Employee record
Employee records are the foundation of payroll, HR compliance and workforce management. A structured employee record system ensures accurate payroll, regulatory compliance and reliable audit trails.
Our Employee Record service centralizes all employment, payroll and compliance data into one secure system, giving HR, finance and management full visibility over the workforce.
What’s included
✔️ Employee master data structure: contract terms, salary elements, start/end dates, tax statuses, cost centers/projects
✔️ Change log for key updates (salary, bank details, status changes, benefits, deductions) with traceability
✔️ Document checklist management (required vs missing) for onboarding and ongoing compliance
✔️ Controlled update request flow (who can request, who approves, what evidence is required)
✔️ Secure access and data handling rules (role-based access, minimum necessary data)
✔️ Periodic data quality checks: missing fields, inconsistent values, duplicates, outdated records
✔️ Audit-ready employee history by period for payroll, audits, and internal reviews
✔️ Optional integration guidance with HRIS/payroll systems or structured spreadsheet templates
What we need from you
✔️ Current employee list and existing master data (HR file or system export)
✔️ Standard employment contract templates and policy rules (benefits, allowances, deductions)
✔️ Required compliance document list (by your internal policy and jurisdictions)
✔️ Approval owners for key changes (salary changes, bank changes, terminations)
✔️ Access method preference (HR system, shared secure repository, controlled spreadsheet)
How it works
1. Define required fields and documents: what must be collected and how it is validated.
2. Collect and validate data: review existing records, fix gaps, and normalize formats.
3. Implement update workflow: request → validation → approval → update → logged change.
4. Maintain monthly updates: ensure changes are captured before payroll cut-off.
5. Run periodic quality checks: catch missing or inconsistent data early.
6. Keep an audit-ready history: archive changes and supporting documents by period.
Typical timeline
Initial setup: 1–2 weeks depending on employee count and data quality.
Clean-up (if needed): 2–4+ weeks for larger teams or inconsistent historical records.
Ongoing maintenance: continuous, with most changes handled in 1–3 business days after request approval.
Common pitfalls we prevent
✔️ Salary or bank detail changes applied informally (messages/emails) with no traceability
✔️ Missing documents during onboarding leading to compliance gaps
✔️ Inconsistent formats (names, IDs, dates) causing payroll system errors
✔️ No clear ownership for data updates - HR and finance assume the other side is handling it
✔️ Outdated contract terms or benefit policies still reflected in payroll calculations
✔️ No audit trail, making investigations and audits slow and stressful
FAQs
Find answers to common questions!
Because payroll calculations depend on master data. Wrong start dates, contract terms, bank details, or salary elements lead to incorrect pay even if the payroll process is otherwise correct.
Yes. We can standardize fields while capturing jurisdiction-specific data where required, and maintain documentation checklists accordingly.
We require documented requests, verification, approval, and a logged change history before updates are used for payment.