requests, marked Follow-up question, until HR replies with Reply. A message never changes the answer or the figures in it. A thread holds at most 50 messages, and an employee can send at most 20 messages a day. The audit log shows that a message was sent, not what it said.

Annual notice of the right (article 7(3)). Every year the employer must tell all workers about the right to pay information and how to ask for it. The Annual notice of the right to pay information card at the bottom of the page is shown to administrators when the feature is enabled. Tick Send the annual notice, pick a month and save. Preview (dry run) shows how many people would get the email and the text itself, in the organisation’s language, without sending anything. In the chosen month the email is sent once to everyone on the roster whose employment has not ended. If the day’s email limit is reached, the sending continues the next day, even after the month has ended. The card shows when the notice was last sent and when the next one goes out, and employees see the date on the rights page. The audit log records the number of recipients, never the addresses.

Accessibility (article 8). The page where employees ask for information, My pay criteria and the EU report work with a keyboard and a screen reader: fields and checkboxes are labelled, tables have headers, icons are not read out, results and status changes are announced, and colours have enough contrast in both light and dark mode. The PDF report declares its language and title.