Remuneration And Pension Policy
Date Created: September 2019
Date Last Reviewed: 2022
Date Last Updated & Re-approved: March 2026
Next Date of Approval: March 2029
Purpose and Scope
As a small charity with limited resources it is important that we use the money we have available for remuneration effectively, whilst also ensuring that staff are rewarded at an appropriate level. This policy describes the broad principles which we will follow as an employer when setting and reviewing pay.
Wikimedia UK is an accredited Living Wage Employer, as recognised by the Living Wage Foundation. We are committed to ensuring that all directly employed staff, and regularly contracted workers, are paid at or above the Living Wage (or the London Living Wage where applicable), and that this principle is embedded in all remuneration decisions.
This policy applies to all staff working for us either on a casual, fixed term or permanent basis. We do not usually employ agency workers. In the event that we do, we will ensure that pay for longer term agency workers (who are with us for a continuous period of over 12 weeks) is comparable to the pay offered for directly employed staff who carry out comparable work.
Pay Policy Principles
Wikimedia UK is an equal opportunity employer. This means our intention is to treat all staff equitably with regards to the terms and conditions of employment offered including pay. We are committed to fairness, transparency, and compliance with all relevant legislation and good practice.
As an accredited Living Wage Employer, we are committed to paying at or above the rates set annually by the Living Wage Foundation, including the London Living Wage where applicable. This applies to all staff and regularly contracted workers. We will review pay annually to ensure continued compliance with the Foundation’s requirements.
The Board will review pay levels from time to time in order to identify and address any anomalies, ensuring equity across the organisation and alignment with market levels for comparable roles.
Pay Reviews
Any pay review will be recommended by the Chief Executive and Director of Finance & Operations and will be subject to the approval of the Board. In practice, staff salaries will be reviewed annually as part of the overall budgeting process, which usually takes place in late autumn for the following financial year. The Chief Executive and Director of Finance & Operations will make an initial recommendation to the Audit and Risk Committee regarding a potential percentage increase for all other staff, based on several factors including inflation (usually CPIH) market trends, affordability, and continued compliance with Living Wage Foundation rates.
The Board is responsible for setting the Chief Executive’s pay. This will be reviewed annually, taking into account market benchmarking, organisational performance, and affordability.
New starters
All posts will be advertised with an accompanying starting salary or salary range. New staff will be offered a salary at or within this range that takes into account the skills and experience they bring to the role, pay equality across the organisation, market levels for a comparable role, and affordability.
Mid-year salary increases and other payments
If a member of staff receives a promotion, their new salary will be set at an appropriate level taking into account the factors already highlighted above. Any increase in salary will be offered by the Chief Executive, in consultation with the line manager of the post, within the delegated authority set out in the Scheme of Delegation.
Very occasionally, the Chief Executive or Board may offer an ad-hoc bonus to a member of staff. As above, this will be within the delegated authorities as specified in the Scheme of Delegation.
Exclusions
A staff member joining in the final quarter of the financial year will not usually be eligible for a pay review until the following year; however at the discretion of the Chief Executive and line manager a small pay increase may be agreed after the successful completion of their probationary period.
Any member of staff subject to poor performance or misconduct procedures would not be eligible for a review until the expiry of any warning.
Pensions
Wikimedia UK operates a pension scheme and all staff are automatically enrolled onto that scheme unless they choose to opt out.
Wikimedia UK currently makes an employer pension contribution of 6% of gross salary, with staff required to make a personal pension contribution of 1%, or an amount that brings their overall contribution to 8% of their qualifying earnings; whichever is the higher of the two.
Employer and personal contributions will be reviewed from time to time by the Board, particularly in the case of any changes to statutory requirements.
Tax, National Insurance and other Deductions
All staff are paid under the PAYE scheme and Wikimedia UK is responsible for ensuring that the correct tax and National Insurance deductions are made and paid to HM Revenue & Customs. Monthly payslips showing gross pay, net pay and deductions are provided to all staff electronically.
Freelance workers will be responsible for their own tax and National Insurance.
Written terms and conditions
On or before the commencement of employment, all staff will be given a written statement of their individual terms and conditions including salary and pension contributions. Any changes to these terms and conditions will be notified to the individual in writing (by email).
If staff have any queries on their pay level or any pay review, they are asked to raise this with their line-manager in the first instance.
Policy Review
The overall responsibility for this policy lies with the Director of Finance & Operations and Board. This policy will be reviewed every three years, or sooner if there are significant legislative or organisational changes. As part of the review, the Chief Executive will ensure continued compliance with Wikimedia UK’s accreditation as a Living Wage Employer.