People records

The employee register is the starting point for payroll, leave and development. The HR Business Partner records a worker’s department, position, location, manager, pay grade and payroll calendar on the same employee record. Those links matter when a person moves teams or when the pay period is prepared. The Employees page presents a department distribution, an individual detail and a live register drawn from one filtered population. Agree who can change the underlying employee details before importing the first group.

An employee’s status distinguishes Active, on leave, Terminated and Rehireable. The active flag is a separate value, so the team should agree when each is changed and who checks consistency. Hire and termination dates provide the timeline. Employment history records the event that changed a position, manager or salary and its effective date. A payroll administrator can then inspect the current employee record while HR retains the change history.

• Organization. Departments can have a parent and a head. Positions connect job titles, departments, locations and pay grades.
• Worker. The employee record identifies the person, employment type, entity, country, currency and calendar.
• Change. Employment history identifies the event, effective date, prior and new details, reason and recording employee.

Choose the department and position codes that will remain stable across imports. Check that location country and tax jurisdiction match the place where the employee works. Decide how contractors and interns are distinguished from other workers, since employment type is a field on the same register. Set a rule for when an employee moves from Active to on leave or Terminated. The HR Business Partner should know which source record is authoritative when a manager, position and salary change on the same day.

For example, a worker moves to a different department with a new manager. HR records a Transfer event with its effective date, from and to position, and from and to manager. The employee’s current position and manager then reflect the new assignment. The payroll administrator reviews the current calendar, salary and pay grade before the next run. This gives each team an explicit point to check rather than relying on a name in a spreadsheet.

Take one active employee who changes position midway through a pay period. Open the employee detail and confirm the present department, location, manager and pay grade. Check the employment history entry for the effective date and the previous and new values. Ask the HR Business Partner to explain which value payroll should use for that period. Then use the active employee list to confirm the worker remains in the intended population. Repeat with an employee who has a termination date so the team can identify which status and flag should be used at close.

• Active employees — The current register with manager, position, department and hire date.
• Employee distribution by department — A hierarchy for checking the employee population by department.

Start with recruiting and onboarding, then follow time and leave and payroll.