Employee disbursements
When the payment approval gate is on, paying money to an employee also waits for approval. This covers paying an advance line, paying a settlement top-up, and marking an expense claim as paid.
When to use
Use it when you want a separate decision on releasing cash to an employee. Approving the request itself means the spend is allowed; approving the disbursement means the money may leave the account.
Before you start
| Item | Detail |
|---|---|
| Setting | finance.payment_approval_required must be on |
| Screen | The queue is the Employee disbursements block on /finance/payments |
| Not held | Refunds and return receipts, where money comes in, are never held |
Steps
Request the payout
From the request, advance line or expense claim, start the payment. Instead of paying, it becomes a pending request and the payout button shows a waiting state.
Get notified
People who can approve payments are told a request is waiting, except the person who made it. The requester is told the outcome.
Approve or reject
The approver checks the amount and decides. Approval runs the original payment and records the accounting entry in the requester’s name. The approver cannot be the person who receives the money.
Withdraw if needed
The person who made the request can withdraw it from the queue, the expense page or the request timeline, without needing approval rights.
Tips & common mistakes
- Approval is tied to the amount submitted. If the source amount changes afterwards, the request is blocked and should be rejected and raised again.
- If the source request is cancelled or the claim is voided, the pending request is withdrawn automatically.
- If posting fails after approval, the reason appears on the request row.
- Payroll salary advances are not covered yet, and there is no approval step in the workflow inbox; approval is done from the queue.