How To Approve Or Reject A Payroll

After a payroll is created and submitted, it remains in the Pending status until it is approved or rejected. Payrun allows authorized users to review payroll details, approve the payroll, or reject it if changes are required.

Follow the steps below to approve or reject a payroll:

Before You Start

Before approving a payroll, make sure:

• Employee salaries are correct.

• Attendance records are approved.

• Leave records are reviewed.

• Deductions and overtime calculations are accurate.

• The payroll has been reviewed carefully.

Note: Once a payroll is approved or rejected, no further changes can be made.

Step 1: Open The Payroll List

• Go to Finance from the left sidebar.

• Click Payrolls.

The payroll list displays all payroll records.

You can view:

• Payroll title

• Pay period

• Net pay

• Created by

• Performed by

• Status

Step 2: Find A Pending Payroll

Locate the payroll with the Pending status.

Pending payrolls indicate that the payroll has been submitted but has not yet been finalized.

Step 3: Open The Action Menu

Click the three-dot menu under the Actions column.

The following options are available:

• View summary

• Edit

• Approve

• Reject

View Summary

Select View summary to review the payroll details.

The summary helps you verify:

• Employee salaries

• Approved hours

• Overtime

• Deductions

• Net pay

Review the information carefully before making a decision.

Edit The Payroll

Select Edit if changes are required.

You can update payroll information before approval.

After making changes, save the payroll and review it again.

Approve A Payroll

Follow the steps below to approve a payroll.

Step 4: Select Approve

Open the action menu and click Approve.

A confirmation window will appear.

The message explains that:

• Payslips will be finalized.

• Employees will receive their payslips.

• No additional changes can be made.

Step 5: Confirm Approval

Click Confirm to approve the payroll.

Payrun finalizes the payroll and updates its status.

The payroll status changes from Pending to Approved.

What Happens After Approval

After approval:

• Employee payslips become available.

• Payroll records become final.

• Further edits are not allowed.

• The payroll status changes to Approved.

Step 6: Select Reject

Open the action menu and click Reject.

A confirmation window appears.

The message explains that:

• The payroll will not be processed.

• Payslips will not be generated.

• Further processing will stop.

Step 7: Confirm Rejection

Click Confirm to reject the payroll.

The payroll status changes from Pending to Rejected.

What Happens After Rejection

After rejection:

• The payroll is not processed.

• Employee payslips are not generated.

• The payroll requires correction.

• Administrators can review the payroll and create a corrected version if necessary.

Result

You have successfully approved or rejected a payroll in Payrun.

Approving a payroll finalizes employee payslips and completes the payroll process. Rejecting a payroll prevents incorrect payroll information from being processed and allows your team to make necessary corrections.