Cycle approvals are designated through the approval workflow assigned in the 'Approvals' menu. Multiple approval workflows can be created and assigned to different relevant employee groups to manage payroll cycles for different users, teams, locations, or custom attributes granularly.
Create a new approval flow for Payroll cycles
Navigate to Settings > Company settings > Approvals > Create a payroll cycle approval workflow.
When creating a new approval flow for a payroll cycle, input the following information:
- Name
- Process: Payroll Cycle Approval
- Relevant employees (choose for which employees this approval flow will be applied)
- You can additionally enable the setting 'Enable implicit approval'. If enabled, any steps in the approval flow that can be approved by the person requesting the approval, will be automatically approved. You can also enable the setting 'Applies to admins.' If enabled, the approval flow will be applied to module and platform admins as well - they will need approval for their own actions.
- Lastly, define the approval steps. The approver's can be: specific person(s), manager, manager's manager, HRBP, team member or admin).
As a fail-safe to ensure employees are being paid on time, it is possible to still approve a cycle, even if all validation rules have not been met or if employee attributes are missing. The logic is that if a new joiner has a missing IBAN or salary attribute, this would not prevent the cycle from being approved and the rest of the employees from being paid.
Approve a payroll cycle
Admins and designated approvers can approve a payroll cycle by clicking the Approve payroll button on the specific payroll cycle. Once the approve payroll button is submitted, the admin will be prompted to confirm the approval for the cycle on the specified dates.
Once a payroll cycle is approved, it can no longer be edited. Approving the payroll cycle before the end of the payroll cycle will lead to incomplete attendance and absence data.
If the payroll cycle is approved, the status of the cycle will change to 'Approved.'
Please note: You cannot re-open an approved cycle, and any changes made to a payroll cycle are locked once the cycle is approved.