# User Guide

### Introduction

A **DE Payroll Compliance Analyst** checks payroll compliance and data accuracy for a selected period. The runs rule-based validations and emails you a PDF report.

The flow is simple: you send one prompt in Claudia Chat, and the compliance check runs immediately.

### What you will receive

When the run is completed, DE Payroll Compliance Analyst sends an email to the recipient you provided with:

* A short results summary in the email body.
* A PDF attachment: **Payroll Compliance Report**.

### Benefits

DE Payroll Compliance Analyst helps payroll teams **save manual operation time by up to 97%** to deliver payroll that is **more consistent, auditable,** and **easier to review** through:

* **Reduced manual effort**: Automates compliance and data accuracy checks that are typically time-consuming when done manually.
* **More consistent compliance checks**: Applies the same rules the same way every run, reducing differences in interpretation across people.
* **Earlier issue detection**: Helps surface potential non-compliance and data inconsistencies before payroll is finalized or reported.
* **Clear, actionable findings**: Provides explanations of what rule is at risk/violated and includes recommended next actions.
* **Better traceability for reviews and audits**: Results are designed to be reviewable and traceable, including which data fields were used and which rules were applied.
* **Consolidated reporting**: Produces a single **Payroll Compliance Report (PDF)** for the selected period, making it easier to share and track outcomes.

***

### Who can run it (permissions)

Anyone who:

* Has access to the Digital Employee Payroll Compliance Analyst, and
* Has **view access to all payroll information on CATAPA**

can trigger a Payroll Compliance Run.

View access is granted and managed in **CATAPA**. There are **no additional role-based restrictions** for now.

***

### What you need before you start

To run a Payroll Compliance Run, include:

1. **Period** (required).
2. **Recipient email address** (required).

#### Period input rules

* **Any date format is supported**, including natural language such as “today” or “this month”.
* If you use **month & year**, Claudia will run for the **full month**.

***

### How to run it via Claudia Chat

#### Recommended prompt template

You can use this prompt and adjust it accordingly in Claudia Chat:

> Run payroll compliance report for {period} period and email it to {your-email}

#### What you do

1. Open Claudia Chat.
2. Send the prompt using the template above.
3. The DE starts the Payroll Compliance Run **immediately**.
4. Check your email for the **Payroll Compliance Report** (PDF attachment).

#### What the DE does behind the scene

For the selected period, the DE:

1. Builds the run context (period and cutoff/reference mechanism used by the payroll rules).
2. Executes all validation rules for employees in scope.
3. Aggregates findings by rule and risk level.
4. Generates the **Payroll Compliance Report** as a PDF.
5. Sends the email to the provided recipient address with the PDF attached.

#### What the DE evaluates against

The DE evaluates payroll compliance by validating payroll data against two criteria types: **statutory (government) regulations** and **internal company policies**. In each **Payroll Compliance Run**, Claudia applies a fixed set of rules consistently for the selected period.

#### 1) Statutory (Government) Regulations

These checks help identify potential non-compliance with Indonesian payroll-related regulations, including:

* **Tax compliance (PPh 21-related attributes)**:
  * **PTKP validation** against gender and marital status
  * **NPWP vs KTP consistency** for applicable local employees
  * **Employee Tax Object validation** based on employment type and foreign labor status
* **Minimum wage compliance (UMR/UMP)** based on employee location and UMR/UMP references
* **Selected government regulation checks**:
  * **PKWT compensation** presence when a contract ends in the checking month
  * **THR (Eid al-Fitr) payment timing** relative to Eid al-Fitr day (maximum of N days prior to Eid al-Fitr, where N is configurable).

#### 2) Internal Company Policies

These checks validate your payroll outputs against your company’s configured policies, including:

* **Take Home Pay deduction limit** (maximum allowed deduction percentage).
* **Regular salary payment date policy** (latest allowed day of month for payment date).
* \[Not yet available] **Salary Changes anomaly warning** (e.g. maximum salary increase). 
* \[Not yet available] **Salary payment after resignation warning** (e.g. if an employee has resigned but still get salary payment, user will be reminded).  

To configure the policies, please contact our team.

### Understanding the report (what’s inside the PDF)

The PDF report is a consolidated summary for the run period and includes:

1. Cover page.
2. Executive summary.
3. Risk scale definitions (**HIGH / MEDIUM / LOW**).
4. Detailed findings per rule and per employee, including:
   * Risk level.
   * Recommendations.

#### Findings and statuses

Findings can be classified as:

* **COMPLIANT**: No issue detected.
* **NON\_COMPLIANT**: A violation is detected and must be followed up.
* **NOT\_APPLICABLE**: The rule does not apply or required data is not available for that employee/period (for certain rules).

#### Recommendations

For each **NON\_COMPLIANT (or special-status)** finding:

* Claudia attaches at least one standardized recommendation from a recommendation library.

For **COMPLIANT** findings:

* No recommendation is required.

***

### Troubleshooting & FAQ

#### Claudia returned an error. What should I do?

Re-run the same prompt.

In the current version, Claudia throws an error and you need to re-run manually (no automatic retry).

#### I did not receive the email.

1. Confirm the recipient email in your prompt is correct.
2. Re-run the Payroll Compliance Run.

#### What if payroll data for the period is incomplete?

Claudia still processes the run as normal for the period you requested.