01 · PROJECT BACKGROUND
Too Late to Correct Before Payroll, More Recalculation Afterward
The customer had multiple internal rules for leave and overtime records. Given the cost of modifying individual packaged-system functions, not every rule was embedded in each entry and approval workflow.
Employees or approvers could miss conditions. HR often identified these issues only during consolidated checks before payroll, leaving little time for corrections and affecting the payroll schedule.
Even after payroll closes, employees may add, change or delete leave and overtime records from previous periods. These changes require recalculation and payment or recovery of the difference in the current period.
02 · THE CHALLENGE
Historical Attendance Changes Affect the Entire Payroll Calculation
Standard HR systems may not recalculate historical leave, overtime, shift allowances and the payroll basis together for periods that have already closed.
Without custom functionality, HR must list every addition, deletion and change, recalculate leave deductions, overtime pay and shift allowances, then compare each item with the original payroll to determine the current adjustment.
03 · IMPLEMENTATION
Two Layers: Early Alerts and Retroactive Adjustments
Our core team members led requirements analysis, system design and implementation consulting. They designed two automation mechanisms within the existing HR architecture to address issues before and after payroll closes.
Layer One: Alerts Before Payroll Closes
A scheduled daily check examines leave, overtime and other attendance records against the customer's internal-control rules.
When exceptions are found, the system emails the requester, approving manager and HR staff, listing the records and unmet conditions so they can review and correct them promptly.
Layer Two: Recalculate Historical Data After Payroll
A second mechanism recalculates payroll when leave or overtime is entered or changed after payroll closes, retaining both the original payroll data and the recalculated version.
- Retain attendance and payroll records as originally finalized.
- Recalculate leave, overtime, shift allowances and average hourly pay.
- Compare the original payroll with recalculated results to determine current adjustments.
- Generate adjustment records for the current period automatically.
- Show differences and adjustment details on payslips.
04 · OUTCOME
Resolve Exceptions Earlier and Keep Adjustments Traceable
Daily checks find attendance exceptions before the final payroll review. Staff receive earlier notice and can make corrections, reducing last-minute investigation and follow-up for HR.
If historical records change after payroll closes, the system recalculates payroll, compares versions, generates adjustments and adds payslip notices, replacing manual compilation and calculations.
Original payroll records, recalculated results and the source of each difference are retained, giving HR a clear basis for later checks and traceability.