Payroll Change Request Workflow

What does this workflow record at each stage?

The record captures the initial submission details (employee name, email, change type, details, effective date, supporting evidence), the HR review result and comments, the pay period the change applies from, and the pay-run verification result and notes. Each of these is saved to the record because the workflow waits for the corresponding task, and the record's timeline reflects the status changes as the request moves through the process.

Who is involved in processing a payroll change request?

Employees submit requests through a public request form and receive email notifications without needing an account. Within the workspace, HR team members are assigned the validation and verification tasks, while payroll team members are assigned the task of processing the approved change.

What happens if HR returns a request?

If HR records the review outcome as Returned, the status is set to Returned and the employee receives an email with HR's comments. The request stays visible in the workspace with its history retained in the record's timeline, giving HR a record of why it was sent back.

What happens if payroll verification finds an error after the pay run?

When HR records the verification result as Incorrect, the workflow sends the request back to the payroll processing task for correction rather than marking it complete. This creates a loop that keeps the request active until HR confirms the change was applied correctly, with the verification notes retained on the record.

How do we change this workflow if our approval steps differ?

A workflow can be adjusted by describing the desired change in plain English or by editing its steps directly in the workflow editor. Earlier versions are kept, so a workspace can review how the process has evolved over time before making further changes.

How does the employee know the status of their request?

Employees receive email notifications at key points, including acknowledgement on submission, notification if the request is returned, and confirmation once the change is completed. They can also track the request using the reference number provided, without needing to create an account.

Can this workflow handle different types of payroll changes?

Yes, the request form captures a Change Type field covering bank details, tax details, salary sacrifice, allowance, deduction, or other, along with details of the change and supporting evidence. This lets HR and payroll route and validate different change types through the same consistent process.

What is captured if supporting evidence is provided?

Supporting evidence submitted with the request form is saved to the record at the point of creation, alongside the employee's name, email, change type, details, and effective date. This information remains available to HR and payroll throughout the review and processing stages, and each organisation should confirm what evidence retention its own policies require.

Who confirms the payroll change was applied correctly?

HR is assigned the task of verifying the change on the next pay run, recording a verification result and notes once reviewed. This step happens after payroll processing and before the request is marked Completed, giving HR a checkpoint on the applied change.