Simple Pay Transparency Request Log for UK Workplaces

Digital opportunity (v4): Pay Transparency Request Log Template Target users: Employees in UK workplaces, especially those in organizations without digital HR systems or formal pay transparency processes, and HR representatives seeking to support fair pay practices. How it would work: A printable, standardized paper log template for employees to record pay information requests, including date, recipient, nature of request, response received, and follow-up actions. The log helps employees track their efforts and outcomes, supporting transparency and providing documentation if concerns escalate. First version: A one-page paper template (PDF or printed form) distributed to a pilot group of up to 10 employees in a consenting small workplace or union branch. The pilot runs for 4 weeks, with participants using the log for real or simulated pay information requests. A local HR or union rep oversees the process and collects anonymous feedback. Alternatives to investigate: Existing HR software with pay request tracking, informal email records, union grievance forms, and digital pay transparency platforms. Compare ease of use, accessibility, and employee comfort with each method. Difference to test: Whether a simple, standardized paper log increases the number and clarity of documented pay information requests compared to ad hoc or digital-only methods, especially in low-resource settings. Source evidence of a capability or need: EHRC says transparency needed to prevent pay discrimination, particularly against women Workers should have a legal right to know their colleagues’ pay to help prevent pay Possible uses and limits: The log addresses the EHRC's call for transparency by providing a practical tool for employees to document pay information requests. Its usefulness depends on adoption, ease of use, and perceived safety. Actual demand and impact require pilot testing. Potential users and optional payers: Unverified analysis, not established facts; confirm before acting. No established paying customers; this is a non-commercial community tool for employee empowerment and HR support. Competitors and alternatives to check: Unverified analysis, not established facts; confirm before acting. Alternatives include HR software, union grievance forms, and digital pay transparency tools. Effectiveness and accessibility in low-resource settings should be compared. Optional legal business model: Proposed hypothesis; revenue may never occur. Monetization is not required for this project; no commercial hypothesis is established. The log is intended as a free resource. Skills and time to test: Basic literacy and record-keeping skills; estimated 5-10 minutes per log entry, 1 hour/week for HR/union oversight, 2 hours for analysis. Not independently verified. Geographic availability and limits: Unverified analysis, not established facts; confirm before acting. UK workplaces as referenced in the EHRC recommendation; actual availability and adoption unknown until checked locally. Legal and platform constraints to verify: Unverified analysis, not established facts; confirm before acting. Local privacy, data protection, HR, and union rules must be verified before use. No legal advice is provided; compliance is the responsibility of participants. Current prices and platform terms: Unverified analysis, not established facts; confirm before acting. Prices and terms for printing, distribution, and staff time are unknown and not checked; require local quotes. Age, payments and eligibility checks: MLAIEL requires age 16 or older; external eligibility and payments are unverified. Minimum age 16 (MLAIEL); external service age limits, KYC, payments, and tax eligibility are unverified and not required for this project. Smallest low-cost validation test: Distribute the log to 3-5 employees in a consenting workplace for 2 weeks and collect anonymous feedback on usability and perceived safety. No sensitive data is shared externally. Human responsibilities: Employees fill out the log for each pay information request. HR or union reps collect logs and feedback. A project lead analyzes usage and feedback for process improvement. AI contribution and limits: AI is not required for the basic log, but could assist in analyzing anonymized logs for trends if digitalized in the future. For this pilot, no AI is used. Data and access needed: No personal or pay data is collected centrally. Only anonymized, aggregate feedback on log usage is gathered, with participant consent. Each participant retains their own log. Source-supported setting and capacity: EHRC says transparency needed to prevent pay discrimination, particularly against women Workers should have a legal right to know their colleagues’ pay to help prevent pay discrimination, particularly against women, the UK’s human rights watchdog has said. Ordered steps and owners: 1. HR/union rep introduces the log and explains purpose. 2. Employees use the log for pay information requests over 4 weeks. 3. Logs and feedback are collected anonymously. 4. Project lead reviews results and shares findings with participants. Minimum resources and dependencies: Printable log template (PDF or paper), basic office supplies, HR/union rep time, and a secure collection process for feedback. No digital infrastructure required. Costs and affordability unknowns: Actual costs unknown; require local quotes for printing and staff time. No reported or estimated costs in the source. How a newcomer can help: Employees fill out logs (5-10 minutes per request); HR/union rep oversees process (1 hour/week); project lead analyzes feedback (2 hours at end). Beginners can participate with supervision. Pilot and success criteria: Proposed pilot target: At least 60% of participants complete at least one pay information request log entry within 4 weeks. Baseline: prior use of ad hoc or no documentation. Measured by anonymous survey and log collection at end of pilot. Risks and safeguards: Potential privacy concerns if logs are mishandled; possible employer resistance; employee fear of retaliation. The log must not be used to collect or share sensitive pay data without consent. Legal and HR policy compliance must be checked locally. When to stop or change direction: If fewer than 20% of participants use the log or report feeling unsafe, or if privacy concerns cannot be addressed, the pilot is halted and reviewed.