Table of contents
Before you begin
Set up a compensation letter template
Generate letters from a cycle
Find and export letters
Frequently asked questions
Compensation letters help you communicate finalized compensation changes to employees. You can use a document template to create personalized letters in bulk using data from a Compensation cycle. Generated letters are stored in each employee’s profile under "Documents".
Before you begin
- Your account needs the Compensation module enabled.
- Prepare a document template for your compensation letters. You can choose whether documents created from the template are view-only or require an employee’s signature to acknowledge them. To learn more about configuring signatories in a template, please view this article.
- Make sure the cycle has reached the finalization stage before compensation letters can be generated.
Set up a compensation letter template
- Go to Settings → Documents → Templates and bulk creation.
- Create or edit a document template for your compensation letters.
- Add the text you’d like employees to receive.
- Use the "Compensation cycle" variables in the variables library to personalize the letter with cycle data. Available variables include:
- Compensation cycle name and compensation changes effective date
- Total pay, new base salary, and new bonus
- Salary and bonus increases, as an amount or percentage
- Previous and new job titles and levels for promotions
- Configure whether employees should view the document (via document categories) or sign it to acknowledge receipt.
- Save the template.
Compensation cycle values are captured when the document is generated. Later profile changes won’t change an issued letter.
Generate letters from a cycle
- Open the relevant Compensation cycle.
- Select the three-dot menu and choose Generate compensation letters.
- On the Create documents for users page, select the template you want to use and enter a document name.
- Choose the employees for whom you want to create letters.
- Review the details and generate the documents.
You can generate letters for the whole cycle or select specific employees. To use different letter types for different groups, repeat the process with another template and selection of employees.
Find and export letters
Generated letters are stored under Documents in each employee’s profile. Depending on your template configuration, employees can view the letter or sign it to acknowledge receipt. You can also export letters as PDFs for your records or payroll handoff.
Frequently asked questions
Why can’t I select “Generate compensation letters”?
The action is disabled until the cycle is finalized.
Are letters generated automatically when the cycle closes?
No. Start the process from the cycle and manually generate the documents on the document creation page.
Will a letter update if an employee’s profile changes later?
No. Compensation values are captured when the letter is generated.