This article is for administrators of the Budget & payroll costs module: it describes the module settings, the four-eyes approval workflows offered in Workflows and the permissions of the role matrix.
Before you start #
- The settings require the “Budget & payroll costs module settings” permission: the Access level lets you read them, the Execute level lets you change them. By default, only the Administrator role holds it. Access to Settings is also required.
- Approval workflows are set in Workflows and roles in the role matrix: these screens have their own permissions.
Module settings #
Open Settings › Budget & payroll costs › General settings, or click Settings at the top of the module page. Each card is saved separately with its own Save button.
| Card | Setting | Default and effect |
|---|---|---|
| Currency | ISO code | Empty: the organisation’s currency. Changing currency does not convert amounts already entered. |
| Coverage thresholds | Watch (%), Overrun (%) | 99 and 100.5. Coverage rate status: covered below the watch threshold, to watch up to the overrun threshold, overrun beyond. |
| Monitoring | Unit axis | Department (or Sub-company, Cost center). Changing the axis sets aside budgets entered under the previous axis, without deleting them; refused while a budget request awaits allocation. |
| Monitoring | Employer charges (%) | Empty: no charge added to the computed payroll. If contributions are detailed (Simulation card), their sum replaces this rate. |
| Monitoring | Charge source | “Set rate”, or “Actual rates by category” (rates observed in imported actuals, by group and contract type). |
| Monitoring | Alerts also to these groups | No group; 20 at most. Only members who can read monitoring receive the alerts. |
| Monitoring | Alert threshold (%) | 1%. Beyond it, a unit moves to the “Overrun” status and the alert is sent. |
| Simulation | Employer contributions | No line. Each line has a label and a rate; their sum becomes the charge rate used throughout the module. |
| Simulation | Retirement age by country (ISO3) | CHE 65, FRA 64. Used to count retirements within 24 months. |
| Pay equity | Confidentiality threshold | 5 (from 3 to 50): minimum number of women and men to show a gap by group. |
| Reporting | Cost of a departure (% of annual salary) | Empty: reporting only gives the turnover rate. |
| SFTP import of actuals | Poll the folder every hour, Folder polled | Off; folder budget/realise. The company SFTP server is set in Settings › Manage Illizeo › SFTP server. |
Illizeo provides no charge rate: without a setting, computed payroll stays gross and the screens say so.
Approval workflows #
Some decisions can require the agreement of a second person. These workflows are found in Settings › Manage Employees › Workflows, Budget & payroll costs category. They are delivered switched off: as long as they stay off, each action applies immediately.
| Workflow | Action concerned | Suggested approvers |
|---|---|---|
| Salary review | A manager’s proposals file | The manager’s line manager, then a remuneration committee (a group to choose before switching the workflow on) |
| Scenario applied to the planned payroll | Apply a scenario in Simulation | The Payroll Manager role |
| Unit budget | Spread over 12 months or Save months in Monitoring | The Payroll Manager role |
| Salary review carried over to profiles | Carry over to profiles at the end of the review | The HR Manager role |
| Budget request allocation | Allocate a budget request | The Payroll Manager role |
- For workflows other than the salary review, the approver must hold, at the Execute level, the permissions the action requires (for example “Payroll cost monitoring” for a unit budget).
- Requesters can never approve their own request. The employees concerned are excluded: those in a review file, and those given a raise in the campaign for the carry-over.
- While the request is pending, the item is frozen (“awaiting approval”) and nothing is written. Only one request at a time: per fiscal year for scenarios, per unit, per campaign for the carry-over, per request for the allocation.
- Approvers are notified by the bell, e-mail and the approvals inbox; the requester receives the decision.
- Each workflow can be customised like any other: steps, approvers (person, role, group, line manager…), deadlines and reminders.
Permissions by role #
The module’s permissions are set in Settings › Manage Employees › Employee Roles, Budget family. Each permission has three levels: Access (view), Execute (act) and Admin. The table gives the levels granted by default; the Administrator role holds them all at the Admin level.
| Permission (start of label) | HR Manager | Payroll Manager | Accounting | Manager |
|---|---|---|---|---|
| Budget & payroll costs module — Access | Access | Access | Access | — |
| Multi-year & funding | Access | Execute | Execute | — |
| Payroll cost monitoring | Access | Execute | Execute | — |
| Pay scales & positioning | Execute | Execute | — | — |
| Simulation & headcount | Execute | Execute | Access | — |
| Salary review: read the whole campaign… / run it | Execute | Access | — | — |
| Salary review: propose measures for the people one manages | — | — | — | Execute |
| Salary review: view an employee’s file | Access | Access | — | — |
| Pay equity | Execute | — | — | — |
| Reporting (action log at the Execute level) | Execute | Access | Access | — |
| Budget & payroll costs module settings | — | — | — | — |
The other roles (All employees, Auditor) have no permission on the module: employees receive their decision letter in their documents.
Good to know #
- The Budget & payroll costs menu appears with module access or with one of the salary review permissions: a manager therefore sees it without module access.
- Applying a scenario requires the Simulation and Funding permissions at the Execute level; by default, the HR Manager role therefore cannot do it.
- Carrying the review over to the profiles also requires the “Base salary” permission at the Execute level.
- Home page tiles and quick actions have their own permissions (Dashboard family), granted by default only to the Administrator role in a new workspace.
