Permission required: Users with the Admin Profile, Card Approver and Custom Profile can access this feature.
Regional Availability: Australia, India, Indonesia, Singapore, United States
Overview
If you're an approver for multiple modules, departments, or projects, you can view all pending requests requiring your attention from the "My Volopay > Action Center" page. Alternatively, you can navigate to the specific module approvals/request page to see all requests awaiting your review.
Approving or rejecting a request:
Start by navigating to the My Volopay section and proceed to the Action Center page. Here, you'll find various modules with requests from other company users that need your attention and approval. There are three methods to approve or reject a request.
Method 1: Direct Approval from the Table
Approve directly from the table by clicking on the Approve button. Alternatively, reject a request by clicking on the three dots and selecting the reject option.
Method 2: Approval from the Request Slider
Open the slider to view the details and make an informed decision on whether to approve or reject the request.
Method 3: Bulk Approval
The final method allows you to select multiple requests and approve them all simultaneously.
A confirmation box will appear when performing a bulk approval of requests, regardless of whether the action is initiated through the Action Center or individual request pages within modules such as Cards, Payments, Reimbursements, and Payroll. This serves as an additional layer of validation to ensure that bulk actions are intentional, thereby reducing the risk of accidental approvals.
Maker-Checker Principle
The Maker-Checker principle is a key control mechanism used to ensure that the same person does not initiate and approve a transaction. This adds an additional layer of security by involving multiple individuals in the approval process, thereby preventing errors and fraud.
Skipping Approvals
Admins with the authority can bypass the standard multi-level approval process. By opting to skip all levels, a bill can be approved instantly, which is particularly useful in situations requiring urgent processing.
How to Skip All Approval Levels :
Navigate to the Bill Pay module and then approvals.
Locate the bill you wish to fast-track and click on the three dots menu associated with it.
Select 'Skip Approval' from the dropdown menu.
Edit and Resubmit Rejected Card Requests
Overview :
Rejected New Card Requests and Card Top-Up Requests can now be edited and resubmitted instead of requiring the requester to create a new request from scratch.
When a request is rejected, the requester can update the specific details that caused the rejection while retaining all other information already entered.
This helps reduce repetitive work and makes the approval process more efficient.
How It Works
1. Edit a Rejected Request
When a New Card Request or Card Top-Up Request is rejected:
Open the rejected request.
Review the reason for rejection.
Edit the details that need to be corrected.
The existing correct information will remain unchanged.
Resubmit the request.
There is no need to re-enter the entire request.
2. Resubmit the Request
After the request is edited and resubmitted, it will restart the approval workflow from the first approval level.
For example, if the original request was rejected at the second approval level, the resubmitted request will go back to the first approval level and proceed through the approval chain again.
Note :
Applies to both New Card Requests and Card Top-Up Requests.
Resubmitted requests always restart from the first approval level.
Simplifies the correction process and reduces rework for requesters after a request is rejected.
Types of Approval Policies in Volopay:
Company Approval Policy :
The company approval policy ensures that bill payments across the organization are subject to a uniform approval process. This standardized approach helps maintain control and consistency, ensuring that all payments meet the company's financial and operational policies before being processed.
Custom Approval Policy:
Custom approval policies provide flexibility by tailoring approval processes to the specific needs of different departments or projects. These policies are designed to address unique operational requirements, enabling department heads or project managers to have more control over their budgetary expenditures.