How to: approve or reject salaries and allowances

Use this PeopleXD guide to approve or reject salaries or allowances

Guide contents

 

1. Approving salaries and allowances

All salary and allowance additions and changes must be approved by a Pay Approver within your department/faculty/unit, before they can be actioned by Payroll. This guide explains how to do this.

Navigation path: People Management > Salary Approvals > View (NB Only those with Pay Approver access can see this.)

  1. The 'Salary Approvals' screen will open on the 'My Approval Items' tab. All salaries and/or allowances awaiting your approval will be listed here.

 

  1. Click VIEW to view that staff member's new or changed salary/allowance details > Salary Request Details screen opens.

Note: Search for a specific staff member by name or browse through the list of outstanding approvals. Use the scroll bar and page navigation located in the bottom right corner.

 
  1. The Salary Request Details screen has four parts:
    • Current Salary – for changes only, this will display details of the current salary.
    • New Salary – for changes and new appointments, this will list the new salary details.
    • Current Allowance – for changes only, this will display the current allowance.
    • New Allowance – for changes and new allowances, this will display the new details.

Note: The name and personnel number of staff is listed in the breadcrumbs, top left of the screen.

 

Before approving the salary, check the cost allocations and contract details are correct

 
  1. Click ACTIONS (top right corner) and select Cost Allocations to open the Cost Allocations screen > check the details are correct.
  2. Either select the white back arrow or Salary Request Details in the ‘breadcrumbs’ to return to the Salary Request Details screen, to continue checking the salary or allowance details.

 

 

  1. Click ACTIONS > select 'Contract' to open the View Contract screen.

 

 

  1. Check the details are correct under Organisational Structure.
  2. Select NEXT to review details under Contract Information.
  3. Either select the white back arrow or Salary Request Details in the ‘breadcrumbs’ to return to the Salary Request Details screen, to continue checking the salary or allowance details.
  4. Check the New Salary/Allowances data is correct, as appropriate:

Field name

(* mandatory)

Description

Salary new or change:

Effective date *

Date new rate of pay expected to start from.

Pay scale *

Grade is as expected.

Point *

Point on grade is as expected.

Rate Type

Should be Annual.

Rate of Pay *

FTE salary associated with the grade and point.

Multiplier *

Value used to calculate the actual salary to be paid. Normally relates to FTE, but may be adjusted to allow for half-pay or no-pay situations.

Actual Pay *

Actual salary once multiplier has been taken into account.

Reason *

Reason for the change in salary.

Salary comments *

Notes for salary approver.

Allowance new or change:

Allowance *

Name of allowance.

From date *

Start date for the allowance.

To date *

End date for the allowance.

Value *

Generally, £s, but could be days or hours.

Annual Value *

Value multiplied up to annual equivalent, assuming it is continued for that long.

 

  1. To view more details relating to new allowances select VIEW, and check these details:

Field name

(* mandatory)

Description

Pay Frequency

Should always be monthly.

Allowance type *

Variable value, Scaled or Variable Percentage, as appropriate for allowance.

Pay Scale *

Either scale or percentage or calculated value depending on the allowances type.

Percentage *

Value *

Cost Centre *

Only if the allowance is to be costed differently to the current recording for cost allocations, will show details here. Check these are correct.

Project *

Reason *

Reason for the change in allowances.

Comments *

Notes for salary approver.

 

  1. Return to the Salary Request Details by selecting the white back arrow.

  1. Click either APPROVE or REJECT, as required.
  2. A Comments box opens > enter relevant comments, eg approval notes or reason for rejection.
  3. Click OK.
  4. The screen returns to the list of waiting approvals.

Note: If you reject a salary or allowance approval, the requestor will receive an automated email that includes the reason you provided in Comments box.

 
  1. To exit, select People Management in the ‘breadcrumbs’ menu.

 

 

For approved salaries/allowances the approval status will update from ‘Pending’ to ‘In Approval’. The salary/allowances are passed to the Payroll team within PeopleXD for Payroll approval. Once approved by Payroll the status will update to ‘Approved’.

 
  1. Review your approvals/rejections, if needed > go to section 2 of this guide 'Salary Approvals' screen.

User guides

>Navigation, Whatfix, reporting and other

>Recruitment

>New appointments

>During employment

>Ending appointments

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