Reflect 3 Attempt 02

ERP HR Employee-Lifecycle & Policy-Operations Skill

Overview

This skill covers verification and reconciliation tasks across the People Lifecycle HRMS: onboarding closeout, remote-work policy case review, recruitment reconciliation, leave source precedence, and payroll assignment readiness.

API Usage Workflow

Step 1 — Orient

Fetch the manifest (GET /api/manifest) for available modules and record counts, then the summary (GET /api/summary) for case statuses and department listings.

Step 2 — Gather evidence by domain

Use the authoritative endpoints for each domain; never rely on a single source.

Step 3 — Cross-reference with policy

Always cross-reference findings against the relevant policy document. Policy sections are the authoritative business rules. The four policies are:

• LEAVE-SRC-001 — Leave Source Precedence (assignment vs profile)
• PAY-SRC-001 — Payroll Assignment Source (§3.4 salary, §4.2 recruiting handoff)
• HR-POL-014 — Remote Work Policy (jurisdiction, exception, notice requirements)
• POL-DOCS-2026 — Lifecycle Folder Checklist (required files and tags)

Business Rules

Record Status Precedence

• Approved or Submitted records control. These are the authoritative "effective" records.
• Draft records are planning artifacts and MUST be excluded from all operational decisions (leave, payroll, accrual, closeout).
• Superseded records are obsolete and MUST be excluded alongside drafts.
• Voided records (if present) are excluded per LEAVE-SRC-001 §2.1.

Leave Source Precedence (LEAVE-SRC-001 §2.1)

• The latest approved or submitted leave assignment for the current period controls the effective leave policy and annual days.
• The employee profile summary (leave_balance_days, etc.) is subordinate. When it conflicts with an approved assignment, the profile is stale and must be ignored.
• Even when the profile and assignment happen to match numerically, the assignment is still the authoritative source; the profile is not the basis for the decision.
• The leave assignment's policy_name is the effective leave policy.
• approved_leave_days on the controlling assignment is the authoritative annual leave balance.

Payroll Assignment Source (PAY-SRC-001 §3.4)

• The current submitted salary assignment controls base salary and payroll readiness.
• Draft salary assignments do not affect payroll readiness or accrual checks.
• The effective date is derived from the submitted record's updated_at date.
• When an accrual_batch_id is present on the submitted record, it links the assignment to its accrual batch.

Recruiting Payroll Handoff (PAY-SRC-001 §4.2)

• Payroll handoff is created ONLY after a selected candidate has an accepted offer. No acceptance → no handoff.
• The handoff assignment must be submitted; draft prechecks do not satisfy the gate.
• Waitlisted and rejected candidates do not trigger payroll handoff — they have no accepted offer.

Folder Readiness (POL-DOCS-2026 §5.1)

• A folder is ready ONLY when ALL required_files are present AND ALL required_tags are present in the folder's tags.
• Compare the folder's files array against required_files and the tags array against required_tags. Missing items are blockers.
• The folder's ready boolean reflects this check but always verify against the actual arrays.

Formal Notice Requirements (HR-POL-014 §7.1)

• Formal notices for executive/exception approvals must include:
  • Acknowledgement deadline
  • Appeal instructions
• Missing any of these makes the notice defective and the notice must be reissued before closeout.

Recruitment Candidate Outcomes

• Candidate status is determined by committee_decision (Selected / Waitlisted / Rejected), confirmed against the offer_register.
• The selected candidate is the one with committee_decision: "Selected" and an accepted offer in the offer register.
• Waitlisted and rejected candidates are listed separately by their committee_decision value.
• Notice packets dictate follow-up: if status: "not_sent", the action is send (not reissue). If status: "draft_reissue_required" or the notice has defects, the action is reissue.

