Employee statements and workflow history
Employee statement
Where: a pay run → Employee entries → select the employee.
Who: payroll.detail.view, and access to the run's employer unit.
The statement is the internal calculation for one employee. It is not a statutory payslip: "Approval does not confirm salary payment or statutory tax calculations."
Employee calculation
| Field | Example (Amira, after calculation) |
|---|---|
| Run / status | 2026-10 · CALCULATED |
| Service period | 2026-10-01 to 2026-10-31 |
| Frozen base rate / basis | 36,000.0000 · Annual |
| Explicit quantity / divisor | 1 · 12 |
| Explanation | Annual salary paid in 12 monthly instalments |
| Base amount | 3,000.00 |
| Gross | 3,227.16 |
| Deductions | 150.00 |
| Employer contributions | 90.00 |
| Employer cost | 3,317.16 |
Net pay (3,077.16) is shown in the run's Employee entries list.
Frozen employee source
"The source values captured when this entry was created. Later HR changes do not refresh them."
| Field | Example |
|---|---|
| Captured / schema | 2026-10-30 09:12 · 1 |
| Employee / version / party | 10 · 4 · 310 |
| Administrative status | Active |
| Employment / version | 21 · 1 |
| Employer / employment type | Bright Haven – Head Office · Permanent |
| Employment dates | 2024-03-01 to (open) |
| Assignment / version | 33 · 2 |
| Business unit / department | Head Office · Finance |
| Position / job title | ACC-2 · Accountant |
| Cost centre / location | CC-100 · London |
| FTE / weekly hours | 1.0 · 37.5 |
| Compensation / version | 47 · 3 |
| Agreement / frequency | 36,000 GBP Annual · Monthly |
| Overtime eligible / bonus target | Yes · 5% |
Benefit snapshot
Benefit enrolments that overlapped the service period, with plan, type, coverage and status. They are for information only; they never create amounts.
"Benefits unavailable at capture. This does not mean zero enrolments." means the Benefits feature was off when the employee was captured.
Component lines
| Column | Example |
|---|---|
| Component / version | Overtime · V1 |
| Kind / tax treatment | Earning · Taxable |
| Quantity × rate | 10.5 × 21.6346 |
| Amount | 227.16 |
| Source / reason | OT-2026-10-001 · 10.5 overtime hours approved 30 Oct |
Workflow history
Where: a pay run → Entries and history → Workflow history.
Who: payroll.audit.view.
Every change to the run, in order. Entries can't be edited or deleted.
| Column | Meaning |
|---|---|
| Action | What was done |
| Transition | Status before → after |
| Actor / time | Who and when |
| Reason | The reason entered |
Example: run 2026-10:
| Action | Transition | Actor | Reason |
|---|---|---|---|
| CREATE | → DRAFT | Farah | Created payroll run |
| ADD_ENTRY | DRAFT → DRAFT | Farah | Entry 101: Annual salary paid in 12 monthly instalments |
| ADD_ENTRY | DRAFT → DRAFT | Farah | Entry 102: Timesheet TS-2026-10-011, 160 h approved |
| ADD_LINE | DRAFT → DRAFT | Farah | Line 501: 10.5 overtime hours approved 30 Oct |
| ADD_LINE | DRAFT → DRAFT | Farah | Line 502: Pension 5%, assessed externally |
| ADD_LINE | DRAFT → DRAFT | Farah | Line 503: Employer pension 3%, assessed externally |
| CALCULATE | DRAFT → CALCULATED | Farah | October inputs complete |
| REVIEW | CALCULATED → REVIEWED | Ben | Checked against timesheets and pension schedule |
| APPROVE | REVIEWED → APPROVED | Carol | Approved for payment on 2 November |
History records that an entry or line was removed, and why. It does not keep the removed values. The snapshots and amounts of an approved run are kept for good.
Next: Worked example.