Approval Workflow (Maker‑Checker) for Payroll Finalisation

Introduction

The Approval Workflow (Maker‑Checker) provides a controlled process for approving critical actions in payroll or system configuration. It lets administrators define a review chain so that sensitive changes, e.g. payroll locking, salary or bonus updates, payroll setting changes ,are reviewed and approved by designated approvers before taking effect.

This article explains how to configure the workflow, how it behaves when enabled, and how requests and approvals are managed.

Table of Contents

• Configuration
• Lock Payroll
• Payroll Settings Change
• Admin Review
• Notes

Configuration

1. Navigate to Payroll Settings → Approval Workflow.

2. You’ll see a list of actions for which approval workflow can be enabled:

   • Lock Payroll

   • Compensation Change (salary/bonus updates)

     

      

3. You can click Edit on the default rule to define a custom approval chain.

   

4. You may add new rules, each with:

   • A criteria/condition (based on available variables and operators)

   • Whether all conditions must match or any condition must match

   • An approval chain (list of approver roles) — or you can disable the chain for a rule

   

5. Once you add new rules:

   • The default rule’s criteria becomes “When none of the above defined criteria matches”.

   • You can reorder rules to set their priority, which determines evaluation order when an action occurs.

6. You can also delete any rule — unless there are pending requests against it.

   

7. You can view the activity log for any rule, showing actions like “Rule Created” or “Rule Updated.”

   

   Note : If there is any pending request under the workflow, you cannot disable the entire workflow.

Lock Payroll

1. The Lock Payroll button changes to Lock & Send for Approval if approval is required for that pay group.2. On clicking, a confirmation pop-up appears where the user can add comments.

 3. The request appears as pending approval. Until approved:

• The initiator can withdraw the request (only if no approver has approved yet).

• Payroll remains unlocked; pre-payroll actions and payroll processing are blocked.

• Viewing pay register, reviewing employees, or accessing pre‑payroll data is still allowed.

• The fiscal‑year month status (in the top FY bar) remains Pending.

Payroll Settings Change

1. After initiating a change,a pending icon appears next to the setting.

   

   2. The user may withdraw before approver action, a comment can be added when sending for approval.

   

   3. Once approved, the settings change takes effect, which triggers a salary-structure regeneration for employees.

 Inbox & Admin Review

1. The request will be visible in Inbox→ Taken Action→Payroll→Approve

2. Approvers can review and Approve or Reject requests. User‑added comments are shown in activity.

   

    3. After approval or rejection, items move to Archived Requests.

Notes

1. In approval chains, only explicit user roles are shown. Implicit/system roles are hidden.

2. If there’s any pending or in-process Lock Payroll request, future payroll processing is blocked, even for other months.

3. If a salary or bonus change is pending, no further salary or bonus actions are allowed ,even if the effective/payout date is in the current payroll month.

4. You cannot raise a second salary revision while one is already pending — the earlier request must be approved or rejected first.