Approval Workflow

PostedApril 25, 2023

UpdatedApril 25, 2023

ByNG Care

Approval workflow helps to streamline the workflow process by cutting out tedious manual routing, data collection and reporting, and the overall process, starting with the employee’s approving own timesheets and concluding with the manager’s approval.

It is designed to reduce the processing time of the timesheet approval process and offers the highest possible grade of efficiency and traceability.

What are the requirements for setting up the approval workflow?

Here are the prerequisites for setting up an approval workflow

Step 1: Setting Up Pay Cycles To establish the Approval workflow process, Payroll cycles should be defined in accordance with timezone selection. The approval procedure would be carried out at the end of each pay cycle.

Dashboard > Settings > Payroll Cycles

Step 2: Approval Workflow Path: The approval path identifies the hierarchy who will approve employee timesheets. The approval workflow defines the approval process and controls which the manager approves first, second, etc.

2.1. Access Privileges: Each approval level that will have a function within the approval path should have login access with the timesheet approval privilege. Follow the link below to get detailed information on Access privileges

https://www.ngworkforce.com/help/knowledge-base/access-privileges-and-login-profiles/

Dashboard > Settings > Login Profiles

2.2. Assigning Next-level reporting: Employees must be assigned to the next-level reporting manager, who will be responsible for a specific approval function within the approval path.

Dashboard > Employee Edit > Employment Information > Employee Manager

Step 3: Assigning Approval Workflow: The approval workflow should be assigned to each employee along with the pay cycle and specifically defined approval path so that the employee can prove the accuracy of his time sheet before it will be forwarded for next-level approval.

Dashboard > Employee Edit > Paycycle

Dashboard > Employee Edit > Attendance > Approval workflow

Note: In the case of BambooHR integration, the system will automatically update the organizational structure as per BambooHR.

How to create an Approval Workflow

Once the approval path has been generated, the approval workflow can be easily created by arranging the approval levels according to the approval paths. Here is the Navigation to create an Approval workflow

1: Dashboard > Settings > Approval Workflow

2: Click on “+” to create a new Approval workflow

3: Name the workflow

4: Create an identification code

5: Select Trigger as “ Paycycle End

6: Update the buffer time to review timesheets before running the workflow

7: Select approver levels from the dropdown > Click Add.

Note: Multiple Approval workflows can be created and assigned based on operational requirements

How to Create Groups-Based Approval Workflow

To create an approval workflow based on groups, employees and the approver must be assigned to the same group, and the approval rights must be assigned to the manager using the login profile/access privileges. Please see the link below to learn more about the group concept.

https://www.ngworkforce.com/help/knowledge-base/group-concept/

How to approve Employees’ Timesheets

The Timesheets can be approved by using one of the following methods:

1: Timesheet Approval through Timecards: Managers and employees can approve timesheets by clicking the Approval button after reviewing and updating the changes as needed.

2: Timesheet Approval Through Consolidated Report: In the event that mass approval is required, timesheets can be approved using a Consolidated Report by simply selecting and approving all employees at once.