HR system
Employees, entities, contracts, hours, leave.
Build your pay system · Data foundation
The gap is only as reliable as the data behind it.
Information requests and gap reports draw on the same numbers. Bring them together once, in one place, with a named owner.
Where the data comes from
Payroll
Base pay, wage types, allowances, variable pay paid.
Job evaluation
Grade, job family and group of equal work.
Finance and benefits
Bonus targets, company cars, pensions, benefits in kind.
Typical breaks
- Pay data spread across systems.
- Old or unknown wage types.
- Allowances and benefits mapped inconsistently.
- Part-time hours and leave periods missing.
- Job titles that don't match the job inventory.
Minimum fields per employee
- Pseudonymised ID
- Legal entity
- Grade and job family
- Sex
- Contractual hours / FTE
- Base pay
- Variable pay (target and paid)
- Allowances
- Benefits in kind
- Hire date
- Time in current role
- Leave and part-time periods
- Collective agreement flag
What counts as pay in reporting
European Commission services, FAQ on the Pay Transparency Directive – preliminary views, not an official position. Only the CJEU interprets EU law.
- All pay elements for workers employed in the reporting period.
- Benefits in kind, given a monetary value.
- Employer contributions to occupational pension schemes – always included.
- Benefits given to everyone without conditions (e.g. lunch vouchers, laptops) and unconditional voluntary benefits may be left out.
- Statutory social security benefits are not pay.
The result
One dataset in one place, a named owner per source, and a refresh cycle aligned with the reporting year.
Pseudonymise before analysis. Agree the processing with the works council and the data protection officer.