Data model

The tables, their keys and how they relate, for the consultant or IT team migrating into it or integrating with it.

51 tables · 111 relationships

How the model is organised

Master data

legal entities, departments, cost centres, locations, holidays, work patterns, positions, employees, pay components, pay calendars, tax years, statutory rules and their bands, shifts, leave policies, benefit plans, policies, dependants. Loaded first, changed rarely, effective-dated where a change must not rewrite history.

LegalEntities
Departments
CostCentres
Locations
Holidays
WorkPatterns
Positions
Employees
PayComponents
PayCalendars
TaxYears
StatutoryRules
StatutoryRuleBands
Shifts
LeavePolicies
BenefitPlans
Policies
Dependants

Recruiting and onboarding

job openings, candidates, interviews, offers, onboarding tasks. Short-lived, with status.

job openings
candidates
interviews
offers
onboarding tasks

Transactions

employee assignments, documents, bank-account change requests and tax details, compensation records and lines, leave balances and requests, shift rosters, attendance records, timesheets and lines, pay periods, payroll inputs, pay runs, payslips and lines, garnishments, loans and advances, payment batches and payments, benefit enrolments, statutory filings, policy acknowledgements, exits. They preserve transaction history; status and number fields follow each table definition.

Finance

ledger accounts, payroll journals and lines. Accounts provide configuration; journals are drafted from approved runs and accruals, then reviewed and posted. A posted journal changes through a linked reversal.

BankAccountChangeRequests
GLAccounts
PaymentBatches
Payments
PayrollJournals
PayrollJournalLines

Keys and references

Tables use reference fields for their links. Document tables define human-readable number fields where listed below; master, balance and line-item tables do not all have one. Configure number sequences and test reference preservation during migration. Effective-dated tables (assignments, compensation records, tax details, statutory rules, benefit enrolments) carry EffectiveFrom and EffectiveTo and are read by date. The employee record holds the current assignment’s values; the assignment history holds the rest. Configure and verify sensitive-field masking and storage protection before loading real employee data. BankAccountChangeRequests links the exact proof to a proposed account; Employees.VerifiedBankChange and each bank payment retain that approved request.

Migration order

Ledger accounts, then legal entities with clearing accounts, cost centres and tax years
Departments, locations, holidays, work patterns, positions
Pay components, pay calendars and their generated periods, statutory rules with bands, shifts, leave policies, benefit plans, policies
Employees with their current assignment, then assignment history, documents, verified bank-account requests, tax details for the current year, dependants and compensation records with lines
Opening leave balances, active benefit enrolments, active garnishments and loans with balances
Year-to-date payslip lines for the current tax year, as one opening payslip per employee per closed period, so certificates and year-to-date are right from the first run
Open transactions in their current status: leave requests, timesheets, offers, exits

Tables

Find a table 51 tables

LegalEntitiesThe employing company: the name on the contract, the payslip, the bank file and the statutory return, with the thresholds its payroll runs by.master

Field	Type	Required	Details
`EntityCode`	text	yes
`EntityName`	text	yes
`Country`	text	yes
`RegistrationNumber`	text	yes	Company registration
`TaxIdentifier`	text	yes	Employer withholding or tax registration
`SocialInsuranceNumber`	text		Employer registration with the social insurance or pension authority
`BankAccount`	text	yes	Payroll disbursement account
`BaseCurrency`	text	yes
`ClearingAccount`	reference	yes	→ GLAccounts; net pay clearing
`VarianceThresholdPercent`	decimal	yes	Change in gross or net against the previous run that the variance report flags
`OvertimeAlertHours`	decimal		Overtime hours per period above which a timesheet is highlighted for approval
`LeaveEscalationDays`	number		Days a submitted leave request may wait before escalation
`LeaveEscalationApprover`	reference		→ Employees; assigned HR Manager for overdue leave requests
`Active`	boolean	yes

DepartmentsOrganisational units under an entity, each with a default cost centre for payroll expense.master

Field	Type	Required	Details
`DepartmentCode`	text	yes
`DepartmentName`	text	yes
`LegalEntity`	reference	yes	→ LegalEntities
`ParentDepartment`	reference		→ Departments
`Head`	reference		→ Employees
`CostCentre`	reference	yes	→ CostCentres

CostCentresWhere payroll cost lands in the ledger; every employee, every timesheet line and every expense journal line carries one.master

Field	Type	Required	Details
`CostCentreCode`	text	yes
`CostCentreName`	text	yes
`LegalEntity`	reference	yes	→ LegalEntities
`Owner`	reference		→ Employees
`Active`	boolean	yes

LocationsOffices, plants and sites. A location decides the holiday calendar, the default work pattern and any regional statutory rule.master

Field	Type	Required	Details
`LocationCode`	text	yes
`LocationName`	text	yes
`LegalEntity`	reference	yes	→ LegalEntities
`City`	text
`Region`	text		State or province, used for regional rules
`Timezone`	text	yes
`WorkPattern`	reference		→ WorkPatterns; default for employees at this location
`Active`	boolean	yes

HolidaysPublic and company holidays per location and year; attendance, loss-of-pay and roster planning read them.master

Field	Type	Required	Details
`HolidayDate`	date	yes
`HolidayName`	text	yes
`HolidayType`	select	yes	Public, Company, Optional
`Location`	reference	yes	→ Locations
`Year`	number	yes

WorkPatternsWhich days of the week are working days and how many hours a day, so leave, attendance and weekly offs are counted from a rule.master

