Employee Audit Trail
Overview
ProPay automatically tracks every change made to employee records. When you edit an employee and click Save, the system captures the old value, new value, who made the change, and when it happened. This audit trail provides accountability and helps you trace the history of any employee record modification. Changes made through both ProPay desktop and ProPay WEB are tracked.
How the Audit Trail Works
The audit trail activates automatically — you do not need to enable it or configure any settings. Every time you save an employee record, ProPay:
- Takes a snapshot of all employee fields before you begin editing.
- Compares the snapshot to the saved values after you click Save.
- Writes a change record for each field that differs.
For new employees, ProPay writes a "New Employee Added" record to the audit trail when the employee is first saved.
What Gets Tracked
ProPay tracks changes to 140+ employee fields, organized into these categories:
| Category | Fields Tracked |
|---|---|
| Personal information | Name, SSN, gender, address, city, state, ZIP, phone, birth date |
| Employment | Department, workers' comp code, pay period, pay type, start date, end date, title |
| Tax status | Federal filing status, state filing status, exemptions, tax state, SUI state |
| Withholding | Additional federal withholding, additional state withholding, percentage-based withholding |
| Pay rates | Base pay rate, overtime rate, pay rates 3-8, other rate, hours 1-8 |
| Deductions | All 18 deduction amounts, percentages, hourly rates, term dates, limits |
| Direct deposit | All 4 deposit accounts (bank name, routing number, account number, type, percentage, amount) |
| Vacation/Sick | Accrual rates, start dates, hour rates, carryover limits, reset settings, prior balances |
| Other | Statutory employee, tipped, pension, deferred compensation, stock options |
Change Source Tracking
Each change record identifies whether the modification came from ProPay desktop or ProPay WEB:
| Source | Meaning |
|---|---|
| P | Change made through ProPay desktop application |
| W | Change made through ProPay WEB (employer or processor portal) |
Audit Record Details
Each change record captures:
- Employee number and name — Who was changed
- Department — Employee's department at time of change
- SSN — Employee's Social Security Number
- Username — The Windows user or web user who made the change
- Date — When the change occurred
- Old value — The value before the change
- New value — The value after the change
- Difference — The calculated difference (for numeric fields)
- Description — The field name in plain language
Viewing the Audit Trail
[UNVERIFIED — The Code-Documentation documents how changes are written to the audit trail but does not describe a dedicated viewer or report for reviewing the change history. Consult Paysoft support for instructions on viewing the audit trail report.]
Tips and Warnings
> Tip: The audit trail runs automatically. You cannot disable it, and you do not need to take any action to activate it. Every employee save generates change records.
> Note: The audit trail tracks field-level changes only. It does not track which screen or dialog the user was viewing when the change was made.
> Note: Changes made through the Multiple Employee Changes batch tool are also saved to individual employee records and trigger audit trail entries for each affected employee. [UNVERIFIED — batch tool audit trail behavior not confirmed in Code-Documentation.]
Related Topics
- Employee Setup — Adding and managing employee records
- Multiple Employee Changes — Batch changes to departments, pay rates, and tax states
- Employee Direct Deposit — Configuring direct deposit accounts
- Employee Deductions — Setting up deductions
- Processor User Management — Managing web user access