Table of Contents:
- What are Reward Letters?
- Enabling Reward Letters
- Configuring Reward Letters
- Bulk Downloading Reward Letters
What Are Reward Letters?
Reward letters are how compensation changes are communicated to employees after a compensation planning cycle is finalized.
Reward letters show up in employees’ Total Rewards portals under the Reward Letters header in the top navigation bar, once the cycle is finalized and reward letters are configured and enabled.
They follow a template that admins configure with Pave Implementation Managers. The template can be formatted to include any basic HTML formatting (e.g. bold, italics, pictures) and can reference data about the employee from the cycle (e.g. current salary, salary increase, new salary, equity grant, etc.), however images will not be available in bulk exports. See more below.
A sample reward letter from Pave’s demo data. Employees can download their reward letters by clicking the Download PDF button in the top right of the letter pop up.
Enabling Reward Letters
Once a cycle has been finalized, and the reward letter template has been configured, you will be able to enable or disable reward letters for any employee who is eligible for a reward letter. An employee is eligible for a reward letter if they have received a change (or non-zero value) in any raise, grant, or promotion column.
You can preview reward letters by clicking the Preview button to see what the employee would see before it has become available for them to view:
You can enable reward letters for multiple employees at the same time using the checkboxes in the leftmost column and clicking the Enable Reward Letters button above the table.
If an employee is not eligible for a reward letter, the cell in the reward letter column will look like this:
Once a reward letter has been enabled, it will show up in the employee portal.
After a reward letter has been enabled, any changes made to the reward letter template will not reflect in that letter unless the letter is disabled and enabled again. This simulates the real world action of “handing a letter” to the employee and prevents information from changing under the feet of the employee.
Configuring Reward Letters
You can configure one reward letter template with help from your Implementation Manager from which all reward letters will be generated.
Reward letter templates are created using the handlebars syntax. This essentially uses a combination of basic HTML template tags (e.g. <p>, <br>) and conditional tags that can reference employee data from the associated merit cycle.
You can make apply certain text formatting using basic HTML paradigms:
- <strong> for bold
- <i> for italics
- <img src=... /> for an image
Data from the cycle can be referenced directly - e.g. {{salaryRaise}}
You can create a conditional based on some data (like whether someone was promoted) to show specific blocks of the reward letter to specific groups of employees, like so:
{{#isPromotion}}
Congrats on your promotion!
<br>Your new job title is: {{newJobTitle}}
{{/isPromotion}}
You can use combinations of conditionals to make sure the one template applies properly for all of your employees - your Implementation Manager can help you with this.
Bulk Downloading Reward Letters
You will need to open the Compensation Cycle to bulk download reward letters. Once you have the cycle open, you will check the check box next to the employees for those that you want to download the reward letter. You will then press the Download Reward Letters button to download a zip file of the reward letters.