People and positions

Maintain each employee’s position, department, location and manager in one people record. An employee ID ties the current assignment to dated changes. HR Business Partner updates the employee and position records; Admin maintains departments, job titles, locations and pay grades. A transfer needs an effective date and an employment history event so a later pay review can distinguish the old assignment from the current one.

• Prepare the record. Verify the employee ID and the current position, department, location, manager and payroll calendar. Match each reference to its master record.
• Review the decision. Record a transfer with its effective date and prior and new values in employment history before updating the current assignment.
• Close the handoff. Compare the changed assignment with the employee register and have Payroll Admin inspect any pay calendar or grade effect.

Agree who may change an employee’s position, manager, base salary and payroll calendar. HR Business Partner can edit the employee and its history; Payroll Admin can inspect the employee but cannot change that record. Admin must maintain the organization reference tables. Rehearse an employee with a changed manager and check the prior and new references before applying the current assignment.

Keep employee IDs stable during import. Match every position to its department, job title, location and pay grade, then check the employee’s calendar against the relevant entity. The implementation plan gives the first cycle a bounded scope.

Consider a position moves to another department. HR Business Partner should record the effective transfer in employment history before changing the current employee assignment. Payroll Admin then checks whether the payroll calendar, entity or pay grade needs review. After the transfer, compare the dated history with the employee’s current department and manager. Payroll Admin checks whether the pay grade, entity or calendar also needs a separate correction. For a backdated move, inspect the earlier pay period separately: its statement may reflect the old assignment even though the employee register now shows the new one.

Test a normal case and one with a changed date or mismatched reference. Ask the operating owner to show the source record and its linked result. Repeat with an account outside the permitted role and confirm it cannot change the record. Keep the earlier decision available when correcting a mistake.

• Active employee register — Current employees with their position, department and manager.
• Employees on leave — Employees whose status is on leave, available to HR for assignment checks.

Read the hire-to-pay process and the people-cycle process to trace decisions across modules.