Overview
Allowance Requests gives your employees the ability to ask for an allowance through the system. This article explains how these Allowance Requests can be approved on Talexio.
Permissions
In order to approve an allowance, you will need the Approve allowance and the Manage All Employee Data permission assigned over the employees/units whose allowances you can approve. To be able to download an Allowance Request report, you will also need the View Salary & Benefits permission assigned over the employees/units you would like the report for in addition to the aforementioned permissions.
Approving Allowances
Allowances can be approved individually and in bulk as outlined below:
To approve an individual Allowance Request:
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Go to Requests, and apply the Quick Filter: Save Employee Allowance Request Change.
- Click on the change request to expand the details.
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Click Approve or Reject.
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Click Accept to complete the request.
If the allowance request is accompanied by an attachment, such as a copy of an invoice/receipt, the file can be downloaded by clicking on the button next to Uploaded file.
To approve Allowance Requests in bulk:
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Go to Requests, click Bulk Actions and click on Bulk review allowance requests.
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The dialog box will show all pending Allowance Requests you can approve or reject.
In the Bulk Actions dialog box, you can mark all requests as approved, mark all requests as rejected or download all the attachments relating to the shown requests. -
If you want to Approve and Reject specific requests, you can click on the relevant buttons on the right of the request. Should any be rejected, you have the option to add a reason for the rejection.
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The arrow on the far right allows you to bulk approve or reject the specific employee's requests.
- Click Confirm in the dialog box to finalise the changes.
When will approved Allowance Requests be paid?
Each approved Allowance Request will automatically be added to the employee's next payslip as an adjustment.
If an Allowance Request has been approved and the payroll has not yet been finalised, but the employee's payslip has been created, you can add the approved Allowance Request to the current payslip by refreshing the payslip.
Viewing Requests in the Employee Profile
If an Allowance Request has been approved/rejected, you may view details of this request and the approver by going to the employee's Allowance Requests tab in their profile and filtering by Show Approved and Show Rejected to see reviewed requests:
Generating Reports for Allowance Requests
If an Allowance Request has been approved/rejected, you may view details of this request and the approver, along with other requests through a report. You may generate this by going to the Requests section, clicking on Reports and Allowance Requests:
A window will pop up, allowing you to add more specifications to the report you would like:
- Date from and Date to: this refers to the date range of the allowance requests
- Approvers: here you may add any specific employees who are responsible for approving allowance requests. You may add multiple.
- Requestable benefits: here you may add any specific benefits which you would like to see in the report.
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Allowance status: here you may choose whether to download a report for one of the following statuses. By not selecting anything, all statuses will be included.
- Approved
- Cancelled
- Pending Approval
- Pending Cancellation
- Rejected
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Allowance type: here you may choose whether to download a report for one of the following statuses. By not selecting anything, all statuses will be included.
- KM
- Monetary
- Quantity
- Time Range
- Only attached to payroll: switching on this toggle means that the report will only include those allowance requests which were added to a payroll.
The report generates in an XLSX format: