Employee data and highlights in the payroll table – Personio

This article describes, which employee data is included in the preliminary payroll table and when it is highlighted.

When do employees appear in the preliminary payroll table?

In order for an employee to appear in the preliminary payroll table, two points must be considered: employment and assignment to payroll. Only if the conditions for both aspects are met, will an employee appear in the payroll table.

1. Employment

At least one condition must be met:

Regular employment

Termination of employment

The employee is employed at least one day in the payroll period based on hire and termination date.

The employee receives any salary payment up to 3 payroll periods after termination date.

There was a change of employee data up to 3 payroll periods after termination date.

2. Assignment to payroll

In addition to the conditions for employment, all conditions for the assignment to payroll must be met:

Employment Type	Subcompany (if enabled)	Payroll Group (if enabled)
The employee's employment type is internal.	The employee is assigned to a subcompany (the employee history must match the payroll period).	The employee has a value for the attribute for the payroll group (the employee history must match the payroll period).

How are data changes highlighted?

Data changes are highlighted in the preliminary payroll table, the detail drawer for each employee and in the payroll export file.

Note
In order for data changes to be highlighted correctly, it is important that you approve the payroll regularly. For more details on the impact of approval upon highlights, read our article on approving payroll.

In the preliminary payroll table

Get a general overview on what employee data has changed in the payroll table.

Data changes and new data are highlighted in the payroll table as follows:

Data changes made in the previous month (or payroll period) appear at the top of the table.
New or changed employee data is highlighted in an orange color.
New employees are marked with a green New for the first payroll month.
Exiting employees are marked with a black End during their last payroll month.

In the detail view drawer

For a detailed view of changes, click on the highlighted attribute to open a drawer with more context. If payroll has been approved early and the table view is frozen, you can still view subsequent changes in the detail view drawer.

The following information is provided in the drawer:

A list of all updated attributes of the employee
The old and the new values
The Date from which the new value applies
The Date the change was made

Tip
Click on the employee's name at the top of the drawer and navigate to their profile to update attributes, if necessary.

In the payroll export file

Review data changes in the payroll export file in EXCEL format to review changes and communicate them to your payroll accountant.

The payroll export file which is automatically created when you approve the payroll reflects all changes highlighted upon approval of the payroll. Note that subsequent changes after approval are not highlighted in this file. In order to view such changes made after the approval of the payroll, create a new payroll export file.

Tip
For more information on how to make sure you don't miss any data changes when approving payroll early, read our article on approving payroll.

Special cases

Tip
We recommend changing the attributes "subcompany" and "payroll group" on the first day of your payroll period, if necessary, to avoid the below explained behavior. You can do this by scheduling the attribute change.

Employee changes subcompany

Values	Requirement	Example
Employee attribute	The employee data should be displayed in both payrolls, that of the previous and of the current subcompany.	-
Fixed salary	For each individual subcompany, Personio calculates the prorated salary based on the days of the month.	Changing from subcompany A to subcompany B on 12.09. results in 11/30 of the salary being on A's payroll and 19/30 on B's payroll (if 30-day prorated salary calculation has been set).
Recurring compensation
Hourly Salary	Personio calculates and displays the prorated monthly salary per hour based on the number of days in the payroll period in each subcompany.	Payroll period 15.-14. of the month: Changing from subcompany A to subcompany B on 19.09. results in 4/30 of the salary being on A's payroll and 26/30 on B's payroll (if 30-day prorated salary calculation has been set).
Bonus	Personio settles the bonus in full and displays it as part of the previous subcompany's payroll.	-

Employee changes payroll group

Values	Requirement	Example
General	Identical to case "Employee Changes Subcompany".	Payroll group A: payroll period 15.–14. of the month Payroll group B: payroll period 01. – month end Employee changes from A to B on November 5.
Employee attribute	-	-
Fixed salary, Recurring compensation	-	Fixed salary of €1,000, based on the November payroll (reference: days per month): Payroll group A: 15/30 * €1,000 + 4/30 * €1,000 = €633.33 (15.10–04.11) Payroll group B: 26/30 * €1,000 = €866.67 (04.11. – month end)
Hourly Salary	-	For the November payroll (reference is the days of the payroll period): Payroll group A: hourly salary * working hours from 14.10.–05.11. Payroll group B: hourly salary * working hours from 05.11.–30.11.
Bonus	-	€100 bonus for November: A: €100 B: none

Company introduces payroll groups

Values

Requirement

Example

For each payroll group and all employees assigned to a payroll group, Personio highlights all data changes made since the last payroll export in which the employee was included.

No grouping by payroll groups in September
Payroll is settled on 20.09.
There is a data change for the employee attribute "bank account" on 21.09.
In October, the division into two payroll groups takes place

The change to the "bank account" attribute will be highlighted in the October payroll, although it was applied in September

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