Payroll audit trail
The payroll audit trail shows who changed what in a payroll batch, and when: every payslip that was edited or recalculated and every other payment that was added, edited or deleted, with the old and new values side by side. Use it to answer "who changed this figure?" before you approve or pay.
Where: Payroll › the batch › More › Audit Trail
You need:
- The Payroll Processor (Edit & Calculate) right
- The My Team Reports right, in My Team user rights
The menu item is greyed out without both.
When to use the audit trail, and when not to
| You want to know | Look at |
|---|---|
| Who changed a payslip figure in this batch | Payroll audit trail, Payslip Audit |
| Who added, edited or deleted an allowance or deduction | Payroll audit trail, Other Payments Audit |
| The history of one employee's payslip | Their profile › Payslip › Do more › Audit payslip changes |
| Who changed an employee's profile or salary | My Team's audit reports, not payroll |
How to find out who changed a payslip
- Open the batch and click More › Audit Trail.
- Choose Payslip Audit or Other Payments Audit. Nothing is listed until you choose one.
- Use Search, or Filters › Action to show only Added, Edited or Deleted records.
- Find the row by Date, Time, Actor and Profile.
- Click the row. The Changes window lists each Field with its Original and Amended value.
What the page shows
The header shows the batch name, the date it was Created and who created it (By).
| Column | What it shows |
|---|---|
| Date and Time | When the change was saved |
| Actor | Who made it. A calculation is recorded against the person who ran it. |
| Object | Payslip or Other Payments |
| Action | Added, Edited or Deleted |
| Profile | The employee whose payslip it was |
What is recorded
- Payslip Audit records a payslip being added to the batch, and every change saved to one payslip: a recalculation, a status changed from the payslip's own status menu, or an edit. Changes smaller than 0.01 are ignored.
- Other Payments Audit records other payments being added, edited and deleted, including bulk edits.
⚠️ Status changes made for many payslips at once, with Bulk Actions or by confirming payment on the Payment tab, are not listed payslip by payslip in the Payslip Audit. Change a status from the payslip's own menu when you need each step on the record.
KAMI's own note on the page: "Audit is only available for newly created batches." Batches created before auditing was switched on have no records.
What Happens Next
The audit trail is read-only. Nothing you do on this page changes the batch. Records stay after the batch is paid, so you can answer questions about a period long after it closed.
Tips
- Check the audit before you approve a batch someone else prepared. Look for edits after the last recalculation.
- Filter by Edited and read the Actor column. One unexpected name is quicker to spot than one unexpected figure.
- Ask for a reason, not just a name. The audit shows what changed; the person who changed it knows why.
- Keep payroll processor rights narrow. The trail records changes, but fewer people making them means fewer to explain.
Troubleshooting / FAQ
Q: The Audit Trail menu item is greyed out. You need both Payroll Processor (Edit & Calculate) and My Team Reports.
Q: The list is empty. Choose Payslip Audit or Other Payments Audit first. If it is still empty, the batch may be older than the audit feature, or nothing has changed yet.
Q: A status change is missing. It was probably made in bulk. Bulk status changes and payment confirmations are not itemised here.
Q: How do I see the changes to one employee's payslip? Open their profile › Payslip, pick the payslip, then Do more › Audit payslip changes.