EWA Approval Workflow

A guide for HOD, HR, and CEO on reviewing and approving Earned Wage Access requests.

Approval Flow Overview

EWA requests follow a configurable approval workflow:

Employee Submit → HOD Recommend → HR Approve → Payment
                                     ↓
                              CEO Approve (if configured)

The workflow depends on your organization's policy settings:

• HOD Recommendation - May be required or optional
• CEO Approval - May be required for all or above threshold
• HR Approval - Final approval and payment processing

For HOD (Department Head)

Accessing the HOD Dashboard

1. Navigate to HR → Earned Wages or go to /hr/hod-earned-wages
2. View pending EWA requests from your team members

[Screenshot: ewa-hod-dashboard]

Review Information Available

For each request, you can see:

Recommending an EWA Request

1. Click on the request to view details
2. Review the employee's:
   • Current period earnings
   • Attendance record
   • Previous EWA history
3. Click Recommend to approve
4. Or click Reject with a reason

[Screenshot: ewa-hod-recommend]

Rejection Guidelines

When rejecting a request, provide a clear reason:

Note: Your recommendation goes to HR/CEO for final approval.

For HR Administrator

Accessing the HR Dashboard

1. Navigate to HR → Earned Wages or go to /hr/hr-earned-wages
2. View all EWA requests across the organization

[Screenshot: ewa-hr-dashboard]

Dashboard Features

The HR dashboard shows:

Processing EWA Requests

Reviewing a Request

1. Click on a pending request
2. Verify:
   • Employee eligibility
   • Calculation accuracy
   • HOD recommendation (if required)
   • Policy compliance

Approving a Request

1. Review all details
2. Click Approve
3. Request moves to payment queue
4. (Or to CEO if CEO approval is required)

Rejecting a Request

1. Click Reject
2. Enter rejection reason
3. Employee is notified
4. Request is closed

Payment Processing

After approval, process the payment:

1. Go to the Approved tab
2. Select requests ready for payment
3. Click Process Payment
4. Enter payment details:
   • Payment method
   • Reference number
   • Payment date
5. Click Mark as Paid

[Screenshot: ewa-payment-processing]

Recording Payment Details

Manual EWA Entry

For exceptional cases (e.g., manual advance):

1. Click + Manual EWA
2. Select the employee
3. Enter:
   • Amount
   • Reason
   • Payment details
4. This creates a direct EWA record

Batch Processing

For multiple requests:

1. Select multiple approved requests
2. Click Batch Process
3. Download payment list for finance
4. After processing, mark all as paid

For CEO

When CEO Approval is Required

CEO approval may be required when:

• Policy requires CEO approval for all requests
• Request amount exceeds a threshold
• Special circumstances flagged by HR

Accessing the CEO Dashboard

1. Navigate to HR → Earned Wages or go to /hr/ceo-earned-wages
2. View requests pending your approval

[Screenshot: ewa-ceo-dashboard]

CEO Review Process

1. Review the request details
2. Check HR/HOD recommendations
3. Verify:
   • Employee standing
   • Amount appropriateness
   • Business impact
4. Click Approve or Reject

Approval Delegation

If you need to delegate:

• Contact HR to configure alternate approvers
• Or process requests before absence

Workflow Scenarios

Scenario 1: Standard Flow (HOD → HR)

1. Employee submits request
2. HOD reviews and recommends
3. HR approves
4. HR processes payment
5. Employee receives funds

Scenario 2: With CEO Approval

1. Employee submits request
2. HOD reviews and recommends
3. HR reviews and forwards to CEO
4. CEO approves
5. HR processes payment
6. Employee receives funds

Scenario 3: HR Direct (No HOD)

1. Employee submits request
2. HR reviews and approves
3. HR processes payment
4. Employee receives funds

Status Reference

Best Practices

For HOD

1. Review promptly - Don't delay team members' requests
2. Be consistent - Apply same criteria to all
3. Know the policy - Understand eligibility rules
4. Communicate - Explain rejections clearly

For HR

1. Verify calculations - Ensure amounts are correct
2. Process efficiently - Minimize payment delays
3. Maintain records - Keep proper documentation
4. Monitor patterns - Watch for unusual activity

For CEO

1. Trust the process - HOD and HR have pre-screened
2. Focus on exceptions - Flag unusual requests
3. Respond timely - Employees are waiting

Related Guides

• EWA Overview - Understanding EWA
• Policy Configuration - Setting up workflows
• Applying for EWA - Employee perspective