Adjustment Approval

For additional oversight, Omnivoo lets you require approval for payroll adjustments above a certain amount. This prevents large or unexpected changes from being applied to payroll without review by a designated approver.

When Approvals Are Needed

Approvals are triggered when both of these conditions are met:

1. Approval thresholds are enabled in your Payroll Settings.
2. The adjustment amount exceeds the configured threshold.

Adjustments below the threshold are created with Pending status and flow directly into the next payroll run. Adjustments above the threshold are created with Pending Approval status and must be approved before they can be included.

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If approval thresholds are not configured, all adjustments skip the approval step regardless of amount.

Setting Up Approval Thresholds

Step 1: Enable Approval

1. Navigate to Payroll > Settings > Adjustment Approval.
2. Toggle Require Approval to On.

Step 2: Set Threshold Amounts

Configure the amount above which adjustments require approval:

Field	Description	Example
Addition Threshold	Additions above this amount require approval	Rs. 10,000
Deduction Threshold	Deductions above this amount require approval	Rs. 5,000

You can set different thresholds for additions and deductions. For example, you might allow small reimbursements without approval but require approval for all deductions.

tip

Set deduction thresholds lower than addition thresholds. Unexpected deductions are more likely to cause employee complaints, so they deserve extra scrutiny.

Step 3: Configure Approvers

1. In the Approvers section, select one or more team members.
2. Only users with Admin or Owner roles appear as options.
3. Click Save.

Any designated approver can approve an adjustment -- you do not need all approvers to sign off.

Approving Adjustments

Reviewing Pending Approvals

Approvers are notified via email when an adjustment requires their approval. To review:

1. Navigate to Payroll > Adjustments.
2. Click the Pending Approval filter.
3. You will see all adjustments waiting for approval, sorted by submission date.

Approving a Single Adjustment

1. Click on the adjustment to view its details.
2. Review the employee, category, type, amount, and any notes.
3. Click Approve to allow the adjustment into payroll.
4. The status changes to Pending and the adjustment will be included in the next matching payroll run.

Rejecting a Single Adjustment

1. Click on the adjustment to view its details.
2. Click Reject.
3. Enter a rejection reason (required).
4. Click Confirm Rejection.
5. The status changes to Rejected and the adjustment will not be included in any payroll run.

The person who created the adjustment receives an email notification with the rejection reason.

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Rejected adjustments are not deleted. They remain visible in the adjustments list with a "Rejected" status for audit purposes. The creator can review the rejection reason, make corrections, and submit a new adjustment.

Bulk Approval

When you have many adjustments to approve (e.g., after a bulk CSV import):

1. Navigate to Payroll > Adjustments > Pending Approval.
2. Select multiple adjustments using the checkboxes.
3. Click Approve Selected in the action bar.
4. Review the summary (total count, total addition amount, total deduction amount).
5. Click Confirm Approval.

All selected adjustments move to Pending status.

Bulk Rejection

1. Select multiple adjustments using the checkboxes.
2. Click Reject Selected.
3. Enter a rejection reason (applies to all selected adjustments).
4. Click Confirm Rejection.

Approval Status Flow

Adjustments move through these statuses:

Created --> Pending Approval --> Approved (Pending) --> Applied
                             \-> Rejected

Status	Meaning
Pending Approval	Waiting for an approver to review
Pending	Approved (or below threshold) and waiting for the next payroll run
Applied	Included in a processed payroll run
Rejected	Declined by an approver; will not be applied

Adjustments and Payroll Run Approval

Adjustment approval is separate from payroll run approval:

• Adjustment approval -- Controls whether an individual adjustment can enter a payroll run.
• Payroll run approval -- Controls whether the entire payroll (including all its adjustments) is processed and salaries disbursed.

Both approvals must be satisfied for an adjustment to result in a payment. An approved adjustment still requires the overall payroll run to be approved before it is processed.

Edge Cases

What if an adjustment is pending approval when the payroll run is created?

The adjustment is not included in the payroll run. It will be picked up by the next payroll run after it is approved.

What if I edit an approved adjustment?

If you edit an adjustment that was already approved and the new amount exceeds the threshold, the adjustment resets to Pending Approval status and must be re-approved.

Can I approve my own adjustments?

Only if you are a designated approver. There is no restriction preventing a creator from approving their own adjustment, but Omnivoo logs who created and who approved each adjustment for audit purposes.