Before getting started
Pagga Compensation allows you to decentralize the input of certain variables, which can be submitted for approval.
There are two ways of inputting variable proposals:
- Grid input for managers, who have to submit the variable remuneration proposals for the employees they supervise every month,
- Single input, which allows "authorized" users to submit variable proposals for a defined population or for themselves.
Whatever the input mode, the variable proposals submitted by your users will only be visible to their beneficiary and exportable to payroll once they have been definitively approved.
To set up the approval workflow, you need to define :
- the natures to be decentralized,
- the person responsible for inputting them,
- the person who will approve them.
This is a four-step process.
📌 Please note: This mode of variable input does not replace one-time payroll variable input. It is still possible to input a payroll variable without going through an approval workflow. On the other hand, an employee who uses this submission mode with an approval workflow must not be able to use the former.
Step 1: Set up lists of variable natures to be input by the data input manager (What?)
By creating lists of variable natures, you can restrict the proposal of variables to certain categories for a given role. For example, decentralize the input of "sales commissions" to the "Sales Manager" role.
In the Settings menu > Approval workflow > Lists of natures of variable pay tab, click on the "Create a list" button:
- Name the list
- Select variable natures to include in the list
- Save your list of natures by clicking on "Create".
➡️ Example: I want to decentralize the input of sales reps' variables to their managers, so I create a list and name it "Sales reps' bonuses", select the bonuses used by the sales departments from the list of variable natures: "Commissions", "Performance bonus" and "Extraordinary bonuses" and click on "Create".
You can add to or edit your list at any time. You can create as many lists as you need, and a single variable nature can be assigned to multiple lists.
Once the lists have been created, you can designate the people who will be responsible for submitting these natures once a month, or for making one-time proposals.
Step 2: Set up the approval workflow (Who benefits?)
Once your lists have been created, click on "Configure an approval workflow".
📌 Please note: The setup of the approval workflow involves a set of steps. A step corresponds to an approver and conditions can be added for more specificity (beneficiary establishment, nature of variable, and amount threshold).
Adding a step
Use the "+" button between two steps or at the bottom of the workflow to add a step.
Setting up a step
For each step, you can define:
- the conditions for triggering the step, by adding one of the following conditions: establishment of the variable's beneficiary, nature of the variable, or amount of the variable.
- The approvers for the step, who can be chosen from: the user, the beneficiary's or submitter's manager (specifying their level: manager’s manager, the manager above them, etc.), the head of department, or a named user.
- The fact that the step is automatically approved when the approver is not found.
➡️ Example of a two-step variable proposal approval workflow:
1- mandatory step: the approver is the submitter's direct manager
2- conditional step: If the amount of the variable proposal is greater than or equal to €1,000, then the head of department will also have to approve it for the proposal to be definitively considered as a variable item. The item will then become visible to its beneficiary and exportable to payroll.
Step 3: Define email notifications generated by the approval workflow and follow-ups linked to due dates in each establishment's payroll calendar
Manage notifications
You can now go to "Notification configuration" to activate/deactivate notifications generated by the approval workflow for submitters or approvers.
➡️ Example with mandatory monthly submission for managers:
The manager receives a notification when their variable proposal is rejected.
Managing follow-ups
Follow-ups are triggered on the two dates you have defined in your payroll calendar. The first concerns the end of payroll variable collection—employees with variables to submit will be notified as this date approaches—and then every day the submission is late. The second concerns the sending of these variables to payroll: no more follow-ups for late submissions. These can be set up via the Settings menu > Milestones and notifications.
➡️ Example:
Step 4: Link lists and data input managers (Who?)
This step involves activating the permission making it possible to submit variables in the roles settings for data input managers, and assigning them to the lists of natures created.
Go to the cog wheel and the role settings for each of the roles concerned by the input of variable proposals:
Available permissions
- Must declare variable proposals monthly: This is the monthly submission input mode for managers only. The monthly submission of variable proposals is mandatory for the managers concerned (if no variables are to be submitted for the period, the manager will have to submit information declaring that they have nothing to submit!) In the absence of a submission, managers will be reminded by email according to the due dates on your payroll calendar.
- Can propose variables from time to time: This is the one-time input mode, authorizing employees who have access to it to make variable proposals for designated employees. This is a free input mode, with no automatic reminder notification. Unlike the "Must declare" permission, there is not necessarily a hierarchical link between the submitter and the beneficiary of the variable proposal.
- Declare variable proposals instead of: This permission, mainly intended for Administrators, makes it possible to enter/submit on behalf of a submitter.
- Approve variable proposals in place of: This permission, mainly intended for Administrators, makes it possible to approve variable proposals on behalf of an approver.
- Monitor the submitters: This permission, mainly intended for Administrators, gives access to a screen for monitoring submissions made or not made over the current period. It is also possible to contact submitters collectively or individually on request.
📌 Please note: As a reminder, permissions assigned to employees are cumulative if the employee belongs to more than one role.
Activate permissions in roles and associated lists.
- Go to the role for the population;
- Select the "Pagga Compensation" application;
- Activate the desired permission;
- Specify the list of variables to be entered
- Indicate the beneficiaries of this input
- Save your changes.
➡️ Example for the "Must declare variable proposals monthly" operation:
If I want to make the list available only to managers in sales departments: I can create a secondary role "Pay - Sales Manager" which I assign only to managers in sales departments, select the "Pagga Compensation" application, activate the "Must declare variable proposals monthly" permission for "Supervised employees" and for the "Sales reps' bonuses" nature list, and save.
📌 Please note: As a reminder, managers with this permission will be reminded every month if they fail to submit the variables of the employees they supervise. Even if there's nothing to submit, you have to submit that!
☝ Recommendation: Remember to deactivate the "Add/Update a payroll variable" and "Delete a payroll variable" permissions for roles for which you have activated variable proposal input to ensure that payroll variables input are submitted for approval.