Payroll Management and Approval

Description, Purpose and Objective

NOTE

The Payroll Management view (or ERP Payroll) is the module in charge of processing, auditing and monthly approval of the fees and salaries to be paid to the organization's collaborators based on their reported time.

A Payroll Request (or Period Report) is a digital document that consolidates the total of Regular Hours and Overtime worked by an employee during a specific month on their assigned projects. The request moves through a hierarchical flow of statuses: Pending PM (pending approval by the project leader), Pending Accounting (approved by the leader and pending accounting review), Approved (approved and ready for payment), and Rejected (rejected with comments for correction).

The objective of this module is to automate the settlement of monthly salaries by crossing contractual information with time tracking, guaranteeing transparency in collections and streamlining the flow of accounting approvals.

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Context of Use

This module is used in a coordinated manner by:

• Collaborators: To generate and send your consolidated hours report at the end of the month.
• Project Managers (PMs): To review and approve the hours reported in their projects in charge (PM Approval).
• Accounting and Finance: To carry out the final tax review and authorize payment disbursements (Accounting Approval).

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Possible Actions

1. Consult Payroll History

Shows a table with the history of the user's payroll requests, detailing the year, month, payment currency, registration date and the General Status of the request (Pending, Approved, Rejected).

[Imagen ilustrativa: Histórico de Solicitudes de Nómina]

2. Create and Submit Monthly Payroll Request

To file the collection report for the past month:

1. Click "Add Payroll Request" at the top of the panel.
2. In the side form, select the Month to record using the date selector (which restricts the view to Year-Month selection).
3. Click the "Generate Time Tracking Report" button. The system will automatically collect the hours registered by the user in said month and group them into cards for each project, detailing:
   • Regular hours: Ordinary hours validated according to contract.
   • Overtime: Additional hours reported.
   • Total hours: Sum of time worked.
   • Expected hours: Minimum contractual parameter required for the period.
4. For each consolidated project, enter a Comment that justifies the work performed in the month.
5. Click "Add" to submit the request to the approval flow.

[Imagen ilustrativa: Formulario Agregar Solicitud de Nómina]

3. Manage Pending Approvals (For PM/Accounting Roles)

Users with approval permissions will see the "Pending Approvals" tab:

Pending PM Approvals

Project leaders view the consolidated timesheets of the collaborators assigned to their projects. They can open the detail, compare with the development goals and click "Approve" or "Reject" (entering a reason for rejection if not).

Pending Accounting Approvals

Once the PM approves the request, it is moved to the accounting queue. The financial team validates the costs calculated according to the currency and hourly rates of the current contracts. They approve the request by ending the process, or reject it by returning it to the beginning of the flow.

[Imagen ilustrativa: Bandeja de Aprobaciones de Nómina]

4. Correct and Resend Rejected Payroll

If a payroll request is returned with status Rejected:

1. Locate the record in the general table (the edit button will be enabled only for rejected records).
2. Click "Edit" (pencil icon ✏️).
3. Modify the comments, adjust the hours in your tracking module if necessary, and click "Update" to reprocess and submit the request for review.

[Imagen ilustrativa: Corregir Nómina Rechazada]

5. Export Payroll Reports

Allows you to download consolidated salary information in .CSV format by clicking on the download icon. Useful for integrations with external banking or accounting software.

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Required Technical Permits

Access to salary flows is controlled by the following privileges:

• payroll_read: Allows access to the personal payroll tab and historical consultation.
• payroll_create: Enables the action of generating monthly time tracking reports and filing requests.
• payroll_update: Allows the correction of requests that have a Rejected status.
• payroll_export: Allows you to download the consolidated documents in .CSV format.
• payroll_approve_pm: Authorizes approval or rejection at the first level of project leadership.
• payroll_approve_accounting: Authorizes second level financial approval and closing of payroll for payment.