Add Salary Information
Create or edit salary records for an employee.
Salary records document employee compensation data for HR review.
Handle salary changes as dated records. This keeps compensation history clearer than overwriting old compensation without context.
When To Add A Salary Record
Add a salary record when an employee starts, receives a raise, changes from hourly to monthly compensation, changes currency, or has a compensation change that needs an effective date.
Add Salary
- Open the employee record.
- Go to salary information.
- Select Add salary.
- Enter amount and basic salary.
- Choose salary type: monthly, hourly, or annual.
- Set the currency.
- Enter the effective date.
- Add an end date only when the salary should stop on a known date.
- Add notes if needed.
- Save the salary.
If you are correcting a mistake in a compensation period that has already been reviewed, add a note explaining the correction and coordinate with the compensation owner before changing active salary history.
If the salary change comes from an approved raise, promotion, or contract change, attach or reference the approval according to your HR process before the next salary review.
Salary Fields
- Amount: the total compensation amount for the salary record.
- Basic salary: the base salary amount used for compensation review.
- Salary type: monthly, hourly, or annual.
- Currency: three-letter currency code, such as USD, EUR, or GBP.
- Effective date: when this salary starts.
- End date: when this salary stops, if known.
- Notes: context for HR or compensation reviewers.
Use a new salary record for a new compensation period instead of overwriting old salary history without notes.
Add notes when the salary change comes from a raise, promotion, correction, contract change, or currency change.
Avoid overlapping active salary records unless your compensation process explicitly requires them. Overlaps make it harder to know which salary should apply to a salary review.
Before Compensation
Review salary records before HR or finance review. Compensation records depend on current salary information.
Check that each active employee has the right salary type, currency, effective date, and active salary before using the record in reports.
Review new hires, recent promotions, currency changes, and employees moving between hourly and monthly compensation before sharing reports.
Compare salary effective dates with the compensation period. A salary starting in the middle of a period may need a manual adjustment, prorated calculation, or compensation owner review.
Troubleshooting
If compensation uses the wrong salary, check effective date, end date, salary type, currency, and whether multiple salary records overlap.
If an old salary still appears current, add an end date or create the new salary record with the correct effective date according to your process.
If an employee is missing from a salary review, confirm the employee is active and has a salary record effective during the review period.
Review Checklist
Before saving a salary record, confirm:
- The amount and basic salary match the approved compensation.
- The salary type matches how the employee is paid.
- The currency matches the approved salary record.
- The effective date is the first date the salary should apply.
- The end date is blank unless the stop date is known.
- Notes explain unusual corrections or approvals.
After saving, reopen the employee salary section and confirm only the intended salary record is current for the next compensation period.