Submitting & managing pay information requests

As part of the beqomPaySuite application, the Pay Information page provides a centralized workspace for managing pay information requests that workers submit under the EU Pay Transparency Directive (EUPTD). This workspace enables you, as an HRBP, to process requests end-to-end, from intake, through document generation and closure, to distribution. It also helps you comply with regulatory deadlines defined by Article 7 of the EUPTD, prioritize urgent requests, ensure response completeness, and detect document handling issues.

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Pay Information is available under Planner > Pay Information. Users with the HRBP professional role have access to this section.

The Pay Information page is divided into two tabs: Requests and Bulk actions, which we describe in detail below.

Requests tab

The Requests tab includes a set of summary tiles:

Requests, which shows the total number of pay information requests.
New, In progress, Pending release, Closed, and Closed without document, which break the total down by status.
Alerts, which specifies the number of requests with an active alert.

Below the tiles, a filterable and paginated list displays individual pay information requests. The list consists of several columns: Request ID, Worker, Request date, Since request, Alert, Status, Resolution date, Created by, and Comm round.

HRBPs can also create new requests directly from the tab using the Create request button.

The figure below illustrates the Requests tab:

Requests tab

Filtering pay information requests

The Requests tab enables the filtering of pay information requests. To apply filters, click the Filters button in the upper-left corner above the request list. The following filter options are available:

Worker: Filter by the name of the worker the request relates to.
Request ID: Filter by a specific request identifier.
Status: Filter by the current request status (New, In progress, Pending release, Closed, or Closed without document).
Creation type: Filter by how the request was created (API or Worker).
Created by: Filter by the name of the user who submitted the request.
Communication round: Filter by the communication round associated with the request.
Reference number: Filter by the request reference number.
Alerts: Filter by alerts (None, Approaching deadline, Overdue, or Document deleted).
Request date: Filter by the date the request was submitted, using a date range.
Resolution date: Filter by the date the request was resolved, using a date range.
Since request: Filter by the number of days elapsed since the request was submitted.

Click Apply in the bottom-right corner of the filter panel to apply your filters to the list.

Understanding request statuses

Pay information requests move through a defined set of workflow statuses that reflect their current processing stage.

Request statuses

New: The request has been created.
In progress: The request is actively being processed. The HRBP has opened the request and may be preparing a response or document.
Pending release: The request has been closed with an attached document, but the document cannot yet be released to the worker. This occurs when a release approval workflow is enabled for the selected communication round, or when the HRBP does not have permission to release documents in that round. Once the document is approved and released, the status updates to Closed.
Closed: The request has been finalized and is read-only.
Closed without document: The request was closed without a pay information document attached.

Automatic status updates

Workflow statuses update automatically when specific actions are performed:

Releasing a document updates the status to Closed.
Unreleasing a document reverts the status to Pending release.
Deleting an attached document reverts the status to In progress.
Closing a request without a document updates the status to Closed without document.

Understanding alerts

Pay information request alerts support HRBPs throughout the request lifecycle. They are divided into two categories based on the request status.

Alerts for new and in-progress requests

For requests with the New or In progress status, alerts are time-based indicators displayed in the Alert column of the request list. They reflect how close a request is to its regulatory response deadline. The following alert states are available:

No alert: Alerts are disabled, or enabled but no threshold has been reached.
Approaching deadline: The request has passed the warning threshold but is not yet overdue.
Overdue: The configured response deadline has been exceeded.

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For more about warning and overdue thresholds in the context of alerts, see Alerts & anonymization.

Alerts for closed requests

For requests with the Closed status, alerts are non time-based indicators that highlight situations where a closed request may require a follow-up or corrective action. The following alert type is available:

Document deleted: The attached document was deleted after request closure.

Viewing an existing pay information request

The Requests tab lists all currently opened requests within your scope of responsibility. You can use the Show closed requests toggle, located next to the Filters button, to include closed requests in the list. The toggle is off by default, so only open requests are visible.

To view request details, you can either click a request ID in the request table or use the three-dot icon at the far right of the corresponding row and select View from the action menu. Both actions open the View request page.

