Setting Global Approval Policies

There are many places in PrismHR where actions require approvals before they are finalized. Examples of this include new hires, pay rate changes, and client payroll approvals. Approval policies are defined at the global or client level. See Setting Approval Policies to learn about creating client-level approval policies.

Each approval policy specifies who must approve an action before it is finalized. There are different approval levels. Client worksite personnel can approve actions (for example, a pay rate change entered for an employee by a departmental manager), and a service provider's internal staff can approve actions. Approval policies might also require approval from both worksite and service provider users.

Note:  Click View All Policies to view the policies defined for your organization, and select one to edit.

At the global level, policies for each approval type can be defined by service type. For example, you can define that all payroll approvals for PEO clients must be approved by any client worksite user who has the Payroll Authorizer role assigned to their user account.

Note:  When service providers enter HR-related changes, those changes go through without requiring approvals. Only payroll-related processes made by service providers are subject to approval policies.

To set global approval policies:

1.

Click and select Global Approval Policies under System|Change.

2.

Fill in the fields as required.

Field	Description
Service Type	Select a service type. Options include Payroll Only and Professional Employer.
Approval Type	The type of action that requires approval. Options include ACH Maximum, New Hire, Position Change, and Leave of Absence. You can use the Payroll Approval (Multistep) option to set up a multi-step payroll approval process. (See the PrismHR Approvals Guide.) Note: The ACH Maximum option is only available for service providers. You can use the ACH Maximum option to create or update an ACH Maximum Approval policy at the client or global level. Note: Service providers who have Inquiry access to the Approval Policies and Global Approval Policies forms can view existing ACH Maximum Approval policies in read-only format and cannot make updates to the policy setup.
Step	For each step, set one of the following: • Enter the User ID if the step requires that a specific user approves the action. • Specify the HR Role for worksite approvers. • Specify the A/M Role, which is the service provider account management role. When you include an A/M Role, select the A/M Filter from the drop-down as your organization’s security policy requires: • All Users with designated A/M role: Any user with the account management role can see the approvals. • Only A/M Assigned to Client: Only service provider users assigned to the client can see the approvals. The system checks the account assignment in the Client DetailsAccount tab for the specified A/M Role and displays the approval for only that user. Note:  PrismHR automatically assigns a number to each approval step you select. The approvals are processed in that order.

3.

Click Save.