The form, the record and the reason for every value are in one place. When payroll asks a question, we answer it in a minute.
Before
Each new starter filled in a PDF form, which a member of the people team copied into the payroll system and then into a request for equipment. Forms were often incomplete, and the gaps were found a week later, when the first pay run needed a bank detail nobody had.
What changed
Forms now arrive in Avelin from the hiring system. A template reads the name, start date, role, manager and equipment, and a rule checks that every field payroll needs is present. A form with a missing field goes straight back to the hiring manager with the gap named, before anyone in the people team sees it.
What the team does now
The team reviews about one value in nine, usually a manager’s name written differently from the staff list. Equipment requests go to IT the same day the form is complete.