You can trigger a Request Pay Approval for a pay run when certain employee or payroll thresholds are met for that pay run.
Important: The Request Pay Approval functionality must be unlocked to an instance by Support before it can be added to any user roles. After the functionality is unlocked, an administrator can assign Pay Approval authorization access to roles in System Admin > Roles for a given user role in the Authorizations tab.
You might set a threshold of 5,000 (Dollars) as the Employee Net Pay Warning, or a threshold of 125,000 (Dollars) as the Total Payroll Warning. If a pay run then has an employee with a net pay of $5,001 dollars, or if the total payroll is $125,001, a pay approval request is triggered.
When the pay approval request is triggered for a pay run, which happens after a pay run has been validated, Approve is shown in the Process Job drop-down list in the Overview tab, as well as in the Pay Run Management tab for a loaded pay run.
You must take three main configuration actions to use the Request Pay Approval stage:
- Unlock the pay approval functionality to your instance of Dayforce (done by Support).
- Configure the Request Approve option for the pay group and configure the threshold settings.
- Add access authorization to the role that will be approving the pay runs in Payroll.
In the Overview tab in Payroll, when a pay run that requires approval has been validated, it is shown with a number of warning messages (depending on the thresholds that have been exceeded) with a link to download the warning messages, and Approve is shown in the Process Job drop-down list. In the following screenshot, you can see the Approve option (1), the number of warnings and the link to download the warnings in a CSV file (2), and that the pay run is in the Validated stage (3):
The warning messages in the download file (and in Pay Run Management in the Problems panel), depend on the threshold type and amount. For example, here are two warning messages, one about the total pay run amount and one about the net pay for an employee:
- Total net pay 127497.16000 is over threshold, authorized user must approve payroll.
- Employee net pay 2548.75000 is over threshold, authorized user must approve payroll.
If you are an authorized user, you can select the pay run in question, click the Process Job drop-down list, and click Approve.