Field	Type	Required
`PatternCode`	text	yes
`PatternName`	text	yes
`Monday`	boolean	yes
`Tuesday`	boolean	yes
`Wednesday`	boolean	yes
`Thursday`	boolean	yes
`Friday`	boolean	yes
`Saturday`	boolean	yes
`Sunday`	boolean	yes
`HoursPerDay`	decimal	yes
`Active`	boolean	yes

PositionsApproved seats in the organisation: title, grade, band and reporting line, filled by employees and recruited against by openings.master

Field	Type	Required	Details
`PositionCode`	text	yes
`PositionTitle`	text	yes
`Department`	reference	yes	→ Departments
`ReportsTo`	reference		→ Positions
`Grade`	text		Pay grade or band code
`SalaryBandMin`	decimal		Annual
`SalaryBandMax`	decimal		Annual
`EmploymentType`	select	yes	Permanent, FixedTerm, PartTime, Intern
`Headcount`	number	yes	Approved seats
`Status`	select	yes	Open, Filled, Frozen, Closed

EmployeesThe employee master: one record per person per entity, from onboarding to exit. The organisation columns hold the current assignment; history is in EmployeeAssignments.master

Field	Type	Required	Details
`EmployeeNumber`	text	yes
`FullName`	text	yes
`LegalEntity`	reference	yes	→ LegalEntities
`Department`	reference	yes	→ Departments; current, from the active assignment
`Position`	reference	yes	→ Positions; current
`Manager`	reference		→ Employees; current
`Location`	reference	yes	→ Locations; current
`CostCentre`	reference	yes	→ CostCentres; current
`WorkPattern`	reference	yes	→ WorkPatterns
`EmploymentType`	select	yes	Permanent, FixedTerm, PartTime, Intern, Contractor
`HireDate`	date	yes
`ContinuousServiceDate`	date	yes	Earlier than HireDate after an intra-group move
`ContractEndDate`	date		FixedTerm and Intern
`ProbationEndDate`	date
`ConfirmationDate`	date
`WorkEmail`	text	yes
`Phone`	text
`Address`	longtext
`EmergencyContact`	text		Name and phone
`DateOfBirth`	date	yes
`Gender`	select		Female, Male, Other, Undisclosed
`NationalIdNumber`	text	yes	Masked on screen except for HR Manager and Payroll Officer
`TaxIdentifier`	text		Employee tax number
`SocialInsuranceNumber`	text
`BankName`	text
`BankAccountNumber`	text		Masked; populated only from an approved BankAccountChangeRequests record
`VerifiedBankChange`	reference		→ BankAccountChangeRequests; request whose approved account is currently in use
`BankVerificationStatus`	select	yes	Unverified, Verified; a bank return clears verification and blocks another bank payment until a new request is approved
`PayCalendar`	reference	yes	→ PayCalendars
`PaymentMethod`	select	yes	BankTransfer, Cheque, Cash
`StatusEffectiveFrom`	date	yes
`Status`	select	yes	Onboarding, Active, OnLeave, Suspended, OnNotice, Exited

EmployeeAssignmentsThe effective-dated job history: which position, department, manager, location, cost centre and entity the employee held from which date, and why it changed.transaction

Field	Type	Required	Details
`AssignmentNumber`	text	yes
`Employee`	reference	yes	→ Employees
`EffectiveFrom`	date	yes
`EffectiveTo`	date
`LegalEntity`	reference	yes	→ LegalEntities
`Position`	reference	yes	→ Positions
`Department`	reference	yes	→ Departments
`Manager`	reference		→ Employees
`Location`	reference	yes	→ Locations
`CostCentre`	reference	yes	→ CostCentres
`ChangeReason`	select	yes	Hire, Promotion, Transfer, ManagerChange, Reorganisation, EntityTransfer
`ApprovedBy`	reference		→ Employees
`Status`	select	yes	Draft, PendingApproval, Active, Superseded

EmployeeDocumentsContracts, identity and address proofs, tax declarations, bank proofs, permits and qualifications, with verification and expiry.transaction

Field	Type	Required	Details
`DocumentNumber`	text	yes
`Employee`	reference	yes	→ Employees
`DocumentType`	select	yes	Contract, IdentityProof, AddressProof, TaxDeclaration, BankProof, Qualification, WorkPermit, Other
`File`	attachment	yes
`IssuedOn`	date
`ExpiryDate`	date		Work permits and certifications
`VerifiedBy`	reference		→ Employees
`VerifiedOn`	date
`Status`	select	yes	Pending, Verified, Rejected, Expired

BankAccountChangeRequestsA proposed payroll account and the exact proof reviewed for it. Approval checks that the proof belongs to the same employee, has DocumentType BankProof and Status Verified, and matches the proposed account. Approved requests are immutable; later changes require another request.transaction

Field	Type	Required	Details
`BankChangeNumber`	text	yes
`Employee`	reference	yes	→ Employees
`ProposedBankName`	text	yes
`ProposedAccountNumber`	text	yes	Masked outside HR Manager and Payroll Officer; employee may read their own request
`ProofDocument`	reference	yes	→ EmployeeDocuments; same employee, verified BankProof, matching this account
`RequestedBy`	reference	yes	→ Employees
`RequestedOn`	datetime	yes
`ApprovedBy`	reference		→ Employees; Payroll Officer other than RequestedBy
`DecidedOn`	datetime
`DecisionReason`	text		Required when rejected
`Status`	select	yes	Draft, Submitted, Approved, Rejected, Superseded

