Employee Bonus Approval Workflow

What does this workflow record for each bonus request?

Each bonus request is created as a record with a reference number, a status, and a timeline of what happened. The record captures the manager's submitted details, HR's eligibility decision and comments, the approval outcome, and the pay date once payroll processes payment. This gives HR and management a consistent record to refer back to for each request.

Who is involved in reviewing and approving a bonus request?

A manager submits the initial recommendation through the request form. HR then assesses eligibility, after which the request is routed to either an executive or a finance approver depending on the amount and whether it's within budget, and finally payroll processes payment for approved bonuses. Each of these stages is assigned as a task to the relevant team member within the workspace.

How is the choice made between executive and finance approval?

Once HR confirms a request is eligible, the workflow checks the recommended amount and whether it falls within budget. Requests over $10,000 or outside budget are routed to executive approval, while standard requests within budget go to finance approval. This routing happens automatically based on the values entered in the request form.

What happens if HR determines a request is not eligible?

If HR marks the request as not eligible, the status is set to Rejected and the manager receives an email notification that includes HR's comments. The eligibility decision and comments are saved to the record, keeping a clear reason on file for why the request did not proceed.

What happens if an executive or finance approver rejects the bonus?

If either the executive or finance approver declines the request, the status is set to Rejected and the manager is notified by email that the bonus was not approved. This outcome is reflected in the record's status and timeline alongside the earlier eligibility decision.

How do we change or customise this workflow?

A workflow can be adjusted by describing the change in plain English or by editing its steps directly in the workflow editor, such as changing the approval threshold amount or adding recipients to notifications. Earlier versions of the workflow are kept, so changes can be reviewed against prior configurations.

Do managers need an account to submit or track a bonus request?

Managers submit the initial recommendation through a form, and depending on how the workspace is set up, this can be a public request form or a form emailed to them, without needing an account. They receive email updates at each key stage, including acknowledgement, rejection, or approval and payment, using the reference number tied to their request.

How is progress across all bonus requests monitored?

A table view displays bonus requests for HR and management, and a dashboard chart groups bonuses by status, giving an at-a-glance view of where requests stand. Combined with the workspace's activity log, this supports ongoing oversight of volume and progress across all active and completed requests.

What gets recorded once a bonus is approved and paid?

When payroll processes an approved bonus, the pay date entered by payroll is saved to the record, and the status is updated to Approved. The manager then receives an email confirming the bonus was approved and paid, closing out the record's timeline for that request.