Configuring and Setting Up Payroll Approval Workflow

Understanding the Approval Workflow

The Approval Workflow, also known as Maker-Checker, is an essential control mechanism designed to enhance security and ensure accountability within your organization. By configuring an approval chain for specific events within the Keka HR system, you can effectively manage changes to sensitive financial details, such as salary revisions & bonuses. 

Importance of Implementing Approval Workflow

Implementing the Approval Workflow helps mitigate risks associated with errors, fraud, and unauthorized activities. By requiring multiple stakeholders to review and approve critical actions, this feature adds an essential layer of accountability and security. This ensures that all significant changes undergo a thorough review process, protecting your organization from potential discrepancies and enhancing operational integrity.

Configuring and Setting Up

Adding Approval Workflows:

A new tab under Payroll Settings, "Approval Workflow," lists actions for which the workflow can be enabled and configured.

Go to Payroll(1) and then click on Settings(2)  and click on Approval Workflow(3). Here, you can enable or disable the approval workflow for your organization by toggling the switch at the top right corner.

Here, you can enable or disable the approval workflow for your organization by toggling the switch at the top right corner.

To add a rule click on the +add rule button. This will open a new window where you can define the criteria and set up the approval workflow.

After clicking on add rule in the Criteria section, choose whether the approval should trigger if All or Any conditions are met.

Add conditions by selecting filters such as Department, Job Title, Location, Pay Group, Annual Salary, Legal Entity, Business unit, Worker Type, Cost Center, Pay Grade, Pay band, & Bonus amount.

Specify the condition (IS  or IS not) and select the appropriate values. If its a numeric condition you will also see options such as IS between, Greater than, Less than.

You can add multiple conditions and further drill down by adding more criteria.

After you have configured the conditions it's now time to define approval workflow. 

Click on the Approval Workflow section. Enable or disable the approval chain for the criteria you have set.

Set the approval chain by selecting user roles or entering specific employee names. Add multiple levels to the approval chain if needed.

After setting the criteria and defining the approval workflow, click Create to finalize the rule.

The newly created rule will appear in the list of rules.

Set the priority for the rules by dragging and dropping them in the desired order.

Edit any rule by clicking the pencil icon.

View activity or delete rules by clicking the three dots beside the rule.

 

Activity displays all the changes made to the rule from the time it was created and who made changes to the rules. 

By following these steps, you can ensure that your organization's approval workflows are properly configured, enhancing security and accountability for critical changes.

How the Approval Workflow Works in Keka

When you set up an approval workflow for specific actions, such as compensation changes above a certain amount, the system ensures that these actions are reviewed and approved by designated approvers before they take effect. Here’s how the process works:

Example: Approval Workflow for Compensation Changes

When you revise an employee's salary and it meets the criteria for the approval workflow (e.g., changes above a certain amount), a pop-up window will appear. This window informs you that the salary revision requires approval and will not be effective until approved.

In the pop-up window, you are required to enter a reason for the salary revision in the provided comment box.

Once you have entered the reason, click on the Send for Approval button to proceed.

The approver(s) will receive a notification in their inbox, alerting them to the pending approval request. The notification will contain details about the salary revision and the reason provided.

The approver can review the request details and decide to approve or reject it.

There are options to add comments or reasons for rejection if necessary. The approver clicks on Approve to confirm the change or Reject to deny it.

By implementing Keka's Approval Workflow, you will enhance your organizational efficiency and ensure all critical changes undergo thorough scrutiny. This control mechanism significantly reduces risks, maintains high standards of accountability, and aligns all operations with your strategic objectives.

For more details on setting up and managing approval workflows in Keka HR, please refer to our help documentation or contact customer support​​.