EmployeeTaxDetailsThe employee's side of income tax for a tax year: tax code or filing status, allowances, residency, regime and declared reliefs, verified before the run reads them.transaction

Field	Type	Required	Details
`TaxDetailNumber`	text	yes
`Employee`	reference	yes	→ Employees
`LegalEntity`	reference	yes	→ LegalEntities
`TaxYear`	number	yes
`TaxCode`	text		Code issued by the authority where one exists
`FilingStatus`	select		Single, Married, MarriedFilingSeparately, HeadOfHousehold, NotApplicable
`Allowances`	number		Declared allowances or exemptions
`ResidencyStatus`	select	yes	Resident, NonResident
`Regime`	text		Where the jurisdiction offers a choice of tax regime
`DeclaredDeductions`	decimal		Reliefs and deductions declared for the year
`DeclarationDocument`	reference		→ EmployeeDocuments
`EffectiveFrom`	date	yes
`EffectiveTo`	date
`VerifiedBy`	reference		→ Employees
`Status`	select	yes	Draft, Submitted, Verified, Superseded

PayComponentsEvery earning, deduction, employer contribution, reimbursement, terminal benefit and statutory line that can appear on a payslip, with its calculation method and the accounts it posts to.master

Field	Type	Required	Details
`ComponentCode`	text	yes
`ComponentName`	text	yes
`ComponentType`	select	yes	Earning, Deduction, EmployerContribution, Reimbursement, Statutory, TerminalBenefit
`CalculationMethod`	select	yes	Fixed, PercentOfBasic, PercentOfGross, PerDayAttended, PerHour, Formula
`Rate`	decimal		Amount per hour or per day for PerHour and PerDayAttended; blank to use the employee's rate
`Multiplier`	decimal		Configured factor for hourly or holiday components, verified for the applicable employment terms and jurisdiction
`Taxable`	boolean	yes
`ProRataOnAttendance`	boolean	yes	Reduced for loss-of-pay days
`ShowOnPayslip`	boolean	yes
`ExpenseAccount`	reference		→ GLAccounts; required for Earning, EmployerContribution, Reimbursement, TerminalBenefit
`LiabilityAccount`	reference		→ GLAccounts; required for Deduction, Statutory, EmployerContribution; the loan receivable for recovery components
`Active`	boolean	yes

PayCalendarsThe pay frequency, cutoff and pay day for a group of employees under an entity; the periods are generated from it.master

Field	Type	Required	Details
`CalendarCode`	text	yes
`CalendarName`	text	yes
`LegalEntity`	reference	yes	→ LegalEntities
`Frequency`	select	yes	Monthly, SemiMonthly, BiWeekly, Weekly
`AttendanceCutoffDay`	number	yes	Day of the period after which attendance and inputs lock
`PayDay`	number	yes	Day of month, or days after period end for non-monthly calendars
`Active`	boolean	yes

TaxYearsOne row per entity per tax year: its dates and whether the Finance Controller has locked it.master

Field	Type	Required	Details
`YearCode`	text	yes
`LegalEntity`	reference	yes	→ LegalEntities
`Year`	number	yes
`StartDate`	date	yes
`EndDate`	date	yes
`LockedBy`	reference		→ Employees
`LockedOn`	date
`Status`	select	yes	Open, Locked, Closed

PayPeriodsThe periods generated from a calendar inside a tax year, each with its cutoff, pay date and lock; one Regular run per period.transaction

Field	Type	Required	Details
`PeriodNumber`	text	yes
`PayCalendar`	reference	yes	→ PayCalendars
`LegalEntity`	reference	yes	→ LegalEntities
`TaxYear`	reference	yes	→ TaxYears
`PeriodStart`	date	yes
`PeriodEnd`	date	yes
`AttendanceCutoff`	date	yes
`PayDate`	date	yes
`Status`	select	yes	Open, Locked, Closed

StatutoryRulesEffective-dated withholding, social insurance, pension and levy rules per jurisdiction. A rate or threshold change is a new row with its own bands.master

Field	Type	Required	Details
`RuleCode`	text	yes
`RuleName`	text	yes
`Jurisdiction`	text	yes	Country or region
`RuleType`	select	yes	IncomeTax, SocialInsurance, Pension, HealthInsurance, ProfessionalTax, UnemploymentInsurance, Levy
`CalculationBasis`	select	yes	Flat, Banded, Cumulative
`WageBase`	select	yes	TaxableGross, Gross, Basic, Custom
`EmployeeRate`	decimal		Percent of the wage base; blank when bands are used
`EmployerRate`	decimal		Percent of the wage base; blank when bands are used
`WageCeiling`	decimal		Base above which the rate no longer applies; blank when bands are used
`FixedAmount`	decimal		Flat amount per period; blank when bands are used
`EffectiveFrom`	date	yes
`EffectiveTo`	date
`Component`	reference	yes	→ PayComponents
`FilingType`	select		MonthlyWithholdingReturn, SocialInsuranceReturn, PensionReturn, QuarterlyWageReport, YearEndStatement, EmployeeTaxCertificate, NewHireRegistration, GarnishmentRemittance
`FilingFrequency`	select		PerRun, Monthly, Quarterly, Annual, PerEvent
`FilingDueRule`	longtext		Configured deadline calculation and working-day adjustment, reviewed for the entity and jurisdiction before use
`FilingFormat`	text		Configured authority format and version; verified during rollout

