Configuring pay information requests
The Pay Information Requests page lets you configure how pay information requests are created and managed across your organization. This includes choosing who can create requests, setting annual submission limits for worker-initiated requests, and defining how generated documents are named.
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Pay Information Requests is available under Workbench > Pay Transparency > Pay Information > Pay Information Requests. Access to Workbench depends on your role within the platform. This feature is available for users with the Configuration, Compensation Admin, and Global Compensation Admin professional roles.
Request creation options
The Request creation options section allows you to define which channels can generate pay information requests:
API import: enables the creation of pay information requests via API.
HRBP: enables HRBPs to create pay information requests.
Worker: enables workers to request pay information for themselves through the digital reward statement.
With the Worker option checked, you can limit the number of pay information requests that a worker can submit in a single calendar year, as illustrated in the following picture:
Request creation and annual limit options
The aim is to help your organization comply with the EU Pay Transparency Directive (EUPTD), prevent excessive requests, and reduce unnecessary administrative workload.
Check Enable maximum number of requests per year to reveal the Request limit per calendar year options. Choose between Unlimited requests and Limit requests per year. If you select the latter, enter the cap in the Maximum number of requests per calendar year field, which is required.
You can also check Show remaining request count to workers to let workers see, in their digital reward statement, how many pay information requests they have remaining for the calendar year.
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The limit applies only to worker-initiated requests. Requests created by HRBPs or imported through the API are not counted or restricted. Existing requests remain visible after a worker reaches the limit, and the request count resets automatically on January 1 each year.
Overriding the limit for specific countries
Below the global setting, an expandable Local rules for worker-submitted requests card lets you override the global annual limit for one or more countries, as presented below:
Local rules configured for multiple countries
This way, you can accommodate local legislation or specific business requirements. A count tag on the card header shows how many countries currently have a local rule defined.
To create an override, proceed as follows:
Click the Add local rule button in the upper-right corner of the card.
The following window opens:
Add local rule window
There, select one or more countries the rule applies to from the Location drop-down list.
Configure the same Request limit per calendar year options available at the global level: Unlimited requests or Limit requests per year with a Maximum number of requests per calendar year, and a Show remaining request count to the workers checkbox, all scoped to the selected countries.
Confirm by clicking Confirm.
Existing local rules are listed in a searchable table. You can use the search field above it to find a rule by country. Each row shows the countries covered, the maximum number of requests, and whether the remaining count is shown to workers, with actions to Edit or Delete the rule, displayed after clicking the three-dot icon.
Selecting Edit opens the Edit local rule window, pre-filled with the rule's current countries, request limit, and remaining-count setting. Adjust any of these values and click Confirm to save your changes, or Cancel to discard them.
Selecting Delete opens a confirmation window warning that the action cannot be undone. Click Delete to remove the rule, or Cancel to keep it.
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A country can only be covered by one local rule at a time.
Creating a custom file name pattern
With the Generated file name card, you can define the name of the generated PDF documents for pay information requests.
See an example below:
Custom file naming configuration
Under File naming type, choose between:
Use a fixed file name for all documents, where you enter a single name in the File name field, applied to every generated document.
Customize the file name with variables, where you build a naming pattern that combines static text with variables, using the Expression builder.
When customizing the file name, use the builder’s Field and Text selectors to add elements to the Expression formula. Field opens a searchable list of the available variables, shown as green elements in the formula below. The variables include worker external ID, worker full name, request identifier, snapshot effective date (year, month, and day), file generation date (year, month, and day), and category of worker. Text lets you type any static content, such as a word, date, or separator like an underscore or hyphen, presented as blue elements in the Expression formula. Click Apply in the respective Field or Text panels to add the selected value to the formula, or Cancel to discard it.
To edit an existing element, click it in the Expression formula to reopen the same Field or Text panel, pre-filled with its current value. Make your changes and click Apply, or Cancel to leave the element as is.
To remove a single element, click it to open its panel, and then click the icon.
To reorder elements, click and drag one to a new position in the formula.
To clear the entire formula at once, click Clear below the Expression formula.
The configured pattern is applied automatically and consistently across all generated documents.
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File names longer than 100 characters are automatically truncated. Certain characters commonly restricted by file systems (such as <, >, :, ", /, \, |, ?, or *) cannot be used in either a fixed or a custom file name.
To apply all your changes, click Save in the top-right corner of the page. To discard them, select Cancel.