Payroll Workflow in TouteGestion: Calculate, Approve and Release
TouteGestion treats payroll as a controlled operational workflow, not one calculation button. A run begins against an open payroll period, is calculated and submitted for approval, and only then feeds controlled payment outputs and downstream payroll records.
1. Start with an open payroll period
Go to Payroll and create the run against an open payroll period. TouteGestion validates the period before creating a draft run. If the period belongs to a pay group, the run inherits that active pay group's currency. Otherwise the currency must be a valid configured payroll currency. The new run starts in Draft with zero totals until calculation.
2. Calculate the payroll run
A payroll manager calculates the draft through the governed calculate_payroll_run operation. Calculation produces the run's payroll results and totals rather than asking staff to maintain a parallel spreadsheet total. Review gross pay, deductions, employer contributions, net pay and employee-level exceptions before submission.
3. Submit for independent approval
Submission is a separate governed action. It moves the prepared run into the approval workflow; it is not itself approval. In organisations using Segregated mode, payroll preparation, submission, approval and release can be separated through granular permissions, scopes and maker-checker controls.
4. Approve or reject
An authorised payroll approver reviews the submitted run. Approval uses the governed approve_payroll_run operation. A rejected run requires a reason so the correction has decision context rather than becoming an unexplained status change.
5. Generate and release the payment batch
For an approved payroll, authorised staff can generate a payroll payment batch. Release is a distinct operation using release_payroll_payment_batch; it is deliberately separate from payroll calculation and approval. The payment layer can then track payment instructions and settlement outcomes without changing the approved payroll calculation itself.
6. Use the approved run for outputs
Payslips, payroll reports, bank advice, bank reports and filing-related views reference payroll-run data. This keeps employee-facing and finance-facing outputs tied to the governed payroll record instead of a separately edited copy.
Example
For a September payroll, HR opens the September period and creates a run. The payroll team calculates it and investigates deductions and net-pay exceptions. The preparer submits it; an authorised approver approves it; payment staff generate and release the payment batch. Payslips and reporting then refer back to that controlled run.
What TouteGestion controls
The system validates period and currency context, persists the run lifecycle, records governed workflow actions, supports rejection reasons, separates approval from payment release, and provides downstream payroll outputs. Staff remain responsible for maintaining correct employee/pay data and reviewing exceptions before approval.
Questions to validate in your own process
- Payroll period is open
- Pay group/currency is correct
- Run calculated
- Employee exceptions reviewed
- Run submitted
- Independent approval recorded
- Payment batch generated and released by authorised staff
- Payslips and reports reconciled to the approved run
Put people, payroll workflow and controls in one system.
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