Output Field Conventions

Normalized Labels

Always use the exact enum values from the answer template. Key mappings:

Record status → normalized label:

• "Approved" or "Submitted" → "submitted" (for payroll_source_status)
• "Draft" → excluded; draft_exclusion_rule: "exclude_draft_assignment"
• "Superseded" → excluded alongside drafts

Leave source:

• When using ledger-based assignment history → "leave_assignment_history"
• When the approved assignment overrides the profile → "approved_assignment_over_profile"
• Precedence label → "approved_assignment_current_period"

Audit scope alignment:

• Leave precedence tasks → "leave_source_precedence_only"
• Payroll/accrual tasks → "payroll_assignment_readiness"
• Document/notice tasks → "document_notice_findings_only"

Closeout gates:

• Clean records (no missing files, no defective notices, drafts excluded) → "approval_sufficient_when_records_clean"
• Any folder or notice defect → "approval_not_sufficient_when_folder_or_notice_defective"

Final control results:

• All clear → "approve_closeout"
• Defects found → "hold_for_folder_and_notice_defects"
• Pass with caveats → "ready_with_monitoring"

Recruitment-specific:

• Handoff gate → "accepted_offer_and_submitted_assignment"
• Assignment status required → "submitted_after_acceptance"
• Draft payroll allowed → false
• Offer exclusion for waitlisted → "no_accepted_status_or_offer"
• Handoff control result → "submitted_handoff_required_after_acceptance"
• Waitlisted action (not sent) → "send_waitlist_notice"
• Rejected action (not sent) → "send_rejection_notice"
• Status source → "interview_feedback_and_offer"
• Outcome control → "committee_decision_with_offer_confirmation"
• Cost source → "recruitment_cost_ledger"
• Notice quality source → "notice_packet_inspection"

Case review:

• Approval with conditions → "approved_with_conditions" (not "approved")
• Evidence order when using all sources → "approval_history_folder_notice_audit"
• Notice evidence source → "message_notice_inspection" (when using the messages endpoint) or "notice_packet_inspection" (when using recruitment notice_packets)

Date, Calculation, and Sorting Rules

Dates

• Effective dates come from the controlling record's updated_at field, formatted as YYYY-MM-DD.
• When a record has a period field (e.g., "2026-04"), the effective date is the updated_at truncated to the date portion.
• Hire date from the employee profile may be relevant for onboarding but is not the effective date for payroll/leave assignments.

Calculations

• Recruitment cost total: Sum ALL amount values in the cost_ledger array. Do not filter, do not round — use the exact sum.
• Annual leave days: Use approved_leave_days from the controlling approved/submitted leave assignment (integer).
• Base salary: Use base_salary from the controlling submitted salary assignment (number, as-is).

Sorting

• No implicit sorting is required for candidate or assignment lists; list items in the order they appear in the source data.

Source Precedence (Cross-Domain)

Common Pitfalls

1. Draft records are NOT "close enough." Draft leave assignments and draft payroll assignments must always be listed in the excluded IDs. Including them or omitting them from exclusions will produce incorrect results.

2. Superseded records must also be excluded. Just like drafts, superseded records are obsolete and must appear in the excluded-IDs list. Do not treat them as merely "old but valid."

3. "Approved with conditions" ≠ "Approved." Use the exact normalized label "approved_with_conditions" when the approval decision note contains conditions. The plain "approved" label is reserved for unconditional approvals.

4. Folder ready boolean is not sufficient. Always check required_files against files and required_tags against tags explicitly. The ready flag is a summary; the arrays are the ground truth.

5. Notices never sent vs notices needing reissue. When notice_packets show status: "not_sent", the action is "send_*_notice". When status is "draft_reissue_required" or defects are present, the action is "reissue_*_notice". Do not confuse these.

6. Audit scope must match the task domain. Using a payroll audit event for a leave-precedence decision (or vice versa) contaminates the analysis. Always align audit_scope with the primary decision type, and list non-matching audit events in excluded_audit_event_ids.

7. The employee profile leave balance is not authoritative. Even when it coincidentally matches the approved assignment, the profile is not the source of truth. The assignment record from the payroll-ledger endpoint always controls.

8. Recruitment cost total is a raw sum. Sum all cost_ledger[].amount values; do not apply discounts, filters, or rounding.

9. Payroll handoff requires BOTH acceptance AND submission. An accepted offer alone is insufficient — the resulting assignment must be submitted (not draft). The gate is "accepted_offer_and_submitted_assignment".

10. Missing files AND defective notices can coexist as blockers. When both are present, list both in closeout_blockers and set the final control result to "hold_for_folder_and_notice_defects".

11. Tag presence is binary. A required tag is either in the folder's tags array or it isn't. Partial or similar tag names do not count.

12. Effective date precision. Always use the full YYYY-MM-DD format derived from the controlling record's updated_at, not the period string (which may be "2026-04").