What a DoA covers
The DoA is usually a table. Rows list decision types, columns list roles, and each cell holds the limit that role can approve. For HR, it typically covers new positions, offers above the salary band, salary revisions, promotions, terminations, settlements, advances and loans, and exceptions to leave or notice policy. Finance items cover purchase orders, capital spending and payments. Each entry states whether the role can approve alone or needs a second signature.
- Hiring within budget: department head; outside budget: business head and CFO
- Offer above the band maximum: HR head and business head
- Salary advance up to one month's gross: HR manager
- Termination of a confirmed employee: business head with the HR head
DoA vs approval matrix vs access rights
The DoA is the policy: it says who is authorized to decide. An approval matrix is the operational version for specific transactions, mapping each request type to the approvers who must sign off. Access rights in software control who can technically perform an action in a system. The three should agree. If the DoA says only the business head can approve an off-budget hire, neither the approval matrix nor the system should let anyone else push it through.
Keeping the DoA current and used
A DoA that sits in a drawer does nothing. Review it every year and whenever roles change. Explain it to managers with examples, and make sure temporary delegation during leave is written, dated and limited. Audit a sample of decisions against it. In ZeniaHR, Access Control sets which roles can view, create, edit, delete, approve, export, finalize or configure each module, which supports the DoA for HR transactions inside the system.
See it on your own data
A 30-minute demo on a video call. We set up your departments, shifts and leave rules and show attendance, leave and payroll running for your team. Free for your first 50 employees.
Book a free demoSee pricingFrequently asked questions
What is a DoA matrix?
A DoA matrix is the table that sets out a company's delegation of authority. Each row is a type of decision, such as hiring, a salary revision or a purchase, and each column is a role. The cells state the limit up to which that role can approve. It is approved by the board or management and reviewed at regular intervals.
Can authority be delegated during leave?
Yes, if the delegation of authority policy allows it. The person going on leave should delegate in writing to a named colleague at a similar level, for fixed dates and within the same limits. The delegate should not approve anything beyond those limits. Record the delegation, so decisions made during the period can be traced later.