On this page, the Request details panel offers more information about a request: its status, the request ID, the worker concerned and their ID, the creation channel (an external system via inbound API, a worker submitting through the digital reward statement, or an HRBP creating the request manually on behalf of a worker), the creation date, the request date, the reference number, the description, the internal note, and the response to a worker.

The View request page also includes the Document panel, which may display the template, data source, and communication round selected for a pay transparency letter released to the worker, as well as the final document attached.

To preview or download an attachment in the panel, use the three-dot icon next to the document name and choose the desired action from the menu. After selecting Preview, a preview window will appear with the Open in a new tab and Download PDF buttons. When you select Download, the attachment will be downloaded on your device.

The following figures illustrate the View request page:

Request details panel

Document panel

Creating a pay information request

As an HRBP, you can create pay information requests on behalf of workers who do not have access to the feature. To create a request, proceed as follows:

Click the Create request button located above the request list in the Requests tab. The Create request form is opened, with the request status automatically set to New, and the Created by and Creation type fields prepopulated with your name and your role (i.e., HRBP), respectively.
Fill in the details of the request:
- Enter the worker's name in the Worker field. The search bar looks for worker names as you type, making it easy for you to find a relevant worker. Once the worker is selected, the system populates the corresponding Worker ID.
- Enter the request date manually in the Request date field or click the calendar icon to select it in the pop-up calendar. Keep in mind that the date you enter here is used as the basis for thresholds and alerts.
- Enter a reference number for the request in the Reference number field.
- Provide a description of the request in the Description field.
- Enter an internal note in the Internal note field. The note will not be visible to the worker.
- Enter the official response to the worker in the Response to worker field.
Save the request by clicking the Save & exit button located in the top-right corner of the page. The pay information request is created on behalf of the worker and added to the list of existing requests.

Request creation form

Editing a pay information request

You can edit pay information requests with the New and In progress status only. Once you close the request, editing is no longer possible.

To edit a request, click the three-dot icon located at the far right of the relevant list row in the Requests tab and select Edit from the action menu. Alternatively, select View and then click the Edit button in the top-right corner of the View request page. Both actions will redirect you to the editing form, divided into two sections: Request details and Upload document.

The Request details section allows you to add an internal note that the worker will not see. You can also type in your official response to the worker in the provided field.

If you want to attach a request-related document, there are two options to choose from in the Upload document section:

Generate document: Select a template and data source from the drop-down lists to create your document, and click the Generate & preview document button. A preview window will appear. Once you click the Attach document button located in the window, the system will upload the generated document. This is the default option when editing a request.
Import a static document: Use the Upload button to import a PDF file from your local device, as shown below:

Importing a static document

The system will then upload the selected document.

For both static and generated documents, you can use the three-dot icon next to the document name to select the Preview, Rename, Download, or Delete action from the menu, as illustrated in the figure below:

Generating a document using templates and compensation data

To release any document to the worker, you must select a communication round from the drop-down list before closing the request.

To close the request, click Send & close in the top-right corner of the page.

Alternatively, you can choose Save & exit to save the changes and finish closing the request later, or Cancel to discard the changes.

Snapshot data in generated documents

When generating a pay information letter using a template, the system can expose data from the snapshot chosen as the data source. If you select a relevant template and snapshot during generation, the snapshot's metadata will be available in the document.

The most relevant of these include the date of document generation and the snapshot's effective date, which records the date as of which the compensation data in the snapshot was valid. Adding this information to the letter makes it immediately clear to the recipient that the pay figures shown reflect their compensation as it stood on a specific date, not the current date. This proves especially important for EUPTD Article 7 compliance, where workers are entitled to know the basis of the data provided to them.

The document can also contain additional metadata (such as the snapshot name or status), though its relevance will depend on the specific communication scenario.

Audit trail

The Pay Information section also includes the Audit trail, which provides you with a complete chronological history of all actions performed on a pay information request throughout its lifecycle.

To access this feature, click the three-dot icon located at the far right of the relevant list row in the Requests tab and select Audit trail from the action menu. A drawer will slide from the right side of the screen, displaying details of request creation and submission, status updates, document generation and preview, attachments, communication round assignment, and request closure. Each entry shows who did what and when, ensuring full user-level traceability.