StatutoryRuleBandsThe bands of a progressive rule: the rate that applies between two bounds and the amount already due at the lower bound. Line item of StatutoryRules.line item

Field	Type	Required	Details
`Sequence`	number	yes
`LowerBound`	decimal	yes	Annual or per period, as the rule's basis says
`UpperBound`	decimal		Blank for the top band
`Rate`	decimal	yes	Percent applied within the band
`FixedAmountAtLowerBound`	decimal		Cumulative amount due on reaching the lower bound

GLAccountsThe ledger accounts payroll posts to: salary expense, employer contribution expense, withholding payable, loan receivable, net pay clearing.finance

Field	Type	Required	Details
`AccountCode`	text	yes
`AccountName`	text	yes
`AccountType`	select	yes	Expense, Liability, Asset
`Active`	boolean	yes

ShiftsShift definitions with times, breaks, grace and the premium component paid when the shift is worked.master

Field	Type	Required	Details
`ShiftCode`	text	yes
`ShiftName`	text	yes
`StartTime`	text	yes	HH:MM
`EndTime`	text	yes	HH:MM, next day when earlier than StartTime
`BreakMinutes`	number	yes
`GraceMinutes`	number		Late arrival tolerance before a late mark
`NightShift`	boolean	yes
`AllowanceComponent`	reference		→ PayComponents
`Active`	boolean	yes

LeavePoliciesLeave types with accrual, entitlement, carry-forward and encashment rules, the month the leave year starts, and whether absence under them is paid.master

Field	Type	Required	Details
`PolicyCode`	text	yes
`PolicyName`	text	yes
`LeaveType`	select	yes	Annual, Sick, Casual, Maternity, Paternity, Compensatory, Unpaid, Bereavement
`AccrualMethod`	select	yes	MonthlyAccrual, AnnualUpfront, PerHoursWorked, None
`AnnualEntitlementDays`	decimal	yes
`LeaveYearStartMonth`	number	yes	1 to 12; the leave year need not be the tax year
`CarryForwardCapDays`	decimal
`Encashable`	boolean	yes
`Paid`	boolean	yes	Unpaid leave becomes loss-of-pay days in payroll
`AppliesTo`	select	yes	Permanent, FixedTerm, PartTime, Intern, All
`RequiresAttachment`	boolean	yes	Medical certificate beyond a threshold
`Active`	boolean	yes

BenefitPlansInsurance, retirement and allowance plans with premiums, employer share, coverage levels, the dependant age limit and the deduction component.master

Field	Type	Required	Details
`PlanCode`	text	yes
`PlanName`	text	yes
`Category`	select	yes	Health, Dental, Vision, Life, Disability, Retirement, Transport, Meal, Wellness
`Provider`	text	yes
`EmployeePremium`	decimal	yes	Per pay period at base coverage
`EmployerContribution`	decimal	yes	Per pay period at base coverage
`DeductionComponent`	reference	yes	→ PayComponents; employee premium
`EmployerContributionComponent`	reference		→ PayComponents; required when the employer share is nonzero
`ProrationMethod`	select	yes	FullPeriod, CalendarDays, WorkingDays; agreed with the provider during configuration
`EligibleEmploymentType`	select	yes	Permanent, FixedTerm, PartTime, Intern, Contractor, All
`EnrolmentWindowStart`	date
`EnrolmentWindowEnd`	date
`EligibilityWaitDays`	number		Days after hire before enrolment is allowed
`MaxDependantAge`	number		Age at which a covered child leaves the plan
`Active`	boolean	yes

PoliciesVersioned company policies that employees may be required to acknowledge.master

Field	Type	Required	Details
`PolicyCode`	text	yes
`PolicyName`	text	yes
`Version`	text	yes
`Category`	select	yes	CodeOfConduct, Leave, Attendance, ITSecurity, AntiHarassment, Expense, DataProtection, Other
`Document`	attachment	yes
`EffectiveFrom`	date	yes
`RequiresAcknowledgement`	boolean	yes
`Owner`	reference		→ Employees
`Status`	select	yes	Draft, Published, Superseded

JobOpeningsA requisition to fill one or more seats on a position, approved before recruiting starts.transaction

Field	Type	Required	Details
`RequisitionNumber`	text	yes
`Position`	reference	yes	→ Positions
`Department`	reference	yes	→ Departments
`HiringManager`	reference	yes	→ Employees
`Recruiter`	reference		→ Employees
`Openings`	number	yes
`BudgetedSalary`	decimal		Annual, per seat
`TargetStartDate`	date
`OpenedOn`	date
`ApprovedBy`	reference		→ Employees
`Status`	select	yes	Draft, PendingApproval, Open, OnHold, Filled, Cancelled

CandidatesA person applying to an opening, tracked through the stages to hire or rejection.transaction

Field	Type	Required	Details
`CandidateNumber`	text	yes
`FullName`	text	yes
`Email`	text	yes
`Phone`	text
`JobOpening`	reference	yes	→ JobOpenings
`Source`	select	yes	Referral, JobBoard, Agency, CareersPage, Internal, Direct
`Resume`	attachment
`CurrentEmployer`	text
`ExpectedSalary`	decimal		Annual
`Recruiter`	reference		→ Employees
`Rating`	number		1 to 5, averaged from interviews
`AppliedOn`	date	yes
`HiringDecisionBy`	reference		→ Employees; hiring manager after recorded interview feedback
`HiringDecisionOn`	date
`HiringDecision`	select		ProceedToOffer, Reject
`Stage`	select	yes	Applied, Screening, Interviewing, Offered, Hired, Rejected, Withdrawn

