Demo Global Ventures Group: people and payroll cycle

Demo Global Ventures Group employs staff in the UAE, India, and Saudi Arabia. The UAE company pays AED, the India company pays INR, and the Saudi company pays SAR. Employees may work across branches and projects, but each legal employment belongs to one company, payroll calendar, country policy, and currency. This fictional case shows how OSERP separates a person, employment, attendance, leave, compensation, payroll calculation, approval, journal, and payslip.

Employee and employment records

HR creates employee EMP-2048 with legal name, preferred name, contact, identity reference, emergency contact, nationality where permitted, bank account, documents, privacy classification, and active status. The employment record contains company, branch, job, manager, start date, end date, employment type, payroll calendar, currency, cost centre, project, and status.

Field	Example	Purpose
Employee code	EMP-2048	Stable person reference
Legal company	DGV UAE Trading LLC	Payroll and statutory boundary
Branch	Dubai DC	Local manager and cost attribution
Job	Warehouse supervisor	Role and compensation policy
Manager	Omar Hassan	Approval and reporting line
Start date	2026-03-01	Eligibility and prorating
Payroll calendar	UAE monthly	Run period and cut-off
Currency	AED	Compensation and payment currency
Cost centre	WH-DXB	Departmental expense attribution

One person can have multiple employments over time, but the payroll run must select the active employment for the company and period. Editing a person’s name is not a substitute for correcting an employment transfer.

Privacy and documents

Identity, bank, medical, visa, and tax documents use separate document kinds, expiry dates, verification status, owner, and access scope. HR may upload a passport scan; a branch manager should not automatically read it. Document verification records verifier, date, result, and reason. Deleting a document requires policy and audit review.

The academy uses fictional names and never places real identity numbers, bank details, or private attachments in examples. A consultant must define retention, masking, export, correction, and deletion rules for each country.

Leave policy and balances

HR configures leave types, unit (days/hours), annual entitlement, carry-forward, holiday calendar, accrual frequency, approval role, evidence, and negative-balance rule. Employee EMP-2048 requests three annual-leave days. The request records type, start/end, duration, reason, attachment, delegate, and approver.

The balance report must distinguish opening, accrued, used, pending, carried forward, and closing. An approved request reduces available balance according to policy; a pending request may reserve it or may not. A rejected request must not reduce entitlement. Year-end processing carries or expires balance through a deliberate action with a run reference.

Attendance and overtime

The supervisor records date, employee, branch, shift, clock-in, clock-out, break, attendance status, source, correction reason, and approval. A correction after payroll cut-off requires audit evidence. Attendance is not automatically payable overtime; the overtime rule, manager approval, and payroll component determine that.

For one week, the employee works 40 regular hours and four approved overtime hours. The project dimension on the attendance or payroll line identifies whether the cost belongs to warehouse operations or a customer project. A missing dimension makes the payslip correct but management margin wrong.

Compensation and tax profile

Compensation records effective-from date, currency, base salary, allowances, deductions, employer contributions, pay frequency, bank, and approval. A tax profile records country, residency, exemptions, social-insurance category, and effective dates where the product supports them. Do not copy a UAE rule into India or Saudi payroll merely because the field names match.

The employee receives AED 18,000 base salary, AED 3,000 housing allowance, AED 1,000 transport allowance, and an AED 750 approved overtime component. A salary change effective 1 September must prorate according to the payroll calendar; changing the master after a run does not rewrite the posted period.

Payroll run lifecycle

The payroll officer creates a run with company, calendar, period start/end, pay date, currency, branch scope, and status. The run collects active employments, approved attendance, leave, compensation, deductions, benefits, loans, and statutory inputs. It calculates gross, deductions, employer cost, net pay, and exceptions.

Run stage	Operator action	Control
Draft	Select period and scope	No journal or payslip
Calculated	Review earnings/deductions	Exceptions visible
Approved	Authorised payroll manager signs	Changes controlled
Posted	Journal created	Period and mappings validated
Paid	Bank file/payment evidence	Payment reconciliation

The payroll preview should show employee count, gross, deductions, net, employer cost, missing bank accounts, negative net, unapproved attendance, expired documents, and out-of-period changes. A calculated run is not a posted run.

Approval, journal, and payslip

The payroll manager approves the run after checking headcount, variance against prior period, new starters/leavers, salary changes, leave, overtime, deductions, and bank details. Posting creates the configured salary expense, employer contribution, payable, tax, and clearing entries. The journal must balance in the company currency and period.

The payslip displays period, employee, earnings, deductions, employer items where policy allows, gross, net, currency, payment date, and statutory references. It should never expose another employee’s payslip through an ID outside the user’s company scope.

Example payroll summary:

Gross earnings                         AED 22,750
Employee deductions                    AED  1,250
Employer contributions                 AED  1,900
Net payable                            AED 21,500
Total employer cost                    AED 24,650

These values are illustrative. Statutory calculations must be configured and reviewed for the country and release.

Payroll payment and reconciliation

The bank payment file or payment document records employee, bank account, amount, currency, value date, batch reference, and status. A failed bank payment remains an exception; it does not reduce payroll payable merely because the file was exported. Reconciliation matches bank results to employees and the payroll clearing account.

When an employee transfers from India to UAE, close the India employment with an effective date, create the UAE employment, assign new company/currency/calendar, and test leave, compensation, tax, bank, and cost-centre effects. Do not change the company on an old employment record to make the transfer appear retroactive.

Close and consultant challenge

Close requires payroll variance review, approved attendance and leave, active employment count, compensation changes, statutory profile, bank exceptions, posted journal, payslip delivery, clearing reconciliation, and period status. Test a new joiner, leaver, unpaid leave, overtime rejection, salary change mid-period, duplicate bank account, negative net, missing tax profile, cross-company transfer, foreign-currency reimbursement, and locked-period posting.

For every test capture field, owner, permission, privacy level, calculation, journal effect, bank effect, payslip result, and audit evidence. Label behavior as product-supported, configured, policy-dependent, or extension-required. Use this chapter with People, Accounting, Advanced GL Mapping, Projects, and API Library.