We have added quite a few automations in the system in this update, and those are added to Workflow under Company Settings.
You can click "Create" to add a new workflow in your company. The below are the new options added:
P45 email scheduler: Choose when to email P45s:
On Payday
1 Day before Payday
When the Payroll is Approved
Do not Send (default)
On Bank Date
Upload P45s to Portal: Choose when to send P45s to the employee portal:
On Payday
1 Day before Payday
When the Payroll is Approved
Do not Send (default)
On Bank Date
We have added "On Bank Date" as an option in workflow settings so that you can choose this option if you want to send FPS/payslips/P45s on the bank date instead of any other options listed.
Automatically notify employees when payslips are available on the portal:
If you choose this option while creating a workflow, then when payslips get uploaded to the portal, workers will automatically get a notification stating the payslip/new doc is available; please log in to view it.
Automated payroll approval/closure
We've introduced a new feature in the system for automatic approval and closure of payrolls. This is an option which will be massively helpful if you have a percentage of your payrolls populated by small ‘no-change’ payrolls. Those are payrolls that just have recurring pay items, and they don't change period-to-period. In this case, you enable this option in the workflow to set automatic approval of payrolls before payday (pay date). You will be able to set the number of days in either of the options:
Automated payroll approval (days) - negative days not allowed.
Close payroll automatically (days) - zero/negative days not allowed.
If you set the number of days in your workflow settings, the system will approve the payroll based on your workflow settings (before paydate) if the payroll is either in the unlocked or locked stage at the time specified. It will not trigger the approval if the time before the pay date is shorter than the time specified. For example, if the user selected the automated approval to be 3 days before pay date, this means that the system will automatically approve the payroll 3 days before pay date in the morning if the pay cycle is in a locked or unlocked stage. If it is unlocked, the system will lock and approve payroll. If it is locked, it will directly approve payroll.
Similarly, for payroll closure, it will close the payroll based on the number of days (after the pay date) specified in the workflow settings. If you're using this option, we would advise you to give a certain period of time (2 or more) before the next period starts in order to manage any payroll corrections in the current period.
The system will send you the notification if there are any failures in the automatic approval/closure process or if any of the workflow failures happen. You can view the notification in the top right (bell icon) and action based on that🤩🤗
Related Articles
Need Further Assistance?
If you have any questions or need further support, please reach out to our support team. We're here to help. 😊