Handle a late payroll change without losing the approved version
Handle late payroll input changes through versioned packages, evidence-backed requests and specialist decisions that reflect the current processing stage.
Read guidePayroll preparation and control · part of RDCopilotOS
From day 1 inputs to day 24 sign-off.
Between HR and your payroll specialist: inputs validated, changes against last month explained, approvals recorded and one approved package for your provider.
Example figuresRomania · 2026-09
Payslip
- Period
- 2026-09
- Employee
- E-014 · Example data
- Contract
- full-time
| Line | Amount (RON) |
|---|---|
| Gross payFrom contract + monthly inputs | 8,500.00 |
| Social insurance contribution, pension (CAS 25%)Employee contribution | minus 2,125.00 |
| Health insurance contribution (CASS 10%)Employee contribution | minus 850.00 |
| Taxable baseNo personal deduction: gross is above minimum wage + 2,000 lei (6,325 lei in Sep 2026) | 5,525.00 |
| Income tax (10%)Withheld at source on the taxable base | minus 552.50 |
| Net payPaid to the employee | 4,972.50RON |
Bonus 1,200.00 pending approval, not included in v3
- Work insurance contribution, employer (CAM 2.25%)
- 191.25
- Total employer cost
- 8,691.25
Calculated by your payroll specialist. R&D COPILOT checks the inputs, compares the result with last month and records who approved it. Statutory rates in force in September 2026 (Romanian Fiscal Code). Employee and amounts are examples.
- Inputs checked on day 21
- +175.50 vs August (base salary +300.00 gross) — explained
- Approved by: Payroll specialist · 24 Sept
- Set up with your team
- Your specialist keeps the calculation
- EU hosting
- Support in English or Romanian
Days 1–20
The month’s inputs, in one place.
Hours, leave, sick-leave certificates, bonuses, deductions, new hires and leavers arrive from different people on different days. Each one is recorded against the employee, the period and its source, so nothing travels by forwarded email.
- By employee and period Every value belongs to one person and one month.
- Source kept HR record, timesheet (the daily hours record the Labour Code requires), manager approval or document upload.
- From R&D COPILOT HR Leave and employee changes approved in HR arrive without retyping.
Payroll › 2026-09 › InputsExample data
Period 2026-09 · cut-off in 3 days76 of 80 inputs received
| Source | Owner | Received | Status |
|---|---|---|---|
| Timesheets | Team leads | 54 / 58 | 4 missing |
| Leave & sick-leave certificates | HR | 11 / 11 | Complete |
| Bonuses | Finance | 6 / 6 | Complete |
| Deductions & garnishments | HR | 3 / 3 | Complete |
| New hires & leavers | HR | 2 / 2 | Complete |
Day 21cut-off
Exceptions surface before anyone calculates.
At cut-off the month is checked against rules you agree with us: missing timesheets, leave that overlaps a contract end, bonuses without an approver, deductions from net pay (garnishments and similar) above half of net pay, values outside the usual range. Each exception has an owner and a reason; the month moves on when the queue is clear or the exception is accepted with a note.
Read the input validation guideExceptions · 2026-09
Example data2 open · 2 accepted
- Blocking E-047 Sick-leave certificate runs past the contract end (2026-09-15) HR Next: Review
- Check E-014 Bonus 1,200.00 RON has no approver Finance Next: Assign
- Accepted with note E-031 Timesheet missing for 2026-09Note: Paid on scheduled hours, timesheet to follow. Team lead, Logistics
- Accepted E-022
Overtime 32 h above usual rangeNote: Inventory week. HR
Day 22HR review
See what changed — not the whole spreadsheet.
HR reviews the month as a list of changes against last month: who changed what, the old and new value, and from which date it applies. Reviewed changes are frozen into the package that goes to the specialist.