InterviewsA scheduled conversation between a candidate and an interviewer, with the feedback that follows.transaction

Field	Type	Required	Details
`InterviewNumber`	text	yes
`Candidate`	reference	yes	→ Candidates
`Interviewer`	reference	yes	→ Employees
`InterviewType`	select	yes	PhoneScreen, Technical, Panel, HiringManager, HR
`ScheduledStart`	datetime	yes
`ScheduledEnd`	datetime	yes
`Rating`	number		1 to 5
`Recommendation`	select		StrongHire, Hire, NoHire, StrongNoHire
`Feedback`	longtext
`Status`	select	yes	Scheduled, Completed, Cancelled, NoShow

OffersThe priced offer to a candidate, approved against the position's band before it is sent.transaction

Field	Type	Required	Details
`OfferNumber`	text	yes
`Candidate`	reference	yes	→ Candidates
`JobOpening`	reference	yes	→ JobOpenings
`Position`	reference	yes	→ Positions
`LegalEntity`	reference	yes	→ LegalEntities
`AnnualSalary`	decimal	yes
`SigningBonus`	decimal
`ProposedStartDate`	date	yes
`ProbationMonths`	number	yes
`OfferLetter`	attachment
`ExpiresOn`	date	yes
`HRApprovedBy`	reference		→ Employees; HR Manager signs every offer
`HRApprovedOn`	date
`FinanceApprovedBy`	reference		→ Employees; Finance Controller signs when above the position band
`FinanceApprovedOn`	date
`ApprovedBy`	reference		→ Employees; final required approver
`SentOn`	date
`DecidedOn`	date
`Status`	select	yes	Draft, PendingApproval, Approved, Sent, Accepted, Declined, Expired, Withdrawn

OnboardingTasksThe checklist created for a new joiner: contract, documents, bank details, tax declaration, payroll setup, equipment and access.transaction

Field	Type	Required	Details
`TaskNumber`	text	yes
`Employee`	reference	yes	→ Employees
`TaskName`	text	yes
`OwnerRole`	select	yes	HR, Payroll, IT, Manager, Employee; IT tasks are worked by the Admin role
`Owner`	reference		→ Employees
`DueDate`	date	yes
`CompletedOn`	date
`BlocksFirstPayroll`	boolean	yes	The employee cannot enter a pay run while this task is open
`Status`	select	yes	Pending, Done, Overdue, Waived

CompensationRecordsAn effective-dated salary structure for an employee, with its pay basis. Each revision supersedes the previous one on its effective date.transaction

Field	Type	Required	Details
`RevisionNumber`	text	yes
`Employee`	reference	yes	→ Employees
`EffectiveFrom`	date	yes
`EffectiveTo`	date
`PayBasis`	select	yes	Salaried, Hourly, Daily
`AnnualGross`	decimal		Required for Salaried
`HourlyRate`	decimal		Required for Hourly; PerHour components read it
`DailyRate`	decimal		Required for Daily; PerDayAttended components read it
`Currency`	text	yes
`RevisionReason`	select	yes	Hire, Confirmation, AnnualIncrement, Promotion, MarketCorrection, Correction
`ApprovedBy`	reference		→ Employees
`ApprovedOn`	date
`Status`	select	yes	Draft, PendingApproval, Active, Superseded, Rejected

CompensationLinesThe components that make up a salary structure and their per-period amounts. Line item of CompensationRecords.line item

Field	Type	Required	Details
`Component`	reference	yes	→ PayComponents
`Amount`	decimal	yes	Per pay period
`Percent`	decimal		When the component is a percentage of basic or gross
`Sequence`	number	yes

LeaveBalancesThe running balance per employee, policy and leave year, maintained by accrual, submitted and approved requests, adjustments, encashment and lapse.transaction

Field	Type	Required	Details
`Employee`	reference	yes	→ Employees
`LeavePolicy`	reference	yes	→ LeavePolicies
`LeaveYear`	number	yes
`OpeningBalance`	decimal	yes	Carried forward
`Accrued`	decimal	yes
`Taken`	decimal	yes	Approved requests only
`Pending`	decimal	yes	Submitted requests not yet decided
`Adjusted`	decimal	yes	Manual adjustment with a reason
`Encashed`	decimal	yes
`Lapsed`	decimal	yes	Days above the carry-forward cap at the leave year roll
`Available`	decimal	yes	Opening + accrued − taken − pending + adjusted − encashed − lapsed
`LastAccruedOn`	date

LeaveRequestsAn employee's request for leave under a policy, approved by their manager and deducted from the balance.transaction

Field	Type	Required	Details
`RequestNumber`	text	yes
`Employee`	reference	yes	→ Employees
`LeavePolicy`	reference	yes	→ LeavePolicies
`FromDate`	date	yes
`ToDate`	date	yes
`Days`	decimal	yes	Working days by the employee's work pattern, excluding holidays
`HalfDay`	boolean	yes
`Reason`	text
`Attachment`	attachment		Medical certificate where the policy requires one
`SubmittedOn`	datetime
`OriginalApprover`	reference		→ Employees; manager assigned at submission
`Approver`	reference		→ Employees; current assignee, changed to LegalEntities.LeaveEscalationApprover at escalation
`EscalatedOn`	datetime		Set when the configured waiting period elapses; original assignee remains recorded
`DecidedOn`	date
`Status`	select	yes	Draft, Submitted, Approved, Rejected, Cancelled, Withdrawn

