Communicate Compensation Decisions
Export data spreadsheets and download employee pay letters.
Prerequisites
Before you can communicate compensation decisions, you must finalize them during the Review Compensation Decisions stage.
Overview
When a compensation cycle reaches the communication stage, an email is automatically sent to all managers and supporting users. This notification lets them know that pay letters are now available for download. In this stage, you can distribute pay letters and export compensation data. You can either download the pay letters yourself to provide to employees, or direct managers to access them directly through their assigned tasks. To ensure every employee is informed, you can monitor who has and hasn't had their pay letter downloaded.
Additionally, you can export all compensation data into a spreadsheet. This feature allows you to manually upload the information into your organization's HRIS (Human Resources Information System). Once you have all the necessary documents and have communicated all decisions, you can officially close the cycle.
Download pay letters
To download a pay letter:
- Select the pay letters you want to download.
- Click the More button
.
- Choose from the following options:
- Click View task to view a compensation summary and download pay letters.
- Click Export pay letters to DOCX.
- Click Export pay letters to PDF.
Export data
To export the data or notes to a spreadsheet and start an automatic download, click Export data.
From there, you can manually import the spreadsheets into your HRIS system. Smart Compensation supports a CSV file format that is template-based with comma-separated values for export. In its generic configuration, there are individual files available for download for each of the pay types that were included in the compensation cycle. These files contain the relevant data fields needed to update a typical HRIS system.
Below is an example of the base pay export file structure.
|
Employee ID |
|
Full Name |
Adjusted Pay |
Currency |
Effective Date |
Time Zone |
|---|---|---|---|---|---|---|
| Employee-17831386 | Dario.Rinaldi@examplecompany.com | Dario Rinaldi | 40573.27 | AUD | 04/13/2024 | UTC |
| Employee-40270 | Gerardo.Rodriquez@examplecompany.com | Gerardo Rodriquez | 14947.59 | USD | 04/13/2024 | UTC |
| Employee-13724998 | Pau.Castillo@examplecompany.com | Pau Castillo | 356084.98 | ARS | 04/13/2024 | UTC |
In addition to exporting the pay types, you can also export notes and any pay band entries that were changed.
Note: Visier will work with you during onboarding to identify your target HRIS or payroll system. Visier has a library of file formats that match several common HR systems. If we do not yet have the correct format you need for your target system, we will ask you to provide appropriate documentation and add this file format to our library so that the files you export will match your requirements. To configure Smart Compensation with your target system, contact your Customer/Partner Success Manager.
Close cycle
Once the cycle is finished and you have downloaded all the necessary documents, click Close cycle. You can return to the communication stage at any time after the cycle is closed to perform a new export or download pay letters.