Changes since August
Example data| Employee | Field | Was → Now | Effective | Changed by | Reviewed |
|---|---|---|---|---|---|
| E-014 | Base salary | 2026-09-01 | HR | Reviewed | |
| E-052 | Hire | 2026-09-08 | HR | Reviewed | |
| E-047 | Leaver | 2026-09-15 | HR | Reviewed | |
| E-009 | Meal vouchers | 2026-09 | HR | pending |
REGES-ONLINE For staff employed in Romania: E-052 hire by 2026-09-07 · E-014 salary change within 20 working days · E-047 leaver by 2026-09-15
Day 23calculation
Your specialist calculates. The differences get explained.
The calculation stays with your payroll specialist or provider. When the results come back, each employee’s net and the month’s totals are set beside last month. Differences above a threshold agreed during setup are flagged and need a reason before approval.
Example threshold: ±10% per employee · agreed during setup
Variance report vs previous month
Example dataTotal net · 2026-09244,850.00RONvs 2026-08: 241,120.00 · ▲ +3,730.00 (+1.5%) increase
| Total | 2026-09 | 2026-08 | Change |
|---|---|---|---|
| Total gross | 412,380.00 | 405,910.00 | ▲ +6,470.00+1.6% |
| Total net | 244,850.00 | 241,120.00 | ▲ +3,730.00+1.5% |
Flagged for review
2 items- E-047▼ above ±10% · leaver, final payExplained
- E-052No previous month · partial monthExplained
Day 24approval
One version. Reviewed, then approved.
Approval belongs to a specific version of the month. HR marks it reviewed, the approver you name (here, the payroll specialist) approves it, and every step is written to the chronology with the role and the time. Try the worksheet below — it runs only in this browser tab.
Payroll › 2026-09 › E-014
Pay-run worksheet
- 01Confirm inputsGross, contributions and tax, previous net
- 02Review calculationCheck the change
- 03Approve payroll runSign off this version
Amounts
Amounts are ready for review.
Current net RON
Change from previous net+175.50 RON+3.7% from previous net
Nothing leaves this tab. Reset brings back the example values, with Undo for a few seconds.
Inspect the amounts and mark this version reviewed.
Approval chronology 1
- 01Worksheet opened · example values for E-014
Run approval
Example datav3 · 58 employees
- Draft created21 Sept · 09:12Payroll system
- Inputs reviewed22 Sept · 16:40HR
- Results received23 Sept · 11:05Payroll specialist
- Variance explained23 Sept · 15:30HR
- Approved v324 Sept · 10:02Payroll specialistApproved
Day 25handoff
The approved month leaves as one package.
How do you run payroll today?
Your specialist receives the reviewed inputs inside R&D COPILOT, the results are entered or imported as agreed during setup, and approval happens there. No file has to leave the company.
The package goes out in the layout your provider already accepts, agreed during setup. Where your provider works in R&D COPILOT, they can confirm receipt there; a later correction stays next to the approved month instead of replacing it.
Read the provider handoff guideYour accountant gets the same package and approval record, so questions are answered from the month’s history instead of email threads.
Handoff package
Example dataPackage 2026-09 · v3 · approved 24 Sept
- Employee inputs (58)
- Changes since August (4)
- Accepted exceptions with notes (2)
- Approval chronology
- Shared with your specialist25 Sept · 09:30
- Sent to provider25 Sept · 09:30
- Shared with your accountant25 Sept · 09:30
- Receipt confirmed25 Sept · 11:14When the provider works in R&D COPILOT
Day 27late change
A late change doesn’t overwrite what was approved.
E-031’s timesheet arrives after approval. It becomes a correction request with its evidence, the specialist decides what the current stage allows, and the approved month stays on record beside the correction.
Read the late corrections guidev3Approved 24 Sept58 employees · on record
v4Correction: E-031 timesheetEvidence attached · timesheet 2026-09Awaiting specialist
Day 28close
The month closes where the rest of your work lives.
Approved payroll feeds the next steps in other R&D COPILOT products, through connections agreed during setup.
Before the pay run
- HREmployee records, leave and approvals.
