Tips and tricks for permissions

How to think when you hand out permissions in Kleer, and how the responsibility for administration can be split between several people.

How should you think when you hand out permissions?

A completely ordinary employee who needs permissions in Kleer?

For all ordinary employees, just tick the permissions you find under that heading. The only thing they can do is report what is their own, and then save and approve it. Make sure you communicate clear dates across the organisation so that employees really do approve their hours, absence and expenses on time. It will make things a lot easier for those of you who administer the finances!

Do you need to split the responsibility for administration?

So that everything does not have to be administered by one person in the organisation, it can be helpful to split the administration. Are you giving an employee work that lets them see sensitive information, such as their colleagues’ salaries? Put it in an agreement and make their daily work clear in the job description. Examples of areas to split:

Handling salary and expenses

This administration can be made easier by, for example, a payroll administrator or a line manager.

How does a line manager help you as a company?

A line manager often has personnel responsibility and therefore keeps track of salaries, absence, which expenses may be handled and more. That person can therefore approve what the employee has reported, both time, expenses and more. Tips:

1. Make sure you communicate that employees should report expenses, time and absence by a certain date, say the 7th of each month.
2. After that, the line manager approves and has until, for example, the 14th to handle the salaries.
3. Between the 14th and the 20th of the month, the payroll administrator can make sure that all salaries are authorised.
4. On the 21st, the person with payment rights can then go in and pay the salaries.

How does a payroll administrator help you as a company?

In combination with a line manager, this permission is perfect for making sure the salaries are correct. The line manager can approve or reject absence and expenses, while the payroll administrator can keep an eye on whether everyone has approved and see if anything stands out. The good thing is that the person can take the authorisation responsibility off a CEO or someone else at the company with finance responsibility. The person with payment responsibility can then go in on a certain date each month and simply pay out the salaries, after the employee and line manager have approved the salary and the payroll administrator has authorised it.

If there are no line managers, more responsibility lies with the administrator, who then needs to keep a closer eye on whether vacations, deductions, supplements and so on are correct. Otherwise, part of this responsibility can lie with the line manager, who approves.

Do you need a person who keeps track of everything within selected projects?

Then the structure can look like this, for example: project manager, approver of supplier invoices and expenses, combined with creating their own invoices! Why, you ask? See below:

Project manager

Has full control of the project, can see revenue and costs with or without documents, and can also authorise project members’ time and more.

Approve supplier invoices

The project manager then gets the chance to approve their “own” invoices to keep track of the costs, even if the finance manager needs to authorise.

Approve expenses

Gets the chance to approve the expenses that affect the project.

Create their own customer invoices

Can invoice the time that the project has generated.