Introduction
In many cases, managing employee pay rate changes requires a collaborative approach, often involving multiple parties within the organization to review and approve these changes. With this in mind, Empeon has streamlined the rate change process within Empeon Workforce to allow for an approval process to take place, if desired. Custom Role Users have the ability to submit rate changes requests on behalf of employees, which will then be subject to approval by designated Administrators.
This article explains the workflow for enabling rate change requests to be submitted within Empeon Workforce. For more information on Rate Changes and HR Reviews within the Employee Profile, please review Empeon's article Employee Profile: HR Reviews.
Please note that this feature is only available to companies subscribed to our HR Premium package.
Step 1 - Request & Approvals: Rate Change
The first step to enabling rate changes to be requested and reviewed by Workforce Users with Custom Roles, is allowing access to the Rate Change request within Request & Approvals. This will enable Custom Role Users with access to request a rate change on behalf of an employee and also establish who will be responsible for reviewing and approving the request.
To allow rate change requests, navigate to Rules & Alerts within the Company Setup tab and select the User Requests tab within Request & Approvals.
Next, click on the 'edit' icon to access the configuration settings.
- Permission - Turn on "Allow Request" to enable Users to submit rate change requests.
- Assignee - Select the Assignee(s) responsible for reviewing and approving rate change requests. The approval process can be structured as a multi-step approval so multiple Users can review the rate change request. The key functionality of multi-step approvals is that a sequence can be created in which each Assignee should review the request. Once the initial Assignee approves the request, it seamlessly progresses to the next assignee for further review, and so forth.
- Only assignees can approve - This will enforce that only the people set as the Assignee can review and approve the rate change request. Users with Custom Roles that have the permission "Review Rate Change request" set to full access will have the ability to review this request if this setting is not toggled on.
- Notify Assignees Via Email - This will notify the assignee via email that a request has been submitted and requires their review.
Step 2 - Role Permissions
The next step toward granting access for Empeon Workforce Users to be able to request and/or approve rate changes on behalf of employees is to ensure that there are the proper Role permissions set up and assigned.
To grant Users with Custom Roles the ability to request a rate change for an employee, ensure that their assigned Role has "Request Rate Change" set to full access.
To grant Users with Custom Roles the ability to review and approve rate change requests, ensure that their assigned Role has "Review Rate Change request" set to full access. Please note that any Empeon system level Administrator will always have the ability to review rate changes as well.
Important Note
If a request does not have an Assignee (i.e. an employee doesn't have a Manager assigned to receive the request, or a Role designated as Assignee doesn't have associated Users) the Company Admins will default as the Assignee instead.