Employee records

An employee record connects the person to a position, department, location, manager, pay grade and payroll calendar. HR Business Partner maintains that core record. Employee sees their own work through permitted self-service, while CHRO / VP People uses the register for oversight. Start by agreeing who owns corrections to identity, reporting lines and employment dates. A change that affects pay should be checked with Payroll Admin before the next run.

The Employees screen brings workforce distribution by department, an individual employee detail and the live employee register together. Use its filtered population when discussing active headcount; a person on leave has a different operating status from a terminated worker. The position belongs to a job title, location and pay grade, so a manager change should be checked against the intended seat and reporting chain.

• Identity and placement. Employee ID, work email, hire date, entity, country, position, department and manager identify the worker and their current place in the organization.
• Organizational structure. Departments hold cost centers and parent relationships; positions link job titles, locations and pay grades.
• Dated history. Employment history records hires, promotions, transfers, manager changes, compensation changes, leave events and terminations with effective dates.

Choose the employing entity, location and payroll calendar for each initial employee. HR Business Partner should review departments that roll up to another department and confirm the designated department head. Admin should check access for National ID, date of birth and base salary before importing employee records. A manager can be an employee record without being a configured Manager role; decide who will review that person’s approval work.

Agree how a transfer is represented: HR Business Partner updates the current placement and records the dated event. Keep the old and new position or manager in employment history when those facts change. The same principle applies to a compensation change: the record should identify the old and new salary and the effective date. Review a sample with Payroll Admin so pay follows the right period.

Take an employee transferring from Operations to Product. HR Business Partner checks the receiving position, department, location and reporting position. The transfer event records its effective date and old and new positions. The employee record then reflects the current assignment. Before the next payroll run, Payroll Admin compares the employee’s pay grade, base salary, entity and calendar with the approved change. A second reviewer can see the dated event rather than reconstructing the move from a changed profile alone.

Also rehearse a leave of absence. The employee can show on leave while the employment history records when leave started. On return, record the corresponding return event and review the current employee status. Do not treat a status edit as the complete history of the person’s employment.

• Active employee register — The current employee population with department, position, manager and hire date for HR review.
• Employees on leave — Workers currently marked on leave, so HR can confirm coverage and the return event.

Follow the employee handoff in Hire and onboard and the pay-period check in Time to pay.