Introduction/Purpose:

The purpose of payroll approval in a payroll HRMS is to ensure accuracy, completeness, and compliance with organizational policies and regulations before processing employee payroll.

The purpose of payroll approval in a payroll HRMS is to validate payroll data, ensure compliance, control financial resources, maintain data security, resolve discrepancies, facilitate audits, and enhance employee trust.

Dependency to record Payroll Approval:

Recording payroll approval in a Payroll HRMS streamlines the payroll process, promotes accuracy and compliance, and provides transparency and accountability to all stakeholders involved in the payroll workflow. The following are the dependencies to record Payroll Approval:

• Accuracy and Validation: Payroll approval acts as a final checkpoint to verify the accuracy of payroll data, ensuring that all calculations are correct before disbursing payments to employees. It helps catch any errors, omissions, or inconsistencies that may have occurred during the payroll processing.

• Compliance with Policies and Regulations: Many organizations have specific payroll policies and legal requirements that dictate how employees’ pay should be calculated and distributed. Payroll approval ensures that these policies and regulations are followed, reducing the risk of non-compliance and potential legal consequences.

• Authorization and Accountability: Approval by authorized personnel establishes a clear chain of responsibility for the accuracy and validity of the payroll. It provides a level of accountability for the payroll administrators and ensures that payroll data is reviewed and authorized by the appropriate individuals.

How To Navigate:

The navigation to record an Employee Payroll Approval in the HRMS system typically involves the following steps:

• Click on the main navigation icon which is located on the top right corner of the screen then click on the Payroll section which is located on the left side menus on the screen.

• Click on the Payroll Approval section which is located in the Transactions under Payroll. After clicking on this link you can navigate Payroll Approval Listing.

Listing:

The Payroll approval listing allows users to view all pending and approved Payroll Approval. The key features of Payroll Approval are:

((Place Screenshot here from Payroll > Transaction > Payroll Approval > Listing )

• Quick Search: This option allows users to filter data with single or Multiple criteria in Column Name with options like
  • Batch Name
  • Process Type
  • Pay Period
  • Pay Cycle
  • Review Comments
  • Is locked
  • Added Date

• Record Filter: This option allows the user to filter the ad-hoc earning/deduction record based on the drop-down menu. The drop-down menu contains Batch name, process type, pay cycle, Pay Period, Review  Comments, Is locked, Approval status, and Added Date.

• Hide and Show Column: This option allows the user to hide/show the column presented in the Payroll approval listing.

• Export: Selected Records, Current Page records or All records can be exported by users with listed Columns or All Columns to a spreadsheet or other file format for further analysis or reporting.

• Show all listing records: This option allows the user to clear all Filters and display all records on the Listing page.

Recording & Update:

((Place Screenshot here from Payroll > Transaction > Payroll Approval )

When the user clicks on the Payroll Approval section, they will be able to view all the approved and pending payroll approvals. In Pay Approval, they will be able to edit, approve, or decline the payroll Approval.

The user can enter the mandatory fields such as 

• Voucher posting date: In this field, the user has to enter the voucher posting date.

• Batch Remark*: The “Batch Remark” is a field that specifies the remark or comment for the payroll approval.

The user will perform the following action in this section: 

• Approve: This option allows the user to approve the payroll approval record of the selected batch. 

• Decline: This option allows the user to decline the payroll approval record of a selected batch of employees.

• Discard: This option allows the user to discard the payroll approval record and back to the payroll Approval page.

• Action: The action option allows the user to edit the record if the record has not been approved or if the user is the final approver. Users can also view the Activity Log of that transaction.

• Edit: On clicking the edit option user will able to edit the Payroll approval record

The user will be able to perform the following action in this section

• Update: This option allows the user to update the Payroll Approval Record when it is approved.

• Discard: This option allows the user to discard the Payroll Approval record and does not change the selected record.

Key Notes for Payroll Approval:

• Once the payroll is approved, the user can update the employee batch record. If the payroll is not approved, then the user can approve or decline the payroll approval.