Prepare Employee records for Payroll
Employee owns dated agreements and organisational facts. Payroll separately owns run periods, quantities/divisors, monetary calculation, review/approval and historical snapshots. Saving HR data does not calculate or pay a salary.
Handoff requirements
For each requested Payroll service period, the Employee snapshot service requires exactly one covering:
- Employment record.
- Assignment linked to that employment.
- Compensation agreement linked to that employment.
EMPLOYEE_COMPENSATION must be enabled, and the caller must pass the relevant employer and assignment unit access checks. Payroll owns its caller/sensitive-input permissions. The Employee UI has no button to request this internal snapshot directly.
Split at HR changes
| HR facts | Requested period | Outcome |
|---|---|---|
| One employment/assignment/pay agreement covers all November | 1–30 November | Covering-record requirement can pass |
| Pay agreement changes on 15 November | 1–30 November | No single covering pay record; split input periods |
| Assignment changes on 20 November | 1–30 November | Split at assignment change as appropriate |
| Gap in assignment coverage | Period crosses gap | Resolve actual approved input period or missing facts |
The error asks the Payroll preparer to split periods at HR changes; it does not automatically blend multiple agreements. Employer and assignment units may differ and both require access.
Meaning of snapshotted values
Base Amount is still expressed in Pay Basis. Frequency does not perform conversion. FTE, weekly hours, bonus target and overtime eligibility are source facts, not calculated earnings. Payroll's preparation foundation uses explicit units/divisors and component inputs; it does not silently select statutory rules from an Employee field.
Benefits are included when the feature is enabled and their periods overlap. The source snapshot is not an automatic deduction or guarantee that suspended/ended participation has a monetary effect. The preparer must review actual benefit state and relevant period.
Change and recovery
HR source edits do not rewrite existing Payroll snapshots or approved runs. If source data was wrong, correct it through Employee under authorisation and use Payroll's permitted refresh/reopen/correction process as applicable to that run. Do not promise a recalculation or payment effect from the HR save alone.
No accounting journal, salary bank instruction, payslip, tax filing or payment is created by Employee. Legacy Expense User IDs and existing Purchase references remain separate. This chapter documents the Employee boundary only; for pay runs, capture, calculation and approval see the Payroll guide.