- REGES (Romania)REGES-ONLINE changes prepared and tracked against their legal deadlines.
After approval
- Declarations (Romania)D112 prepared and validated, due by the 25th of the following month, submitted by your authorised signatory.
- AccountingPayroll cost posted by an agreed route.
- BankingSalary payments matched against bank statements.
- ReportsPayroll cost by month and department.
- ERPCost by project or cost centre where you use it.
Every day of the month
- EU hostingPayroll data is stored in EU data centres.
- Access by roleSalary amounts are personal data; they are visible only to the roles you authorise.
- Full historyEvery change, review and approval is kept with who and when.
- Data processing agreement in writingPayroll records are kept for the legal term (5 years from 1 July of the year after the financial year ends, under the Accounting Law), and who can reach them is set in the agreement.
RDCopilotOS
Payroll is one module of the operating system for your company: ERP, operations, CRM, marketing, accounting, HR, inventory, reports, AI and compliance services, on one platform.
Next month
Your first month with R&D COPILOT Payroll.
- 01Map your monthWho sends which inputs, your cut-off, who calculates and who approves.
- 02Agree checks and handoffValidation rules, variance threshold and the layout your provider accepts.
- 03Configure and connectRoles, sources and the links to HR, REGES, Declarations or Accounting you need.
- 04Parallel run for one monthOne month beside your current process, compared line by line, then you switch.
The timeline is set in the first call, depending on your sources and provider.
One setup fee. One monthly licence.
We scope the work with you first, then quote two things.
One-off setup
Process mapping, checks, handoff layout, connections.
Monthly licence
Use of the workflow, EU hosting, updates and support in English or Romanian.
- EU hosting
- Support in English or Romanian
- Your specialist or provider stays
- Quote after the scoping call
Each team is set up with us after the scoping call.
Questions payroll teams ask.
Does R&D COPILOT calculate salaries?
No. The calculation stays with your payroll specialist or provider. R&D COPILOT prepares and checks the inputs, compares the results with last month, records the approvals and hands the month over.
We outsource payroll. Is this still useful?
Yes. It is built for that setup. Your provider receives a complete, approved package in the layout they already accept, and later corrections stay next to the approved month.
Who files D112 and the REGES-ONLINE changes?
In Romania, both stay the employer's legal obligations, and whoever files them for you today keeps doing so. Where it suits you, R&D COPILOT Declarations prepares D112 on the current ANAF form, checked with ANAF's validation software, for your authorised signatory, and R&D COPILOT REGES prepares and tracks REGES-ONLINE changes against their deadlines.
What happens with a change after approval?
It becomes a correction request with its evidence. The approved version stays on record and the specialist decides what the current stage allows.
Which file layouts do you send to providers?
The one your provider already uses. We agree the fields and layout with them during setup instead of asking them to change.
Where is the data and who can see salaries?
Payroll data is stored in EU data centres. Salary amounts are personal data; they are visible only to the roles you authorise, and every change is kept in the history with who and when.
How long does it take to start?
It depends on how many input sources you have and how your provider works. You get a dated plan after the first call, and the first month is a parallel run beside your current process.
Can we try it first?
There is no self-serve trial. The worksheet on this page runs the review and approval steps in your browser, and in the scoping call we map your own month with you. Access is then set up for your team; if you already have an account, use Sign in.
From idea to implementation
Guides for your workflow
Check payroll inputs before they reach the payroll specialist
Validate payroll inputs by employee, period and source, with missing-data checks, correction history and a controlled handoff to the responsible payroll specialist.
Read guideA controlled data handoff to an outsourced payroll provider
Connect HR and an outsourced payroll provider through an agreed data format, approved packages, clear acknowledgments and corrections tied to the original version.
Read guideTell us how your payroll month works.
Your cut-off, who sends what, who calculates and who signs. We’ll come back with a scope and a setup plan.
Plan your payroll setup Already have access? Sign in