How to Manage Employee Salary Advances

Overview

This guide explains how to create, view, edit, approve/decline, and delete employee salary advances within the Payroll Workspace. You’ll learn how to request a salary advance for an employee, update its details, and manage it from the Salary Advance page.

Prerequisites

• Access to the Payroll workspace platform
• Admin or authorized permissions to manage payroll data

When You Need This

• Providing employees with an advance on their salary before the scheduled payday
• Updating the details of an existing salary advance (e.g., amount or remarks)
• Reviewing employee salary advances in detail
• Approving or declining employee salary advances
• Removing advances that are no longer applicable

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Step-by-Step Instructions

Step 1: Access the Salary Advance Page

1. Log into your Organogram Payroll workspace at payroll.organogram.app.
2. From the left-hand sidebar, click "Payroll".
3. Under the Payroll section, select "Salary Advance".

On the Salary Advance page, you’ll find:

• A dropdown at the top to select an Employee.
• A "Add New" button to create a new salary advance.
• A message that says "No content found" if no salary advances exist.

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Step 2: Create a New Salary Advance

1. On the Salary Advance page, click the "Add New" button.
2. The "Add Salary Advance" form will appear.

Fill in the following fields:

• Employee – Select the employee from the dropdown list (pulled from the Payroll workspace).
• Moratorium – Select the repayment start date using the datepicker.
• Amount – Enter the advance amount requested.
• Remarks – Provide any additional notes or comments related to the advance.

3. After filling in the information, click the "Save" button.
4. A notification will appear: "Salary advance created successfully".
5. The newly added salary advance will now display in the Salary Advance Table, with its Status showing as Pending.

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Step 3: View or Approve/Decline a Salary Advance

1. Locate the salary advance you wish to view in the Salary Advance Table.
2. Click the three-dot menu icon (⋮) on the right-hand side of the row.
3. From this menu, you can:

   • View – Open a full-screen details dialog displaying:

     • Employee
     • Moratorium
     • Submission Date
     • Batch
     • Amount
     • Remarks
     • Status
     • Staff ID

     

   • Approve – Change the status of the salary advance to Approved. A notification will appear: "Status updated successfully".

     

   • Decline – Change the status of the salary advance to Declined. A notification will appear: "Status updated successfully".

     

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Step 4: Edit an Employee Salary Advance

1. Locate the salary advance you wish to edit in the Salary Advance Table.
2. Click the three-dot menu icon (⋮) on the row.
3. Select "Edit".
4. The Edit Salary Advance form will appear, pre-filled with the current details.

5. Update the Amount and Remarks fields as needed.
6. Click "Save".
7. A confirmation notification will appear: "Salary advance updated successfully".

Note:

• The Employee and Moratorium fields cannot be changed during editing.
• Declined salary advances cannot be edited.

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Step 5: Delete an Employee Salary Advance

1. In the Salary Advance Table, click the three-dot menu icon (⋮) on the entry you want to remove.
2. Select "Delete".
3. A confirmation dialog will appear asking if you’re sure.
4. Click "Yes" to confirm.
5. The salary advance will be deleted, and a notification will appear: "Salary advance deleted successfully".

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What You’ll See

• Newly created salary advances always start with the status Pending.
• Using the three-dot menu, administrators can change the status to Approved or Declined.
• Approved advances indicate successful approval, while Declined advances cannot be edited further.