Workflows, Hiring & HRPay History, Documents & Payroll Hand-Off

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Included in: Team and Advanced. Which Plan Includes What

Pay History, Documents & Payroll Hand-Off

This page describes the three parts of the HR module that deal with pay and paperwork. All three are included from the Team plan. This page is part of the reference HR Records, Time Off & Reviews.

What It Does

Pay history. Each record is pay from a date: effective date, base pay, bonus and reason. Amounts are stored encrypted and shown as dots; revealing one shows that one amount and is recorded.
A pay record is never edited or deleted. A record typed in by mistake can be voided with a reason. It stays in the history, marked as void with who voided it, when and why, and is left out of the payroll hand-off. Voiding cannot be undone.
Document vault. Files are stored encrypted and every download is recorded. Accepted types are PDF, PNG, JPEG, Word (.docx) and Excel (.xlsx), up to 10 MB each and 100 documents per person.
Who can see a document. Each document has its own setting: HR only, which is the default; HR and the employee; or HR, the employee and their manager.
What not to upload. The upload dialog asks you not to store passports, ID cards, bank details or medical notes.
Payroll hand-off. For a period of up to a year it lists joiners, leavers, pay changes and approved time off. Each time the file is prepared, that is recorded. The file carries no calculation, no tax and no bank details, and nothing is sent anywhere: you download it and give it to your payroll provider yourself.

Pay History (Included From Team)

The “Job & pay” tab shows a “Compensation history” card to people with the permission to see pay or to manage it. Each row is a record of pay from a date: effective date, base pay, bonus and reason. It is a record only — nothing is calculated or paid from it.

Amounts Are Revealed One At A Time

Amounts are stored encrypted and are never returned in the list. Each row shows dots until someone clicks “View (logged)”, which reveals that one amount and writes an audit entry.

Adding A Record

With the permission to manage pay, “Add” opens a form for “Base pay”, currency, “Pay period” (“Per year”, “Per month” or “Per hour”), “Effective date”, “Target bonus %” and “Reason”. A record is never edited or deleted.

Voiding A Record Entered By Mistake

A person with the permission to manage pay can click “Void” on a record that was typed in, answer “Why is it being voided?” (required, up to 255 characters) and click “Void record”. The record stays in the history, struck through and marked “Void” with who voided it, when and why, and is left out of the payroll hand-off. Voiding cannot be undone: add a new record with the right figures. The record carried over from a signed offer has no “Void” button; correct it by adding a record.

Document Vault (Included From Team)

The “Documents” tab keeps contracts and letters on the person’s file. Files are stored encrypted, and every download is recorded. Accepted types are PDF, PNG, JPEG, Word (.docx) and Excel (.xlsx), up to 10 MB each and 100 documents per person. The type is checked from the file’s own contents, not its name.

Each Document Has Its Own Visibility

“Who can see it” is one of “HR only” (the default), “HR and the employee”, or “HR, the employee and their manager”. A person sees only documents shared with them; a manager sees only documents shared with the manager, and only for people in their reporting line.

Category And Expiry

Categories are Contract, Offer, Job change letter, Signed policy, Certificate or training, Review, Letter and Other. An optional expiry date triggers the reminder to HR described under Date Reminders. Editing changes the details only; to replace the file, upload a new document.

What Not To Upload

The upload dialog asks you not to store passports, ID cards, bank details or medical notes. Right to work is recorded as a status on the Overview tab, with no copy of the document.

Payroll Hand-Off File (Included From Team)

HR & TalentPayroll Hand-off prepares a file for whoever runs your payroll. It needs its own permission, which is not implied by seeing files or by seeing pay one record at a time. For the step-by-step, see the guide Hand off to payroll.

Joiners

People who started in the period, with their job details, legal entity, cost centre and the pay on record for them at the end of the period.

Leavers

People whose last day is in the period, with the departure type and reason and their unused leave per type. Unused leave is each leaver’s balance on the day the file is prepared.

Pay Changes

Compensation records effective in the period, with the previous and new base pay, pay period, target bonus and reason. A person’s first record is marked as starting pay. A voided record is left out, both as a change and as the previous amount.

Approved Time Off

Approved requests, listed by the day they start, with the type, whether it is paid, the dates and the working days of the whole request. Time off taken by the hour shows its hours on the page; its CSV rows carry the part of a day under “Working days”, the hours (to two decimals) under “Hours” and the start time under “From”.

Nothing is fetched until you click “Prepare”, because preparing is itself recorded: each build writes an audit entry with who built which period and how many rows, not the amounts. The page also shows when a period was last prepared and by whom. A period cannot be longer than a year. Names and free-text reasons are written to the CSV with a guard against spreadsheet formulas.

A File, Not A Payroll Run

Zonitix does not run payroll. The file carries no calculation, no tax and no bank details, and nothing is sent anywhere: you download it and give it to your payroll provider yourself.

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Permissions Behind This Page

Where the sections above say who may see or do something, this is the permission that is checked. What each permission allows is listed in HR Records, Time Off & Reviews.

What The Page Says	Permission Checked
Seeing the Compensation history card (Pay History)	view_compensation or manage_compensation
Adding a pay record, and voiding one entered by mistake (Pay History)	manage_compensation
Preparing the payroll hand-off file (Payroll Hand-Off File)	export_compensation

Voiding A Pay Record: Route And Refusals

Voiding a pay record, described under Voiding A Record Entered By Mistake above: POST /user-management/employees/:userId/compensation/:recordId/void with { reason }. It answers 404 for an unknown record, 409 for one already voided, and 400 for a missing reason or a record that came from a signed offer.

Related reference

Org Chart

Time Off