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AI agent for compensation analysts

Retention Bonus Tracker Agent

Pay each retention award only when its conditions are met and document each decision

ComplianceRisk managementFinanceHuman resources
See how it worksGet access
Retention Bonus Tracker Agent: what goes in, what the agent does and what you get

What it does

A retention bonus is due on June 30 but the employee transferred in May and a clause says the role must be unchanged. This agent tracks every award's terms: amount, payout dates, conditions such as continued employment, performance rating and role. Before each payout date, it checks the employee's current status in the HR system for leave, transfers, terminations and performance. It drafts the payout list with the amounts and flags exceptions that need a decision, such as a leave of absence or a transfer. It rechecks the list the day before payout in case the status changed. The comp lead approves the payout. Edge case: an employee on approved leave is flagged for the plan's rule, not paid or denied by the agent.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN 30 days before a payout date 2 USES A TOOL Load award terms and payout dates 3 USES A TOOL Check employment status, role and performance foreach person 4 CHECKS THE RESULT Does every award meet all of its conditions? If not: Mark the exception, state the condition and thereason. Back to step 3. 5 DOES Draft the payout list and the exceptions list 6 YOU APPROVE Comp lead approves the payout list and eachexception decision 7 USES A TOOL Recheck status the day before the payout 8 CHECKS THE RESULT Has any status changed since approval? If not: Update the list and send it back for approval.Back to step 6. 9 DOES Send the final list to payroll before the cutoff 10 RESULT Payout record with the conditions checked
Read the steps as a list
  1. 30 days before a payout date
  2. Load award terms and payout dates
  3. Check employment status, role and performance for each person
  4. Does every award meet all of its conditions?If not: Mark the exception, state the condition and the reason. Back to step 3.
  5. Draft the payout list and the exceptions list
  6. Comp lead approves the payout list and each exception decisionThe agent waits here for your OK.
  7. Recheck status the day before the payout
  8. Has any status changed since approval?If not: Update the list and send it back for approval. Back to step 6.
  9. Send the final list to payroll before the cutoff
  10. Payout record with the conditions checked

How it decides

It marks an award payable only when every condition is met on the payout date and flags any status change since the last check.

  • Treat every written condition as required
  • Flag leaves, transfers and terminations as exceptions
  • Recheck the day before payout
  • Never pay after the payroll cutoff without approval

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Recheck timing (default 1 day before payout)
  • Conditions tracked (default employment, role, performance)
  • Payroll cutoff lead time (default 5 days)
  • Exception review owner (default the comp lead)

What keeps you in control

It always asks you first

  • Comp lead approves the payout list
  • Comp lead decides each exception

Hard limits

  • Never pay or deny an award on its own
  • Never share award details beyond the comp team
  • Always cite the condition in an exception

It stops when

  • Done: Payroll receives the approved list
  • Stop: Terms are unclear, so hand to the comp lead and legal

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensFor the June 30 payout the agent lists 42 awards totaling $630,000. The first check finds 3 exceptions: one transfer, one leave and one performance rating of Needs Improvement. The lead approves 40 and holds 2. The recheck on June 29 finds one employee resigned. The agent removes the $15,000 award and returns the list for approval.

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