Maintain Payroll Info Integrity After a Person Transfer for the US

A person's payroll data is always changing. After a global transfer, a subsequent payroll run on the person's original relationship could change their payroll balances. If that occurs, you must adjust the balances on the new payroll relationship to capture those changes.

For example, your HR administrator transfers a person at the end of the month. But you then your Payroll Administrator performs your month-end payroll run. Your employee now has updated balance info on their old relationship, and you need to copy it over to the new one.

An employee might also have been paid in the past on the target payroll relationship during the period spanning the balance value, that's after the start date of the balance dimension.

It's important for the payroll info on the target relationship to become and remain the source-of-truth. Should the balances on the new relationship require updating, you can use the Transfer Balances flow. This flow compares the balances for the same dimension and context values on both the source and target records.

• If it finds a difference in balance values, it updates the target records.

• If the balance values match, it takes no action.

For further info, see Overview of Copying Balances on the Help Center.

How this flow updates balances at the payroll relationship level

If the transferred employee has previously worked in the target payroll relationship:

1. The Transfer Balances flow adjusts the difference of balance values read from the source and the target.

2. Any balance being carried from the source includes balance that's processed for the same set of contexts in the target before.

For example:

1. An employee contributes $1000 in PSU A.

2. They then transfer to PSU B.

   The Local and Global Transfer flow copies the balance of $1000 to the new PSU.

3. The employee contributes an additional $3000 in PSU B, for a total contribution of $4000.

4. The person transfers PSU C.

   The flow copies the balance of $4000 to PSU C.

5. The person contributes an additional $1000 in PSU C, for a total contribution of $5000.

6. The employee transfers back to PSU A in the same year.

   Only $4000 out of the $5000 is copied to PSU A because $1000 already came from PSU A.

7. The person contributes $1000 in PSU A, for a total contribution of $6000.

8. The person transfers back to PSU B.

   Only $2000 out of the $5000 is copied because $3000 was earned in PSU B.

How this flow updates balances at the assignment level

Your organization might have configured the payroll formula to use assignment-level balances to determine the calculation results, instead of relationship level balances. For example, some calculation results must include the balance values from the prior assignment, such as assignment-level voluntary deductions with total owed, arrears, or both. If this is the case, you must ensure you copy those balances to the new assignment during the person transfer.

For example:

1. An employee contributes $2000 in PSU A, assignment 1 towards an assignment-level loan repayment.

2. They then transfer to PSU B, assignment 2.

   The Local and Global Transfer flow copies the balance of $2000 to PSU B.

3. The employee contributes an additional $3000 in assignment 2, for a total contribution of $5000.

4. The employee transfers to PSU C, assignment 3.

   The flow copies the balance of $5000 to PSU C.

5. The employee contributes an additional $1000 in assignment 3, for a total contribution of $6000.

6. The employee transfers to PSU A, assignment 4.

   The flow copies the balance of $6000 to assignment 4.

   This person now has two balances with two assignments on PSU A and a total of $8000.

   • Assignment 1: $2000

   • Assignment 4: $6000

   The relationship-level balance on PSU A of $8000 is invalid because $2000 of assignment 4's balance is already captured by assignment 1's balance.

   The payroll formula doesn't recognize assignment 1's contributions because the loan-repayment element is at an assignment level.

7. The process adds a relationship-level offset adjustment of -$2000.

   This doesn't impact the assignment-level balances for assignments 1 and 4.