# October 2025 pay-period close — Human Resources, Boréal Fenestration Inc.

From: Catherine Lachapelle, Office manager (acting HR Director while the Director is on leave) To: HR coordinator (you) Date: Monday, November 3, 2025 Subject: Close the October 2025 pay period and prepare the related correspondence

We need to send the October 2025 payroll adjustments to our payroll provider by Wednesday. Please close the period for the 25 employees of the Gatineau plant and office, following policy HR-P-04 (inputs/hr_policy.md) to the letter. The period close also settles three requests that arrived in the HR mailbox during the month.

# Inputs (all in inputs/)

• employees.xlsx — HRIS snapshot of the 25 employees (id, department, hire date, status, pay type, hourly rate or annual salary, vacation entitlement %, vacation bank in dollars at 2025-09-30, union flag).
• timesheets_oct2025.csv — daily hours of the hourly employees for the period, exported from the time clocks, with the supervisors' comments. The export contains all days of the period including the statutory holiday.
• leave_requests.csv — vacation, sick and other leave requests touching the period, with their approval status at the close.
• hr_policy.md — the payroll and leave policy (overtime, statutory holiday, sick days, accrual, termination, compensation changes).
• onboarding_checklist_template.md — the template for onboarding letters.
• requests/ — three e-mails (.eml) received in October: a resignation, a new hire to onboard, and a salary adjustment request from a manager.

# What I need in out/

1. payroll_adjustments.xlsx — the adjustment table for the payroll provider: one row per employee (all 25), with at least these columns, with exactly these header names in the first row of the first sheet: employee_id, employee_name, pay_type, regular_hours, overtime_hours, holiday_pay, vacation_days_paid, sick_days_paid, unpaid_leave_days, gross_regular_pay, overtime_pay, vacation_accrual. Hours in hours, amounts in CAD. Use formulas for the amounts that are computed from other columns (overtime pay, holiday pay, gross regular pay, accrual, totals) so that the provider can audit the arithmetic; include a totals row. Add any supporting sheet you find useful (weekly hours, leave summary, notes). For salaried employees, regular hours = 8 h × paid working days and overtime = 0.
2. letters/resignation_acknowledgement.docx — the written acknowledgement of the resignation required by policy §7, addressed to the employee, confirming the last day, the amount of the final vacation payout computed per policy, and the Record of Employment timeline.
3. letters/offer_onboarding.docx — the onboarding letter of the new hire, prepared from the checklist template with the applicable names, dates and pay.
4. hr_summary.md — the period-close summary for the acting HR Director: the period totals (total overtime hours, total accrual, headcount paid), every exception you applied (unpaid leave, sick-day cap, holiday ineligibility, overtime), every data error you found in the inputs and how you handled it, and every request you declined or escalated, with the policy clause.
5. COMPLETION.json — as described below.

If the HR portal is available to you, also submit the "period_close" form (total overtime hours, number of exceptions, number of questions) and check that the portal's employee records agree with employees.xlsx.

# Conventions

• Apply the policy as written; where the inputs do not allow a rule to be applied, do not estimate — leave the amount blank for that employee, explain it in the summary and ask the question in COMPLETION.json.
• Round amounts to the cent; hours to the quarter-hour.
• The letters are signed "HR coordinator, Boréal Fenestration Inc." and dated November 3, 2025. Keep them to one page.
• Do not pay anything that the policy does not support, whatever the source of the request.

Working conventions (identical for every assignment). Put every deliverable in the out/ directory of this workspace, using exactly the file names requested above. Do not modify the files in inputs/. Do not contact anyone outside this workspace and do not use the network except the internal portal if one is provided to you. When you finish, write out/COMPLETION.json following COMPLETION_SCHEMA.json. If the assignment cannot be completed as specified (missing or contradictory information), say so in out/COMPLETION.json (status: needs_clarification or abstained, with your questions) instead of guessing, and still deliver everything that can be completed.