A man joins on the fifteenth

"Bilal joined on the fifteenth. Make sure his first salary is half a month, his leave is right, and he is on the appraisal that is already running."

What is really being asked

A mid-month joiner touches six modules, and the order matters because most of it fills itself from the first screen. The two things that will be wrong if you do not attend to them are his pro-rated first salary and his place on the running appraisal cycle.

The surprise, and the thing to carry away from this page: payroll does not pro-rate by joining date. Payroll Attendance does. No attendance document for the period means a mid-month joiner is paid a full month.

What you need in place first

Everything on this list is setup that exists before any joiner. If any of it is missing, fix it first rather than working around it for one man.

• Position, Position Grade, Department - the seat he is filling.
• Employee Policy Profile - which carries his calendar, his leave group, his tax calendar and his tax pay rate.
• Salary Structure - the shape of his pay.
• Leave Group - quotas, accrual method and the prorate tick per leave type.
• Onboarding Checklist - if the client uses onboarding.
• Payroll Period - the period he joins in.

Do this

1. Create the employee. Open Employee Basic Information. Name, Joining Date 15-Oct-2026, position, grade, department, business area, business unit, site, functional area, Employee Policy, Salary Structure, Reporting To. One address and one contact must be marked primary, and exactly one of each.

   Saving this screen for the first time does four things for you, and this is why the order on this page matters:

   1. It creates his organization assignment, copying everything you just typed. Do not open Employee Organization Assignment for a new joiner. That screen is for a later transfer.
   2. It allocates his leave entitlement, dated from his joining date.
   3. It allocates confirmation-basis leave as well, but only if you filled the Confirmation Date now.
   4. It creates his login.

   If his machine enrolment number clashes with somebody else's, the screen refuses and explains why: an enrolment number identifies one person on the terminal, and two people holding it means every punch counts for both.

2. Check what his leave came out as, and be ready to explain it. Leave is pro-rated by whole months, never by day, and the month he joins is not counted at all.

   A man joining 15 October on a calendar leave year, 24 days annual quota, prorate on, gets 22 days, which is eleven twelfths. Not 22.5, and not 12.5. This surprises every client, so quote it before they find it.

   Three more things to know here. On the Yearly (Monthly Instalments) accrual method the prorate tick is not used at all; a mid-month joiner simply starts the month after and misses the earlier slices. On the Monthly method he gets the full quota every month with no pro-ration. And a leave group set to a Joining Date leave year basis silently behaves as a calendar year, because that basis is not implemented. If the client picked it, tell him.

3. Run the onboarding, if the client uses it. Open Employee Onboarding, pick the Onboarding Checklist, and the task list is generated for you with each due date resolved as his joining date plus the template's offset. The totals, the completed count and the percentage all fill themselves. Do not type them; the dashboard reads the same numbers.

   Those due dates are stored, not recomputed. Amending the checklist in March does not rewrite a January joiner's list, and correcting a joining date later does not move a task somebody has already closed.

4. Check his calendar resolved. He inherits his calendar through his policy profile. Open Employee Attendance for a day after the fifteenth and confirm a Schedule Time In comes back. A blank one means the policy profile has no calendar, and the symptom of that is attendance reports coming back completely empty although the punches are there.

5. Put him on a roster, if the client keeps one. Shift Roster is a planning document. It does not drive his measurement or his pay, so this step is for the client's paperwork, not for correctness. See two shifts and each man is bound to one.

6. Enter his salary. Recurring Payments and Deductions, dated from his joining date. The screen refuses a date before his organization assignment: "Date From cannot be smaller then Employee Organization Assignment Date". Gross and Basic are computed for you from the lines; do not type them.

7. Create the Payroll Attendance document. This is the pro-ration. Open Payroll Attendance for the period. It counts his Pay Period Days from his joining date, so a 15 October joiner comes out with 17 days of a 31 day period, and the shortfall becomes unpaid days in the run. The days before he joined are unpaid without ever reading as absent, which is why his attendance report shows no absence.

   No Payroll Attendance document means no pro-ration, and he is paid a full month. If you take one thing from this page, take this.

8. Run the payroll unposted on Payroll and check his figures before anybody posts.

9. Put him on the appraisal cycle he has joined in the middle of. Membership is not typed on the cycle. It comes from the Performance Target Entity on his open organization assignment, and his form comes from his position.

   So: set the Performance Target Entity on Employee Organization Assignment (this is the one legitimate reason to open that screen for a new joiner), confirm his Position names an Evaluation Template, then open Evaluation Cycle, press Activate again, and then Generate Sheets.

   Pressing Activate a second time adds the people it previously held back, so this is safe on a running cycle. If he still does not appear, the screen tells you why: either the target entity resolves to nobody, or he was held back by a criteria condition and the warning names him.

What his bonus comes to

A mid-period joiner's performance bonus is pro-rated by completed months, counted by anniversary, over the full service months of the period. He is also never counted as overdue on the performance dashboard, which is correct and saves an argument.

Two honest notes. A man with no joining date on record, or a placeholder one, is paid in full. And a client who wants "no bonus under six months' service" cannot have it today: there is no minimum-service setting anywhere in performance, not on the cycle, not on the matrix and not on the group. It needs a code change. Say so rather than promising to find it.

Where two clients differ

	Factory worker, joins the 15th	Office manager, joins the 15th
Leave quota, annual	14 days, prorate on	24 days, prorate on
What he actually gets	12 days, eleven twelfths	22 days, eleven twelfths
Accrual method	Yearly (Monthly Instalments)	Yearly
Does prorate apply	No, that method ignores it	Yes
First salary	17 of 31 days, via Payroll Attendance	The same
Appraisal	Often not on a cycle at all	On the running cycle from his entity
Onboarding checklist	Short, safety and gate pass	Long, IT and handover

How you prove it worked

1. Open Employee Organization Assignment and confirm one open assignment exists that you did not create by hand, dated from the fifteenth.
2. Open Employee Leave Entitlement and check the balance against eleven twelfths of the quota, worked out on paper first.
3. Open Payroll Attendance and read Pay Period Days. It must be 17, not 31. This single number is the pro-ration, and if it says 31 his salary will be wrong.
4. Run Payroll unposted and check his net is close to half a month. Compare it against a full-month colleague on the same salary.
5. Open Evaluation Cycle and confirm he is on the member list and has a goal sheet.

What will go wrong

• No Payroll Attendance document for the period, so he is paid a full month for half a month's work. The most expensive mistake on this page.
• Employee Organization Assignment is opened and a second assignment created by hand, because nobody knew the first screen made one. Now he has two assignments from the same date.
• The client is told leave is pro-rated to the day. It is not. Quote the whole-month rule and the dropped joining month before he works it out himself.
• The policy profile has no calendar. Attendance comes back blank with punches present, and everybody looks at the machine.
• The appraisal cycle is left alone because activating it again looks dangerous. It is not; it only adds. Leaving him off is what is dangerous, because it is found at payout time.
• A confirmation date is added later and the confirmation-basis leave is expected to appear by itself from the earlier save. It will not. Check the entitlement after you set a confirmation date.