Employee records

Employees is the central record for the firm’s own workforce. It ties a person to a position, department, location, manager, pay grade and payroll calendar. HR Business Partner maintains the employee and position information while Payroll Admin reads what is needed for pay. Employee uses self-service for the records within their permission. This shared identity keeps a leave request, timesheet and review connected to the same person.

The employee’s status distinguishes someone active, on leave, terminated or rehireable. A separate active flag is present as well. Before operating the system, agree which state is authoritative for access, reporting and payroll selection. Do not treat a newly created employee record as proof that a person has started work. Hire date, position and payroll calendar have to match the approved employment decision.

• Person. The employee record holds the working identity and the current organizational references.
• Seat. Positions identify the job title, department, location, reporting seat and pay grade.
• History. Employment events capture hires, transfers, promotions, pay changes and departures with effective dates.

Departments have a parent hierarchy and cost center. Locations carry a country and tax jurisdiction reference. A firm with offices in several countries can keep these choices explicit when it creates employees, while each payroll calendar names its entity, country, currency and frequency. HR can use the Employees feature page to see workforce distribution by department, open one employee detail and work from the filtered register.

Load job titles and pay grades before positions, then departments and locations, then employees. Decide who records changes to manager, position and salary and when those changes take effect. Set rules for correcting an earlier event without erasing the historical fact that it was recorded. Check the currency and entity selected for every employee who will enter a pay cycle.

A worker who moves from recruiting to payroll should retain their employee identity. HR Business Partner records the new position and an employment history event with the effective date. The manager and pay grade references should reflect the approved arrangement. Payroll Admin should confirm that the next run uses the correct calendar and pay basis. CHRO / VP People needs a readable trail of changes, not just today’s position.

Take an employee promoted from recruiter to recruiting manager. HR Business Partner first verifies the new position and pay grade, then records the promotion event with the effective date and prior and new salary values where applicable. The current employee record points at the new position and manager. The prior position remains visible through the event. A payroll review can compare the effective date against the next pay period before money is posted.

For a separation, record the termination event and date, then check outstanding timesheets, leave and final pay work. The employee record should continue to explain the person’s earlier applications, reviews and training. A later rehire uses the same history rather than making the earlier service disappear.

• Active employees — Current people with their department, position, manager and payroll calendar.
• My weekly timesheets — An employee’s own time records alongside the current employment context.

See the internal hiring process and the time and leave process.