ShiftRostersWho works which shift on which day at which location, published to the team and compared with attendance.transaction

Field	Type	Required	Details
`RosterNumber`	text	yes
`Employee`	reference	yes	→ Employees
`RosterDate`	date	yes
`Shift`	reference	yes	→ Shifts
`Location`	reference	yes	→ Locations
`PlannedStart`	datetime	yes	From the shift times, edited for overrides and swaps
`PlannedEnd`	datetime	yes
`SwappedWith`	reference		→ Employees
`Status`	select	yes	Planned, Published, Swapped, Cancelled

AttendanceRecordsOne row per employee per day: punches, hours, overtime, late minutes, the discrepancy flag and the attendance status payroll reads.transaction

Field	Type	Required	Details
`AttendanceNumber`	text	yes
`Employee`	reference	yes	→ Employees
`AttendanceDate`	date	yes
`Shift`	reference		→ Shifts
`ClockIn`	datetime
`ClockOut`	datetime
`HoursWorked`	decimal
`OvertimeHours`	decimal		Beyond shift hours, subject to timesheet approval
`LateMinutes`	number		Beyond the shift grace
`Source`	select	yes	Biometric, Mobile, Web, Import, Manual
`Discrepancy`	boolean	yes	Missing punch on a rostered day, or a punch on a leave day
`RegularisedBy`	reference		→ Employees
`RegularisedOn`	date
`RegularisationReason`	text
`Status`	select	yes	Present, Absent, HalfDay, OnLeave, Holiday, WeeklyOff

TimesheetsThe period timesheet for hourly and shift staff, approved by the manager before payroll reads it; the hours roll up from its lines.transaction

Field	Type	Required	Details
`TimesheetNumber`	text	yes
`Employee`	reference	yes	→ Employees
`PeriodStart`	date	yes
`PeriodEnd`	date	yes
`RegularHours`	decimal	yes	Roll-up from TimesheetLines
`OvertimeHours`	decimal	yes	Roll-up from TimesheetLines
`HolidayHours`	decimal		Roll-up from TimesheetLines
`CostCentre`	reference		→ CostCentres; default for lines without one
`SubmittedOn`	date
`Approver`	reference		→ Employees
`ApprovedOn`	date
`Status`	select	yes	Draft, Submitted, Approved, Rejected, Locked

TimesheetLinesOne line per day worked, with the hours and the cost centre they are charged to, linked to the roster entry and the attendance row. Line item of Timesheets.line item

Field	Type	Required	Details
`WorkDate`	date	yes
`CostCentre`	reference	yes	→ CostCentres
`RegularHours`	decimal	yes
`OvertimeHours`	decimal	yes
`HolidayHours`	decimal
`ShiftRoster`	reference		→ ShiftRosters
`AttendanceRecord`	reference		→ AttendanceRecords

PayrollInputsOne-time and variable amounts for a pay run: overtime, loss of pay, bonus, arrears, reimbursements, loan instalments, garnishment deductions.transaction

Field	Type	Required	Details
`InputNumber`	text	yes
`PayRun`	reference	yes	→ PayRuns
`Employee`	reference	yes	→ Employees
`Component`	reference	yes	→ PayComponents
`Amount`	decimal	yes
`Quantity`	decimal		Days, hours or units for rate-based components
`Source`	select	yes	Manual, Timesheet, Leave, Roster, Benefit, Loan, Garnishment, Import
`Reference`	text		Number of the source record
`Note`	text
`EnteredBy`	reference		→ Employees
`ApprovedBy`	reference		→ Employees
`InputDate`	date	yes
`Status`	select	yes	Pending, Approved, Applied, Rejected

PayRunsOne calculation of pay for a calendar and period, from input lock through approval, payment and posting.transaction

Field	Type	Required	Details
`PayRunNumber`	text	yes
`LegalEntity`	reference	yes	→ LegalEntities
`PayCalendar`	reference	yes	→ PayCalendars
`PayPeriod`	reference	yes	→ PayPeriods; one Regular run per period
`RunType`	select	yes	Regular, OffCycle, Bonus, FinalSettlement, Arrears
`PeriodStart`	date	yes
`PeriodEnd`	date	yes
`PayDate`	date	yes
`Headcount`	number	yes	Employees in the run
`GrossTotal`	decimal	yes
`DeductionsTotal`	decimal	yes
`EmployerContributionsTotal`	decimal	yes
`NetTotal`	decimal	yes	All non-reversed payslips, including held amounts
`HeldNet`	decimal	yes	Net of held payslips excluded from new payments
`PaidNet`	decimal	yes	Confirmed payments counted once, excluding returned or superseded attempts
`PaymentStatus`	select	yes	Unpaid, PartiallyPaid, Paid; derived independently of posting Status so unpaid obligations remain visible after posting
`InputRevision`	number	yes	Increased whenever an input changes
`CalculatedRevision`	number		Revision used by the most recent calculation; must equal InputRevision at submission
`CorrectionReason`	text		Required when a calculated or submitted run returns to Draft for correction
`PreparedBy`	reference		→ Employees
`ApprovedBy`	reference		→ Employees
`ApprovedOn`	date
`Status`	select	yes	Draft, InputsLocked, Calculated, PendingApproval, Approved, Posted, Closed

PayslipsOne employee's result in a pay run: days paid, gross, deductions, employer cost and net, with the generated document.transaction

