Approvals

The Approvals feature in Zoho Payroll helps you manage and streamline approval workflows for key payroll processes, such as Salary Revisions and Pay Runs. This ensures that updates and changes are reviewed before they are applied.

Salary Revision Approvals

As employees progress in their roles, their salaries may be revised periodically. To ensure these revisions are properly reviewed, you can set up an approval workflow in Settings and assign approvers.

Zoho Payroll supports the following approval flows for Salary Revisions:

Simple Approval

In this approval flow, any user with Salary Revision approval permissions can approve the revision. This is the default approval flow for your organization.

To set up the Simple Approval flow:

Go to Settings and click Approvals.
Switch to the Salary Revisions tab.
Select Simple Approval.
Click Save.

Once applied, any user with Salary Revision approval permissions will be able to approve salary revisions.

Multi-Level Approval

In this approval flow, you can define multiple levels of approvers based on your organization’s hierarchy. A salary revision will be considered approved only when all approvers in the flow approve it.

To set up a multi-level approval flow:

Go to Settings and click Approvals.
Switch to the Salary Revisions tab.
Select Multi-Level Approval.
Click the Level 1 Approver dropdown and select a user.
Click Add New Level to add a Level 2 Approver.
- Use the Add New Level button to add multiple levels of approvers.

PRO TIP

Reorder approvers by clicking and dragging the dragger icon next to their name.
Click the delete icon to remove an approver from the flow.

Click Save.

Once applied, only the assigned approvers will be able to approve salary revisions. Approvers can only take action after previous levels have approved the revision. For example:

A Level 2 Approver can approve only after the Level 1 Approver has approved.
A Level 3 Approver can approve only after the Level 2 Approver has approved, and so on.

Custom Approval

The Custom Approval flow allows you to configure approval workflows based on specific criteria. Once criteria are defined, you can choose one of the following approval flows:

Configure Approval Flow: Add multiple levels of approvers when the defined criteria are met.
Auto Approve: Automatically approve salary revisions when the criteria are met.
Auto Reject: Automatically reject salary revisions when the criteria are met.

SCENARIO Let’s say that in your organization, salary revisions above SAR 500,000 require special approval from the Managing Director. You can configure this by setting the criteria as follows:

When “CTC Amount” >= “SAR 500,000”
Add the Managing Director as an approver.

To set up a custom approval flow:

Go to Settings and click Approvals.
Switch to the Salary Revisions tab.
Select Custom Approval and click + New Custom Approval.
Enter an Approval Name and Description.
Define the criteria.

PRO TIP Click + Add Criteria to define multiple conditions (up to 10 criteria).

Select one of the following approval flows:
- Configure Approval Flow:
  - Select a user to be the Level 1 Approver.
  - Click + Add New Level and select users to add multiple levels of approvers.
- Auto Approve
- Auto Reject
Click Save.

With these approval workflows, you can ensure that all salary revisions are processed efficiently while adhering to your organization’s policies.

Learn how to approve salary revisions in Zoho Payroll.

Pay Run Approvals

Zoho Payroll supports the following approval flows for Pay Runs:

Simple Approval

In this approval flow, any user with Pay Run approval permissions can approve the revision. This is the default approval flow for your organization.

To set up the Simple Approval flow:

Go to Settings and click Approvals.
Switch to the Pay Runs tab.
Select Simple Approval.
Click Save.

Once applied, any user with Pay Runs approval permissions will be able to approve payroll.