---
title: "Administering the Budget & payroll costs module: settings, approval workflows and permissions"
description: "Configure the module, switch on four-eyes approval workflows and assign permissions by role."
url: "https://illizeo.com/en/centre-aide/budget-administer-settings-workflows-permissions/"
updated: "2026-11-01"
category: "Budget & payroll costs"
---

# Administering the Budget & payroll costs module: settings, approval workflows and permissions

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.

![Module general settings: currency, coverage thresholds and monitoring](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/budget-administer-settings-workflows-permissions-01.en_.png?resize=800%2C500&quality=80&ssl=1)
The general settings

| 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.

![Pay equity, Reporting and SFTP import of actuals settings cards](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/budget-administer-settings-workflows-permissions-02.en_.png?resize=800%2C500&quality=80&ssl=1)
Pay equity, Reporting and SFTP import

## 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.

![Budget & payroll costs category in Workflows](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/budget-administer-settings-workflows-permissions-03.en_.png?resize=800%2C500&quality=80&ssl=1)
Budget workflows

| 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.

### *Similaire*