Field	Type	Required	Details
`PayslipNumber`	text	yes
`PayRun`	reference	yes	→ PayRuns
`Employee`	reference	yes	→ Employees
`PayDate`	date	yes
`DaysInPeriod`	decimal	yes
`DaysPaid`	decimal	yes
`LossOfPayDays`	decimal	yes	Unpaid absence days
`GrossPay`	decimal	yes
`TotalDeductions`	decimal	yes
`EmployerContributions`	decimal	yes
`NetPay`	decimal	yes
`HoldReason`	text		Set when the payslip is held out of the payment batch
`ReleasedOn`	date
`Document`	attachment		Generated PDF
`Status`	select	yes	Calculated, Held, Released, Paid, Reversed

PayslipLinesEach component on the payslip with quantity, rate, amount and year-to-date. Line item of Payslips.line item

Field	Type	Required	Details
`Component`	reference	yes	→ PayComponents
`Quantity`	decimal		Days or hours
`Rate`	decimal
`Amount`	decimal	yes
`YearToDate`	decimal	yes
`Sequence`	number	yes

GarnishmentsCourt or agency orders to deduct from an employee's pay, with the amount, the cap, the priority among orders, the balance and the payee.transaction

Field	Type	Required	Details
`GarnishmentNumber`	text	yes
`Employee`	reference	yes	→ Employees
`OrderType`	select	yes	CourtOrder, ChildSupport, TaxLevy, StudentLoan, Bankruptcy, Other
`OrderReference`	text	yes	Court or agency reference
`Payee`	text	yes
`Priority`	number	yes	Order of deduction when more than one order is active; 1 first
`AmountPerPeriod`	decimal
`PercentOfNet`	decimal
`MaxPercentOfDisposable`	decimal		Cap on all orders together as a share of disposable earnings
`ProtectedEarningsFloor`	decimal		Net pay below which the deduction is reduced
`TotalOrdered`	decimal
`RemainingBalance`	decimal
`Component`	reference	yes	→ PayComponents
`StartDate`	date	yes
`EndDate`	date
`OrderDocument`	attachment
`Status`	select	yes	Active, Suspended, Completed, Cancelled

LoansAndAdvancesSalary advances and staff loans recovered in instalments through payroll.transaction

Field	Type	Required	Details
`LoanNumber`	text	yes
`Employee`	reference	yes	→ Employees
`LoanType`	select	yes	SalaryAdvance, PersonalLoan, TravelAdvance, EquipmentLoan
`Principal`	decimal	yes
`InstalmentAmount`	decimal	yes
`Instalments`	number	yes
`OutstandingBalance`	decimal	yes
`Component`	reference	yes	→ PayComponents
`DisbursedOn`	date	yes
`FirstDeductionPeriod`	date	yes
`ApprovedBy`	reference		→ Employees
`Status`	select	yes	Requested, Approved, Disbursed, Recovering, Settled, WrittenOff

PaymentBatchesThe bank file for a pay run: count and total rolled up from its payments, format, who authorised it and what the bank confirmed.transaction

Field	Type	Required	Details
`BatchNumber`	text	yes
`PayRun`	reference	yes	→ PayRuns
`LegalEntity`	reference	yes	→ LegalEntities
`BankAccount`	text	yes
`FileFormat`	select	yes	SEPA, NACHA, BACS, NEFT, Generic
`PaymentCount`	number	yes	Roll-up from Payments
`TotalAmount`	decimal	yes	Roll-up from Payments
`GeneratedOn`	date
`AuthorisedBy`	reference		→ Employees
`SentOn`	date
`BankReference`	text
`Status`	select	yes	Draft, Generated, Authorised, Sent, Confirmed, PartiallyFailed, Failed

PaymentsOne payment per payslip in a batch: method, the account it went to, the bank's confirmation or return, and the reissue if it came back.transaction

Field	Type	Required	Details
`PaymentNumber`	text	yes
`PaymentBatch`	reference	yes	→ PaymentBatches
`Payslip`	reference	yes	→ Payslips
`Employee`	reference	yes	→ Employees
`PaymentMethod`	select	yes	BankTransfer, Cheque, Cash
`BankAccountNumber`	text		Snapshot at generation, masked
`VerifiedBankChange`	reference		→ BankAccountChangeRequests; required for BankTransfer and must match the account snapshot
`ReissuesPayment`	reference		→ Payments; returned attempt replaced by this payment
`Amount`	decimal	yes
`SentOn`	date
`ConfirmedOn`	date
`ReturnReason`	text
`Status`	select	yes	Pending, Sent, Confirmed, Returned, Reissued

PayrollJournalsThe accounting entry for a pay run or a month-end accrual: expense by cost centre, liabilities by authority, net pay clearing.finance

Field	Type	Required	Details
`JournalNumber`	text	yes
`JournalType`	select	yes	PayRun, Accrual, AccrualReversal, Reversal
`PayRun`	reference		→ PayRuns; blank on accrual journals
`ReversesJournal`	reference		→ PayrollJournals
`LegalEntity`	reference	yes	→ LegalEntities
`PostingDate`	date	yes
`Description`	text
`TotalDebit`	decimal	yes
`TotalCredit`	decimal	yes
`PostedBy`	reference		→ Employees
`Status`	select	yes	Draft, Posted, Reversed

PayrollJournalLinesDebit and credit lines by account, cost centre and component. Line item of PayrollJournals.line item

