Follow this article on how to set up auto-approval of scheduled pay runs. Note that any custom or on-demand pay
runs are never auto-approved, and their handling is the administrator’s responsibility.
There are three modes of operation for Pay run approval:
- By Administrator is the default and will require an administrator to press the pay run Approve button
- By Employee will require a Privileged employee to Approve the pay run in their My tasks app view
- Automatic by Debbie will auto-approve the pay run with no manual intervention required
Regardless of the approval type set, the administrator is always able to approve any pay run with the Approve button
Setup #
Auto-approve for pay runs is set on the pay schedule: Setup > Pay Schedules and Update the relevant schedule.
Select the Approval type required and click Update:
Note the summary table dates, which control when various steps occur – these are Prompts start, Prompts end, Approvals begin, as well as Target payday and Actual payday
Privileged Employee Approval #
If you set the pay run schedule to approval By Employee, then any Privileged employees will see a new Approve button in My tasks:
Each approval is valid up to the date shown and will be remembered once. Therefore, the privileged employee will need to approve each pay run individually.
The pay run is then marked for approval by Payroll Debbie for the appropriate date.
Before that date, the privileged employee can also Unnapprove the pay run if required:
Operation #
During the pay schedule, the following will occur:
| Task | From date | To date | Example | Notes |
|---|---|---|---|---|
| Tax coding notices | Prompts start | Prompts end (1-day before Approvals begin) | 21st – 25th | Uses GB HMRC DPS Data- feed |
| Pay run redo | Approvals begin | 1-day before Target payday | 21st – 27th | |
| My documents | Visible by employees and privileged employees | Accessed by self-service | ||
| Pay run approval (finalisation) | After Pay run redo | Target payday | 21st – 28th | Auto Submit FPS, EPS Auto Submit API pension report Auto post API bookkeeping journal |
| Next interim pay run | Immediately after pay run approval and all reports are completed successfully |
My Dashboards #
The status of all pay runs can be viewed in My dashboards > Pay Run Calendar:
