Payroll Needs Approval Alert

This background job examines the specified period to determine if there are unapproved payroll records, and notifies users if the pay approval date is upcoming or overdue.

The alert is sent to users only if there are unapproved payroll records for the organization or location that they’re responsible for. If unapproved records exist for other locations, only the managers responsible for each location will receive the alert.

In the Employee-Manager Security Model, the alert is sent out to the manager that is responsible for the employee whose records haven’t been approved. If an employee isn’t configured with a specific manager in the Employee-Manager Security Model, the alert will be sent to any managers responsible for the location.

Note: To prevent sending the alert to inappropriate users under the Employee-Manager Security Model, ensure that all employees are assigned a manager. You can run the Employee Listing by Manager ad hoc report to determine if any employees haven’t been assigned a manager.

For additional information, see Payroll Approval.

The background job can be configured to display one of three different alert messages to subscribed users. To send messages of increasing escalation, schedule multiple jobs with different combinations of Warning Offset Days and Message Escalation Level.

In the preceding example, three instances of the background job have been scheduled. A different message is sent if unapproved records are found five days, three days, or one day before they’re due.

Warning Offset Days

Enter the number of days prior to the approval date that the alert is sent out. For example, enter 3 and the alert is sent three days before payroll approval is due, if unapproved records are found.

Message Escalation Level

Enter the number that corresponds to the warning message that should be sent if the background job finds payroll records that need to be approved.

Dayforce is configured with three default messages. Enter the corresponding number and the alert sends a message to users that reads:

• 1: This is a reminder there are unapproved periods that need approval. Please log in to the system and approve the appropriate pay period.
• 2: This is a second reminder there are unapproved pay periods that need approval. Please log in to the system and approve the appropriate pay period.
• 3: This is an urgent reminder there are unapproved periods that need approval. Please log in to the system and approve the appropriate pay period.

You can use label overrides to replace these messages with custom content. To define new content for the messages, localize the value of 'alertPayrollApprovalAlertBody[Number]' where [Number] is replaced with the number of the alert being localized. For example, 'alertPayrollApprovalAlertBody2' localizes the message sent in the body of the alert when the Message Escalation Level setting is set to 2. See Localize Labels.