Employee pay records

Employee pay holds dated salary and allowances. A payroll run uses the eligible records to calculate period earnings, deductions and net pay. A saved monthly salary is not necessarily the amount earned in a partial period, and it is not a completed payment.

Access needed

Access depends on your assigned permissions and workflow scope.

Browse employee pay and compensation history: All:employees.reademployees.compensation.read
The Payroll view requires the Payroll plan feature. Employee personal-data access alone does not reveal compensation.
Role and permission labels
Typical responsibility: Authorized pay reader. Role names alone do not grant access.
Read employee records
Read compensation
Add or change dated pay: All:employees.reademployees.compensation.reademployees.compensation.manage
Check employee status and date ordering. Payroll management does not substitute for compensation management.
Role and permission labels
Typical responsibility: Authorized compensation administrator. Role names alone do not grant access.
Read employee records
Read compensation
Manage compensation
Use the department filter: organization.read
In addition to the employee/pay read requirements. Lack of this optional lookup should not grant or imply compensation-write access.
Role and permission labels
Typical responsibility: Authorized organization reader. Role names alone do not grant access.
Read organization settings and structure
Read calculated results in a pay period: payroll.read
A calculated transaction is separate from the employee compensation record.
Role and permission labels
Typical responsibility: Payroll reader. Role names alone do not grant access.
Read payroll periods and results
Recalculate the Processing run: payroll.manage
Reading the run additionally needs payroll.read. Approved and Finalized runs remain locked.
Role and permission labels
Typical responsibility: Payroll operator. Role names alone do not grant access.
Manage payroll runs

Demo screenshots may show broader access than your account.

Find the employee and effective date

Open Pay configuration → Employee pay. Search by employee name or number. Check the Pay as of filter: the list shows salary and allowances effective on that date, not every scheduled or historical amount.

Employee pay filtered to a fictional employee with salary Not set — Inspect history before adding a new record.

Not set means there is no effective salary for the selected date. Open Manage pay to inspect history before adding anything; a future record may already exist. Clear filters when you cannot find the intended employee.

Add an authorized dated record

Open Manage pay
Verify the employee and existing Compensation history. If there is no current pay, use Add compensation rather than Change pay.
Choose the effective date and currency
The start date must be later than every existing pay record, including future entries. Choose the approved currency and date.
Enter salary and allowances
Enter a positive Base salary and the applicable allowances. Leave unused allowances at zero. Use no more than two decimal places and record a meaningful reason when appropriate.
Review and save once
Check the Salary + allowances summary and select Save compensation. Wait for success, reopen history and verify the saved date, currency and amounts.

Compensation form with fictional salary and transport allowance — Sample amounts are documentation data only.

The fictional example saves USD 1,500 Base salary and USD 100 Transport allowance effective October 27, 2026. Its reason identifies it as documentation data. These are sample amounts, not a recommended salary or policy.

For the full shared workflow—including Change pay, planned entries and future-entry deletion—use Employee compensation. The Payroll view uses the same compensation history; it is not a separate salary catalogue.

Verify history and the expanded row

Saved compensation history effective October 27 with USD1500 base salary — Compensation history is separate from issued payslips.

Check Effective from, Effective to, Currency and Base salary. Current / open means no end date is recorded, not necessarily that a future record is effective today. The history panel's year-to-date totals come from issued payslips and can remain empty after adding compensation.

Close the panel and expand the employee's row to inspect the allowances, total pay and effective range. If values have not refreshed, use Refresh employee pay before deciding that the save failed.

Expanded employee pay row showing salary and allowances — Values apply to the selected Pay as of date.

Recalculate an eligible payroll run separately

Saving compensation does not update an existing payroll transaction. Return to the intended Processing period and follow Calculate and review payroll to recalculate and inspect results. Payroll receives pay changes separately, so if an expected result is still missing, investigate the effective range and whether the change has reached payroll rather than repeatedly creating pay records.

Processing payroll employee result after fictional compensation was added — Processed does not mean paid or finalized.

The fictional run originally had no employee results. After the new pay record and recalculation, it contains one Processed result for the employee. Processed is a calculation status; it does not mean a payment was sent or the run was finalized.

Understand a partial-period result

Open View breakdown on the employee result. Check Earnings, Deductions and Time and pay adjustments together.

Fictional payroll breakdown with five of31calendar days proration — Check the recorded segment before comparing with monthly salary.

The example shows 5 of 31 calendar days, October 27–31. The configured monthly salary and allowance are prorated for that segment: calculated Base salary USD 241.94, Allowances USD 16.13, Gross pay USD 258.07, Employee NASSCORP USD 7.74, and Net pay USD 250.33. These amounts describe this saved fictional calculation only; different dates, workspace settings and source data produce different results.

The example remains Processing. It has not been approved or finalized, and no payslip or payment was issued. The earlier empty-calculation screenshots show the same run before compensation was added.

Continue with Review payroll transactions for result filtering, employee history and register previews.

Correct pay carefully

Use an authorized dated change and the organization's approval process. Effective or historical compensation cannot be deleted through the future-entry action; only records starting after today in UTC are eligible. An employee whose employment has ended cannot receive a new compensation record through this workflow.

Troubleshooting

Problem	What to check
Employee pay is unavailable	Check employee-read and compensation-read access and the Payroll feature.
Salary says Not set	Check Pay as of and existing history, including future entries.
Change pay is unavailable	There may be no current pay; use Add compensation only after reviewing history.
A new start date is rejected	It must be later than all existing records, including scheduled entries.
Year-to-date is still empty after saving	It uses issued payslips, not compensation history.
Payroll still shows the old amount	Recalculate the eligible Processing run and check date coverage and synchronization.
The result is lower than monthly salary	Inspect proration dates, allowances, leave and deductions in View breakdown.
A history Delete action is disabled	An already-effective record is not eligible for future-entry deletion.