The following picture presents the Audit trail drawer:

Full audit trail for a pay information request

Bulk actions tab

In addition to processing requests individually, HRBPs can use the Bulk actions tab to handle document generation and request closure across multiple requests simultaneously. This is especially useful when managing high volumes of pay information requests.

The tab contains the following summary tiles: Actions, with the total number of bulk actions, and Not started, In progress, Completed, and Completed with errors, showing a breakdown by execution status.

There is also the Action summary paginated table listing each bulk operation with the action type (Generate document or Close & release), the user who executed it, the number of requests included, initiation, start, and completion timestamps, status, and counts of successful and failed requests, as presented in the image below:

Bulk actions tab

The status of bulk actions updates asynchronously. To reload the list and see the latest execution statuses, select Refresh above the Action summary table.

Filtering bulk actions

In the Bulk actions tab, you can filter bulk actions. To do so, click the Filters button above the Action summary table. The following filter options are available:

Action type: Filter by the type of bulk operation performed (Generate document or Close & release).
Executed by: Search for bulk actions initiated by a specific user.
Status: Filter by execution status (Not started, In progress, Completed, or Completed with errors).
Errors: Filter to show only bulk actions that resulted in errors, or only those that did not.
Initiated date range: Filter by the date on which a bulk action was initiated, using a From and To date range.

Click Apply in the bottom-right corner of the filter panel to apply the selected criteria to the table.

Viewing bulk action details

To view the details of a specific bulk action, use the three-dot icon at the far right of the corresponding row in the Action summary table and select View from the action menu. This opens the Bulk action details drawer, for example:

Drawer with bulk action details

The drawer is divided into two sections: Basic information and Requests.

The Basic information section displays the action type, overall execution status, total number of requests included, and the numbers of successfully processed requests and errors.

The Requests section lists each individual request included in the bulk action, showing the request ID, the worker name and ID, the communication round, the completion timestamp, the resulting request status, and the per-request action status. Each request ID also displays a document status indicator, such as Document generated or Document uploaded, where applicable.

You can use Filters to narrow the list by worker, request ID, communication round, request status, action status, or attached documents, and Refresh to reload the results. To download a full log of the bulk action, click Export log details at the bottom of the drawer. A CSV file will be downloaded on your device.

Initiating a bulk action

To start a bulk action, click either Generate documents or Close & release in the upper-right corner of the Bulk actions tab. A selection window opens, pre-filtered to show only the requests eligible for that action. See Eligibility rules below.

In the selection window, you can:

Review eligible requests, including their current status and alert information.
Select individual requests using the checkboxes, or use the checkbox in the Request ID column header and click Select all to include all eligible requests. You can also Unselect all to clear your selection and start over.
Apply additional filters to narrow the selection by request ID, worker, date range, or other criteria.
Confirm the selection by clicking Confirm. The bulk operation is submitted for asynchronous processing and becomes visible in the Action summary table.

The following illustrations present the respective selection windows:

Generate documents window

Close & release window

Handling existing documents in bulk generation

If any of the selected requests already have an attached document, the system prompts you to choose how to proceed, as shown in the figure below:

Prompt for handling requests with existing documents

Choose one of the available options:

Generate for all to generate documents for all selected requests and overwrite any existing attachments.
Generate only missing documents to generate documents only for requests that do not yet have an attached document.

Click Confirm to start the generation process.

Eligibility rules

Each action type applies to a specific subset of requests.

For Generate documents, only requests with the New or In progress status are eligible.
For Close & release, only requests with the New or In progress status and with an attached document are eligible.

Closed requests are excluded in both cases.

Requests that do not meet the eligibility criteria for the selected action cannot be included in that bulk operation.

Processing errors

During processing, the system validates that each worker has a unique mapping configuration.

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You can find more information about mapping configuration in our Mapping configuration for pay information requests article.

For Generate documents, this means that one template and one snapshot must be uniquely identifiable per worker. For Close & release, one communication round must be uniquely assignable. If the system cannot determine a unique configuration for a given request, the request is not processed and displays as an error in the Action summary table.