What Payroll Status Does
Payroll Status controls the approval stages a payslip or payroll record passes through before it is considered final. It can also control when employees are allowed to view their payslips.
This is useful for companies that require payroll review by HR, finance, managers, or executives before payslips are released.
When To Use Payroll Status
Use Payroll Status when:
- Payroll must be reviewed before payment is final.
- Different roles approve different payroll stages.
- Employees should not see payslips until a certain approval stage.
- Payroll needs a clear audit trail of review and approval.
Practical Example: HR To Finance Approval
A company uses two approval stages:
- HR Review
- Finance Approval
Payroll is first prepared by HR. Finance reviews the totals and approves the final payment. Employees can view payslips only after Finance Approval.
The Payroll Status setup should define the stages, the role responsible for each stage, and whether payslips are visible to employees at that stage.
Practical Example: Hide Payslips Until Final Approval
If employees can see payslips before payroll is approved, they may see amounts that are still being reviewed.
Payroll Status can prevent this by allowing payslip visibility only at the final approved stage.
Setup Steps
- Go to Payroll > Payroll Setting.
- Open Payroll Status.
- Create each approval status in the correct order.
- Assign the responsible role or user group.
- Choose whether employees can view payslips at that status.
- Save the status workflow.
- Test the workflow with a small payroll run or Draft Review.
Common Mistakes
- Creating statuses out of order.
- Allowing employee payslip visibility too early.
- Forgetting to assign the role that should approve the stage.
- Not training payroll users on what each status means.
- Leaving placeholder or test statuses active.
Related Articles
- Running Payroll With Make Payment V2
- Draft Review V2
- Employee Payslip History
- Payslip History For Payroll Admins