Use Vintage People for spend control only

Add staff without a salary structure and give them the budget roles.

You do not have to run payroll in Vintage People to use its budgets and spending requests. Plans are built from the modules you need, so you can ask for staff self-service, expenses and budgeting without payroll. Ask under Settings, Subscription and we will send a quote.

Add people without pay. Add the people who will request or approve spend as employees, and set their Salary structure to None, not on payroll. They need no salary structure until you decide to run payroll for them. If you ever run payroll, anyone without a structure is left out of the run and the run says why.

Apply the role pack. Open Settings, Roles & permissions and apply the Budget and expense control role pack. It adds five roles if you do not have them yet: Requester, Head of Department, Finance / Budget Controller, Chief Executive Officer and System Administrator. It never changes a role you already have. Then give each user the right role under Settings, Users.

Name the heads. Name a head for each department under Settings, Reference data, Departments, because spending requests route to the head of the department. If only some staff may raise requests, keep a named requesters register in Settings, Budgeting & approvals.

Day to day. Staff raise and follow spending requests from Expenses & claims in the staff app. Approvers decide from the Approvals inbox, the staff app or the buttons in their email, and Finance follows the budget dashboard.

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