Employee Loans and Payroll Deductions in TouteGestion
Employee loans are not treated as an informal deduction note. TouteGestion records the obligation, approval decision, repayment schedule and later changes so payroll recovery can be traced back to the employee loan.
1. Submit the loan request
An authorised requester selects the employee and loan product and enters principal amount, three-letter currency, requested installment count and a mandatory reason. TouteGestion submits the request through create_employee_loan_request_v2 rather than immediately deducting money from payroll.
2. Approve or reject independently
An authorised loan approver reviews the request. Approval requires the first payroll period so the repayment schedule has a defined starting point. Rejection requires a reason. The loan can then be activated through the governed activation operation.
3. Recover through payroll installments
The approved schedule provides the payroll periods and installment amounts used for recovery. The payroll engine can therefore connect the deduction to an underlying loan obligation instead of treating each month's withholding as an unrelated manual adjustment.
4. Record legitimate repayments outside payroll
Loan managers can record a manual repayment, but the amount must be positive and a reason is mandatory. This keeps an external repayment attributable and allows the outstanding obligation to be updated through a governed operation.
5. Change a schedule through a request
Rescheduling requires a first payroll period, installment count and reason. Schedule-change review is separate: an authorised approver can approve or reject the request, and the requester cannot simply rewrite the repayment history as though the original schedule never existed.
6. Reverse a repayment without erasing history
Where a repayment needs correction, the live workflow supports a repayment-reversal request with a recovery payroll period and reason. The schedule-change control preserves the correction trail rather than deleting the original installment.
Example
An employee requests a 12,000 loan over 12 installments. The approver chooses the first eligible payroll period and approves it. Payroll then recovers scheduled installments. If the employee pays 2,000 directly, the loan manager records that manual repayment with a reason; if the schedule must later change, staff submit a reschedule request for independent review.
Questions to validate in your own process
- Employee and loan product selected
- Principal/currency validated
- Installment count and reason recorded
- Independent decision recorded
- First payroll period defined
- Loan activated
- Payroll recovery reconciled
- Manual repayments have reasons
- Schedule changes/reversals use governed requests
Put people, payroll workflow and controls in one system.
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