Employee records

The staff roster begins with the employee record. HR Business Partner (HRBP) checks the person, position, department and location before using it in leave, pay or service work. The Employee Directory gives HR an administrative roster that can be searched and filtered by current employment status. A row opens the native employee record for the detailed history.

For a transfer, HR records an employment history event with its effective date, prior and new position, and prior and new manager where relevant. HR updates the current employee assignment alongside the dated history. The history remains useful when a later pay statement or request needs to be understood in the context of the person’s earlier assignment.

• Check the source. HR Business Partner (HRBP) checks employee identity, department, position, manager and location before recording a dated lifecycle event. The Employee Directory opens the native employee record for detail.
• Record the decision. A transfer, manager change or separation has an effective date and a recorded person. Keep the prior position or manager on the history event so current and earlier assignments can be distinguished.
• Keep the trail. A later correction should preserve the dated event and its recorder. Confirm the employee reference before another team uses it for leave, pay or onboarding.

Agree who can maintain employees and positions, which organization owns each person, and how the team records an effective transfer or separation. Confirm employee identifiers, work email, manager and location before importing current staff. Review the roster with HR before other teams begin using its references.

Open the Employee Directory, filter to the person and inspect their native record. Trace a mid-period transfer through its employment history and compare the current department and manager with the prior event.

Take one employee who moves departments mid-period. Open their directory row, check the current position and manager, then locate the event that records the change and its effective date. Follow a leave request and a pay statement to the same employee. HR should be able to explain which record shows the current assignment and which one preserves the earlier state.

Have the next person find the same employee and period, explain the current status, and identify the source detail behind it. Correct a mismatched reference before the case moves forward.

• Employee Directory — HR searches the roster by name, status, department or location and opens the employee record.
• Onboarding work — HR can check tasks attached to a newly hired employee.

See leave approval for a decision tied to the employee record.