Field	Type	Required	Details
`GLAccount`	reference	yes	→ GLAccounts
`CostCentre`	reference		→ CostCentres; expense lines only
`Component`	reference		→ PayComponents
`Debit`	decimal	yes
`Credit`	decimal	yes
`Description`	text

BenefitEnrolmentsAn employee's enrolment in a plan at a coverage level, with the per-period employee and employer cost that payroll deducts and accrues.transaction

Field	Type	Required	Details
`EnrolmentNumber`	text	yes
`Employee`	reference	yes	→ Employees
`BenefitPlan`	reference	yes	→ BenefitPlans
`CoverageLevel`	select	yes	Employee, EmployeeSpouse, EmployeeChildren, Family
`EffectiveFrom`	date	yes
`EffectiveTo`	date
`EmployeeCostPerPeriod`	decimal	yes
`EmployerCostPerPeriod`	decimal	yes
`EnrolmentReason`	select	yes	NewHire, OpenEnrolment, LifeEvent
`EligibilityEvidence`	attachment		Supporting document required for a life-event request
`TerminationReason`	select		Exit, Waived, CoverageChange, LifeEvent
`ApprovedBy`	reference		→ Employees
`Status`	select	yes	Pending, Active, Waived, Terminated, Rejected

DependantsSpouses, children and parents declared by an employee, for benefit coverage and nomination.master

Field	Type	Required	Details
`Employee`	reference	yes	→ Employees
`FullName`	text	yes
`Relationship`	select	yes	Spouse, Child, Parent, DomesticPartner
`DateOfBirth`	date	yes
`CoveredUnder`	reference		→ BenefitEnrolments
`Nominee`	boolean	yes	Named for insurance or retirement payout
`NomineeShare`	decimal		Percent

StatutoryFilingsEvery return, registration and remittance the entity owes an authority or a payee: period, due date, amount, the run it came from, the file, and the acknowledgement.transaction

Field	Type	Required	Details
`FilingNumber`	text	yes
`LegalEntity`	reference	yes	→ LegalEntities
`FilingType`	select	yes	MonthlyWithholdingReturn, SocialInsuranceReturn, PensionReturn, QuarterlyWageReport, YearEndStatement, EmployeeTaxCertificate, NewHireRegistration, GarnishmentRemittance
`PeriodStart`	date	yes
`PeriodEnd`	date	yes
`DueDate`	date	yes	Reviewed date derived from the configured deadline rule
`StatutoryRule`	reference		→ StatutoryRules; effective version used to prepare this filing
`DueDateBasis`	text	yes	Snapshot of the configured deadline and adjustment used
`AmountPayable`	decimal	yes
`PayRun`	reference		→ PayRuns
`Employee`	reference		→ Employees; new-hire registrations and tax certificates
`Garnishment`	reference		→ Garnishments; remittances
`ReturnFile`	attachment
`FiledOn`	date
`AcknowledgementNumber`	text
`PaidOn`	date
`PreparedBy`	reference		→ Employees
`ApprovedBy`	reference		→ Employees; Finance Controller for year-end statements
`ApprovedOn`	date
`ApprovalStatement`	reference		→ StatutoryFilings; approved YearEndStatement authorising employee certificate publication
`ReplacesFiling`	reference		→ StatutoryFilings; original filing retained when an amendment is made
`PublishedOn`	date		Employee tax certificate publication, after approval of its statement
`Status`	select	yes	Pending, Prepared, PendingApproval, Approved, Filed, Accepted, Rejected, Amended

PolicyAcknowledgementsThe record that an employee read and accepted a policy version, with the due date and the timestamp.transaction

Field	Type	Required	Details
`AcknowledgementNumber`	text	yes
`Policy`	reference	yes	→ Policies
`Employee`	reference	yes	→ Employees
`RequestedOn`	date	yes
`DueDate`	date	yes
`AcknowledgedOn`	date
`Status`	select	yes	Pending, Acknowledged, Declined, Overdue

ExitsA separation from initiation through notice, clearance and final settlement, with the terminal benefits the settlement pays.transaction

Field	Type	Required	Details
`ExitNumber`	text	yes
`Employee`	reference	yes	→ Employees
`ExitType`	select	yes	Resignation, Termination, Retirement, EndOfContract, Redundancy, Death
`InitiatedOn`	date	yes
`NoticePeriodDays`	number	yes
`LastWorkingDay`	date	yes
`NoticeWaived`	boolean	yes
`NoticeRecoveryDays`	number		Notice not served, recovered from the settlement
`PayInLieuDays`	number		Notice not given by the employer, paid in the settlement
`SeverancePay`	decimal		Redundancy or termination payment
`GratuityOrEndOfServiceAmount`	decimal		Statutory or contractual end-of-service benefit
`SeveranceBasis`	text		The rule or agreement the amounts were computed from
`ExitReason`	text
`ClearanceComplete`	boolean	yes	Clearance checks completed; outstanding balances identified for settlement
`ClearanceEvidence`	attachment		Checklist from Line Manager, Admin and Finance Controller
`ClearanceConfirmedBy`	reference		→ Employees; HR Manager
`ClearanceConfirmedOn`	date
`ExitInterviewDone`	boolean	yes
`FinalSettlementRun`	reference		→ PayRuns
`Rehireable`	boolean
`ApprovedBy`	reference		→ Employees; HR Manager authorises terminal amounts before the settlement run
`ApprovedOn`	date
`Status`	select	yes	Initiated, NoticePeriod, Clearance, FinalSettlement, Completed, Cancelled

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