Employee compensation
Compensation history records the salary and allowances that apply from a particular date. Use it to review pay terms and prepare a new dated entry. Payslips, payroll calculations, overtime, tax, and deductions are separate.
Access needed
Access depends on your assigned permissions and workflow scope.
- Open employee records
employees.readPersonal information, compensation and history have additional requirements below.
Role and permission labels
Typical responsibility: HR or authorized reader. Role names alone do not grant access.
- Read employee records
- Read compensation history
employees.compensation.readPersonal-data access alone does not expose compensation.
Role and permission labels
Typical responsibility: Authorized compensation reader. Role names alone do not grant access.
- Read compensation
- Add compensation or remove eligible future entries
employees.compensation.manageThe entry must satisfy effective-date restrictions; ordinary employee-update permission is insufficient.
Role and permission labels
Typical responsibility: Compensation administrator. Role names alone do not grant access.
- Manage compensation
Demo screenshots may show broader access than your account.
Open compensation history
Find the employee, check their employee number, and open Pay on the full record. Use the tab-strip arrows if Pay is off-screen.
Compensation has separate read and management access. Permission to view personal employee details does not automatically reveal pay, and permission to view pay does not automatically allow changes. Ask your administrator if a required action is unavailable.
Read the history
The history shows Effective from, Effective to, Currency, and Base salary, with the newest entries first. Use the paging controls for older records. Select a record to open its details, including allowances, reason, and the dates when it applies.
An end date shown as Current / open means that no end date has been recorded. Always check the start date too: a future entry is not today's pay just because it is open-ended. The detail view distinguishes scheduled, active, and completed records.
Salary + allowances is the sum of base salary and the recorded allowances before overtime, tax, and deductions. It is not take-home pay or a promise of a payslip total.
Add a compensation entry
Confirm the agreed amounts, currency, effective date, and required internal approval before entering a change. Direct compensation entry is not an approval request.
- Choose Add compensation
Open Add compensation in the Pay tab. Check that the employee is correct before entering amounts.
- Set the date and currency
Choose Effective from and the correct three-letter currency. The new start date must be later than every existing entry's start date, including entries already scheduled for the future.
- Enter salary and allowances
Enter a Base salary greater than zero. Add Housing, Transport, Meal, and Other allowances as applicable; allowances must be zero or greater. Use no more than two decimal places. Check the currency before interpreting the amounts.
- Review the summary
Add a useful Reason for change when needed, within 500 characters. Review base salary, total allowances, and Salary + allowances. Check the effective date separately from the amount totals.
- Save and verify
Select Save compensation once and wait for completion. Check the new history entry, its dates, currency, and amounts. If the save result is unclear, inspect history before trying again.
Adding a new entry closes an existing open entry on the day before the new start date. Previous pay records remain in history. New entries cannot be added for employees whose employment is Terminated or Contract Ended.
Change existing pay
When current pay is available and you have both read and management access, Change pay prepares a new entry from it. Review every component rather than assuming only the base salary matters.
The Change pay calculator, when available, helps prepare percentage or fixed-amount increases for a selected pay component. Applying its proposal fills the pay form; it does not save compensation. Review the completed form and select Save compensation to finish.
If no pay is effective today, Change pay is unavailable. Use Add compensation to establish the intended dated pay instead. If current pay could not be loaded, resolve the loading error before relying on a calculated increase.
Discard an unsaved draft
Choose Cancel to leave the form. If you changed values, the confirmation offers Keep editing or Discard changes. Discarding removes only your unsaved edits; it does not alter saved compensation history.
Delete a future entry
Only entries that have not taken effect can be deleted. The service checks whether the start date is after today in UTC; do not assume a local midnight makes an entry eligible.
Select Delete on the intended future row, review Delete future compensation?, and confirm only if that scheduled entry should be removed. Cancel to keep it. The preceding entry takes over the removed entry's end date. Review history afterwards, including which entry applies next.
An effective or historical entry cannot be deleted through this action. Coordinate corrections with your HR or payroll administrator rather than creating an unrelated entry to hide a mistake. Compensation changes can affect payroll, so check any affected payroll work separately.
On a phone
The same form stacks its fields vertically. Scroll through the form to check allowances and the review summary before saving. Confirm the currency and date even when they are outside the visible portion of the screen.
Troubleshooting
| Problem | What to check |
|---|---|
| Pay information or actions are unavailable | Ask your administrator to review compensation read or management access. |
| Save compensation is disabled | Check the effective date, three-letter currency, positive base salary, nonnegative allowances, decimal precision, and reason length. |
| A start date is rejected | Review the latest history entry, including future entries; the new start must be later. |
| Change pay is unavailable | Check whether pay is effective today, whether current pay loaded, and whether employment has ended. |
| Delete is disabled or rejected | Only future entries are eligible; the server uses today's UTC date. |
| Saving fails | Check history before retrying, then report the action and error to your administrator without exposing private pay amounts. |
Approved dated job changes can also add compensation history through their own workflow. Coordinate that process with direct entries so you do not record the same pay change twice.