Time and leave

Leave and time records show what happened during a pay period. A leave request links an employee and leave type to a start and end date. It carries a status and an approver. The associated balance records accrued, taken, pending and carryover amounts as of a date. The team can review a request alongside the balance before approving it, and the employee can follow the decision in their own request list.

Timesheets cover a period for one employee. They carry total hours, an approver and a status from draft through submitted, approved, rejected or posted. Time entries under the timesheet record the day, hours, category, project and cost center. Payroll Admin can inspect the approved period and the entries behind the total before preparing pay. Overtime is identifiable by the entry category, which helps explain a pay statement line during review.

• Policy references. Leave types hold category, country, employee class, accrual method and documentation setting.
• Requests. Dated leave requests show the employee, approver and decision state against a balance.
• Hours. Timesheet headers collect the period and total; time entries show the day and work category.

Set leave types for the right countries and classes, and agree how each employee’s employment type maps to them. Agree the accrual rate, carryover cap and documentation requirement before employees start submitting requests. Map each employee to a manager and decide who may approve leave when that person is unavailable. For timesheets, agree the working week, cutoff and how a correction is recorded when an approved sheet needs review.

Employee enters leave requests, timesheets and time entries. Payroll Admin reads requests and timesheets. Agree who reviews each submitted request and sheet, and rehearse those decisions with the intended accounts.

Take a worker requesting leave across a pay period boundary. Enter the date range and leave type, then compare the request with the available balance as of the relevant date. Have the assigned approver review the request, record the decision and confirm the employee sees its status. Next enter a weekly timesheet with regular and overtime entries. Check the total hours against the entry rows and confirm the approver is the intended person. Payroll Admin should be able to trace the hours used for pay back to the sheet and its dates.

• My leave requests — Each employee’s own dated requests and their current decisions.
• Leave approval inbox — Submitted requests grouped for review with employee and date range visible.
• Timesheets for review — Submitted weekly sheets with hours, period and approver.

See leave and time review and payroll cycle.