Workforce records

An employee belongs to an entity and country, occupies a position and reports to a manager. HR Business Partner reviews these links when someone joins, transfers, changes pay or leaves. The employment history row records the event and its effective date, while the employee row carries the current state. That distinction matters when payroll, leave and performance teams ask which arrangement applied on a particular day.

• Employee record. HR Business Partner keeps the current position, department, manager and payroll calendar together on the employee.
• Effective history. Record the transfer or pay event with its effective date and from and to details.
• Pay handoff. Payroll Admin checks which employee arrangement applies to the next pay period.

Choose one owner for the employee identifier and one effective date convention across entities. Agree when a position is planned, open, filled or retired, and who may change a salary or manager. Use the configured country and entity values that match the actual employing organization. Keep access to national identity and salary information narrow.

Give HR Business Partner access to maintain employee and employment history records, and Payroll Admin read access to employee context. Check who can see salary and national identity details before go-live. Rehearse a transfer whose effective date falls inside a payroll period, then compare the employee record with the dated history and the payroll calendar used for that period.

Take a transfer from an active employee in one department to a filled position in another. Check the new position, manager and department against the employee record. Record the transfer in employment history with its effective date, old and new position, and recording employee. Then ask Payroll Admin whether the pay calendar or cost center changes for the next period. The receiving manager should see the correct reporting line before a new goal or review is assigned.

For a transfer effective mid-period, compare the employment history date with the employee’s current position and manager. Payroll Admin checks the calendar and salary before preparing the next run. HR Business Partner checks that the receiving department and position agree. If the person also has an open review, confirm its reviewer against the new reporting line.

• Employees by department — Employees by department shows the active and on leave population with its position and manager.
• Requisition board — CHRO / VP People can inspect the state and owner of a seat before recruiting begins.

See the related process for the decision sequence and the data model for the linked records.