Introduction

The Local payroll admin role is used in organizations with multiple countries and/or companies on the same BitaBIZ account.

With this role, you can give a local payroll manager access to manage payroll data only for employees who match the relevant tags.

This role is ideal when payroll administration needs to be divided between:

Countries/regions
Group companies

Access is always controlled via tags and requires correct setup on both employees and policies.

Important to note

Local payroll admin
A user role with limited payroll access, which only applies to employees matching the admin's tags.

Tags
Filters used to restrict access in global organizations.

BitaBIZ uses two types of tags:

Country/Region tag → geographical restriction
Group company tag → legal/organizational restriction

Local payroll admin – Setup

1. Tag your policies

Start by tagging your policies with:

Country/Region
Group company
Both country/region and group company

Policies without the correct tags cannot be managed by the local payroll admin.

When you create a tag, it can then be selected for the local payroll admin role as a filter to manage access.

2. Tag your employees

Tag your employees with either a country/region tag, a group company tag, or both.

This is done from the employee's master data card.

Remember, the tags created on the employee's profile must match the same tags created on the employee's policy.

If there isn't a 100% match, the local payroll admin role will not have access to either the employee or the employee's policy.

Once you have tagged employees and policies with the same tag(s), you have completed the setup for local payroll administration!

⬇️ You are now ready to assign the local payroll admin role to selected employees!

3. Assigning the Local payroll admin role

Open the master data card for an employee who should be assigned the local payroll admin role.

The tags created above will automatically be available as options for the local payroll admin role.

Select which countries/regions and companies the local payroll administrator should have access to by checking one or more of the created tags:

In the example above, the local payroll admin will have access to employees in CompanyY and CompanyX, but only in Germany.

Employees with the local payroll admin role are shown with a yellow payroll admin icon in the global employee list under Setup admin > Employees:

Examples if tags do not match

Example 1:

Tags created on the employee's policy:

Note that the policy is only tagged with country and not with group company

Tags created on the employee:

Note that the employee is tagged with both country and group company

Tags added to the local payroll admin:

Note that the local payroll admin is tagged with both country and group company

Result of tags not matching:

Local payroll admin has calendar access to the employee, since both the employee and payroll admin have the same country tag.
Local payroll admin does not have access to the employee's policy, since the policy is only tagged with country, but the payroll admin is tagged with both country and group company.

Example 2:

Tags created on the employee's policy:

Note that the policy is tagged with both country and group company

Tags created on the employee:

Note that the employee is tagged with both country and group company

Tags added to the local payroll admin:

Note that the payroll admin is only tagged with country and not group company

Result of tags not matching:

Local payroll admin does not have access to either the employee or the policy, since the payroll admin is only tagged with country, but the employee and policy are tagged with both country and group company. When the employee has more tags than the local payroll admin, access will be denied.

Local payroll admin - Rules

A local payroll admin has limited access to payroll functions and views, as this depends on the tags assigned to the employee and the employee's policy.

Function	Local payroll admin tagged with Country/Region + Group company	Local payroll admin tagged with only Country/Region	Local payroll admin tagged with only Group company
Calendar access	Employees where Country/Region and/or Group company match (one match is enough)	Employees with the same Country/Region and without a Group company tag	Employees with the same Group company and without a Country/Region tag
Edit payroll number etc.	Employees where both Country/Region and Group company match exactly	Employees with the same Country/Region and without a Group company tag	Employees with the same Group company and without a Country/Region tag
Vacation left transfer	Employees where both Country/Region and Group company match exactly	Employees with the same Country/Region and without a Group company tag	Employees with the same Group company and without a Country/Region tag
Payroll export with period control	Employees where both Country/Region and Group company match exactly	Employees with the same Country/Region and without a Group company tag	Employees with the same Group company and without a Country/Region tag

Calendar access is flexible if the local payroll admin has both country/region and group company tags.

Payroll editing, vacation left, and export always require exact access based on tags, which must match 100% with the local payroll admin's tag.

FAQ

Can the creation of master data for the Local Payroll Admin role be automated?

It is not possible to fully automate the necessary local payroll setup.

The Country/region tag can be automated from your Active Directory.

These master data must be managed manually:

Group company tag on employee – when new employees are created or an employee changes company within the organization.
Tags on policies – when new policies are created.

Why can't I see a specific employee?

As a Local payroll admin, you can only see employees who match the tags you have access to (country and/or group company).

If an employee is not visible, it is typically because:

the employee does not have the same tags as your role
the employee or the policy is missing tags
tags do not match 100% (especially required for payroll editing and vacation left)

Always check that admin, employee, and policy are tagged the same.

What is the difference between global and local payroll admin?

A global payroll admin has access to all employees in the company.
A local payroll admin only has access to employees in a specific group – a country and/or a company.

We have employees in several countries and I only need to manage some of them. How do I do that?

If your organization has employees in multiple countries, the Local payroll admin role can be used to limit your access to only the relevant employees.

As a Local payroll admin, you will only have access to employees who match the tags assigned to you, such as:

specific countries/regions
specific group companies

To ensure correct access, employees and their policies must be tagged with the same Country/Region and/or Group company that you have access to.

Assign the Local Payroll Admin Role