Submitting & managing pay information requests

As part of the beqomPay Suite 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 a 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.

This is a tip message.

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

The Pay Information tab includes a set of summary tiles:

• Requests: displays the total number of pay information requests.

• New, In progress, and Closed: break the total down by status.

• Alerts: 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, and is sorted by request date, with the older request displayed first.

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

The figure below illustrates the Pay Information tab:

Pay Information tab in Planner

Filtering pay information requests

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

• Text fields: Worker, Request ID, Reference number, or Created by.

• Drop-down lists: Status, Creation type, Communication round, or Alerts.

• Date and duration: Request date, Resolution date, or Since request.

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

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.

This is a tip message.

For more about warning and overdue thresholds in the context of alerts, see Configuring document settings.

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 types are available:

• Closed without document: the request was closed without an attached document.

• Not released to worker: the attached document was not released to the worker in a workflow-enabled communication round.

• Document deleted: the attached document was deleted after request closure.

Viewing an existing pay information request

The Pay Information section lists all currently opened requests within your scope of responsibility. 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, such as its status (New, In progress, or Closed), the request ID, the request date, the creation channel (requests generated by external systems via inbound APIs, worker, in the form of formal pay information requests submitted through the digital reward statement, or HRBP as requests created manually on behalf of workers) or the description of the request.

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:

1. Click the Create request button located above the request list in the Pay Information 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.

2. 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.

3. 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 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 row in the Pay Information request list 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:

1. 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.

2. 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.

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.