EU Employee Pay Information Request Tracker

When an employee requests pay information, this workbook helps you manage the response from start to finish. It explains the right, calculates the two-month window for each request, helps prepare a privacy-safe disclosure, and keeps the annual notice and review records together.

Seven tabs to manage employee pay-information requests

Set up the framework once, then use the request log, disclosure builder, and supporting records to manage each request. Everything stays together, from the day the request arrives until you respond.

• Framework. Explains the worker pay-information right in plain terms. The response window defaults to two months and the small-group threshold defaults to five. Both settings carry through the rest of the workbook.
• Request Log. Enter each request as it arrives. The workbook calculates the due date and days remaining. The Days left cell turns amber when a request is due within 14 days and clay when overdue. Record the response date alongside the request.
• What to Disclose. Prepare each response by entering the category make-up and checking the small-group privacy flag. Provide averages by sex while protecting other employees' identifiable pay.
• Annual Notice and Review Checklist. Record the annual reminder informing all staff of their right to request pay information. Complete the checklist before each response, and use the definitions tab to clarify the terms.
• Start Here. Explains what each tab does and the order to use them, so you know where to begin.

The request process, step by step

Set up the workbook once, then use it to track requests, prepare disclosures, and record responses within the required window. The deadline, supporting information, and response history stay together. Counsel and your data protection adviser can help with questions that require legal judgment.

• Set your window and threshold. Enter your response window and small-group threshold in the Framework tab. The workbook uses both settings throughout.
• Record each request. Add requests to the Request Log as they arrive. The due date and countdown calculate automatically.
• Prepare the disclosure. Use What to Disclose to enter the category make-up and check the privacy flag before sending your response.
• Send and record. Send within the response window, record the response date, keep the Annual Notice log current, and complete the Review Checklist before each response.

Who it is built for

Built for

• An HR or reward team responsible for answering employee pay-information requests on time and keeping records in one or more EU countries.
• An employer focused on the annual staff notice and privacy-safe pay disclosures rather than the full readiness toolkit.
• A people team preparing for employee requests as awareness of the right grows, with the two-month response window ready before the first request arrives.

If you are looking for

• For the broader readiness framework, the EU Pay Transparency Readiness Toolkit covers seven workstreams and includes an employee request log.
• For the comparator groups used in pay-information requests, the EU Job Architecture and Equal Value Work Kit defines the equal-value groups used to prepare responses.

Before you buy

What format is the file and can I edit it?

One Excel workbook and a Start Here PDF. Use the workbook in Excel or Google Sheets. Input cells are editable, and formula cells are protected.

What is the worker information right?

An employee may request their own pay level and average pay levels, split by sex, for the group doing the same work or work of equal value. The employer responds within two months. The Request Log tracks the deadline, and What to Disclose helps prepare the response.

How does the small-group privacy check work?

The small-group threshold defaults to five, and you can adjust it. The builder flags groups below that threshold so you can prepare averages by sex while protecting identifiable individual pay. The exact limit is national, so confirm the applicable requirement locally.

What happens as national laws arrive?

The Directive establishes the two-month right. National rules determine the exact response window, small-group limit, and request procedures, so the workbook lets you set the window and threshold. Each file shows its review date. Confirm the applicable national requirements with counsel.

What is the refund policy?

Digital products are covered by a 30-day money-back guarantee. To request a refund, email support@truestephr.com or reply to your receipt within 30 days of purchase.

What happens after I buy?

Your download link appears immediately after checkout. Your receipt arrives by email with the same link. Open the Start Here page first for the recommended order. For setup questions, email support@truestephr.com.

How the download works

Your files arrive as a single ZIP download, best opened on a computer. Save it, extract it (right-click and select Extract All on Windows, or double-click on a Mac), then open the Start Here file first. PDFs open in any reader, and editable files work in Microsoft Excel or free equivalents, including LibreOffice and Google Sheets. No other software is needed. Step-by-step help for every device is at truestephr.com/pages/download-help.

Scope

These working tools and editable templates help you run a clear, consistent, and defensible HR process. Rules vary by jurisdiction and change over time, so adapt each template to the facts of your situation to avoid unintended legal exposure. Have qualified counsel review your policies, notices, and individual decisions against applicable law before you act. General HR information, not legal advice.