Permission Required: Users with the Payroll Admin and Payroll Manager Profile can access this feature
Regional Availability: Australia, India, Indonesia, Singapore, Payments
Overview
Approval policies in the payroll module ensure a structured review process for salary payments, aligning with organizational financial controls and compliance requirements. These policies enable tiered approval workflows, facilitating the efficient validation of salary transactions and safeguarding against policy violations.
Payroll Approval Policy
The payroll approval policy ensures that all salary payments within the organization undergo a consistent approval process. This uniform approach maintains control and consistency, ensuring that all payments comply with the company's financial and operational guidelines. All payroll admins, payroll managers, and payroll members can be part of the approval policy, allowing for a comprehensive involvement across the payroll team.
How to set an approval policy
Navigate to Payroll and select Settings.
Go to the Spend Controls section.
Open Payroll Approval Policy to view or create policies.
Click Edit Policy to modify or establish a new policy.
Define approvers and set notification recipients.
Add multiple approval ranges if needed.
Click Save to apply changes.
Maker-Checker
The Maker-Checker principle is a critical control mechanism designed to prevent the same person from initiating and approving a transaction. This principle adds an extra layer of security and accuracy by involving multiple individuals in the approval process, thus preventing errors and fraud.
How to enable or disable the maker-checker
Navigate to Payroll and click on Settings.
Proceed to Spend Controls and locate the Maker-Checker setting.
Toggle Maker-Checker to On or Off as desired.
Understanding Tabs in Approval
In approval workflows, tabs such as "Needs Your Attention," "All," and "Pending" are essential organizational tools that streamline the management and tracking of approval requests. These tabs are designed to prioritize tasks, enhance oversight, and ensure that no requests are overlooked.
Here are the specific details in each tabs:
Tab | Description |
Needs Your Attention
| This tab is designated for approvers who are the immediate reviewers of the payroll payment. If it's your turn to approve, the payment will appear under this tab, indicating that your review is necessary. |
Pending | Payments not yet at your level of approval are found under the 'Pending' tab. If you are part of the approval workflow but not the immediate approver, you will find these payments here. |
All
| This tab provides a comprehensive view of all salary payments submitted for approval, including those awaiting approval, those that have been rejected, and even those outside your direct approval policy. Admins can bypass standard procedures and directly approve payments from this tab, effectively skipping all levels of approval if necessary. |
Approving or Rejecting a Payment as an Approver
As an approver, your role is crucial in ensuring the financial integrity of your organization. Carefully review each payment to confirm it meets all necessary standards and policies before making a decision.
Navigate to the approvals section of the payroll module.
Here, you will see a list of all salary payments awaiting your decision.
You can approve or reject each payment individually, or select multiple payments to process in bulk.
Choose Approve or Reject for each payment based on your review.
Understanding Comments on Payments
Comments on salary payments provide essential context and explanations from the payee or other approvers. They are crucial for understanding the rationale behind payments, addressing concerns, or clarifying details.
Just access the said salary information in the Approvals tab and click the "callout" icon so you will be routed to the comments part. From there, you can provide more details about the salary payment being processed.
Skip Approvals
Admins have the authority to override the standard multi-level approval process. Opting to skip all levels allows a payment to be approved instantly, which is particularly useful in urgent situations.
How to Skip All Approval Levels
Go to the approvals section within the payroll module.
Find the payment you wish to expedite and click on the three dots menu next to it.
Select Skip Approval from the dropdown menu to bypass all pending approvals.
Identify Duplicate Payments
Volopay's system is equipped to identify potential duplicate salary payments by comparing existing data. If a duplicate is detected, both the initiator and the approvers are alerted, helping to prevent redundant or erroneous payments and conserving valuable resources.