Time and leave

Employee records a weekly timesheet with dated time entries. Each entry carries hours and a category such as regular, overtime, double time or on call. Project and cost center are available for the entry when the team needs that allocation. The weekly header connects those details to the employee, approver, week boundaries and total hours. Approval is a deliberate decision after the entries are checked.

Leave uses a separate request with a start date, end date, leave type, reason and approver. The leave balance records accrued, taken and pending amounts for an employee and leave type as of a date. Reviewing both records together helps the decision maker distinguish a request from already taken time. An approved request should be checked against the balance and the employee’s work calendar before the pay period is closed.

• Weekly header. The employee and week identify the unit submitted for approval.
• Daily detail. Time entries explain hours, category, date and optional allocation.
• Leave decision. Requests connect a date range and leave type to an approver and balance.

Decide who reviews submitted time for each employee and how overtime is checked. The approver is an employee reference on the weekly header; the team should assign it before submission. Agree what a rejected timesheet means in practice and who corrects it. For a worker whose hours cross a pay cutoff, choose the calendar and closing date before asking Payroll Admin to prepare the run.

Define leave types and accrual rates for the relevant country and employee class. The leave type includes a category, accrual method, carryover limit and documentation requirement. The HR team should review those values with its policy owner. Use an as of date on balances so a leave decision is based on the relevant period rather than a stale total.

Ask an Employee to enter regular hours for a week and an overtime entry on one date. Check that the total on the timesheet agrees with the detail and that the approver is the intended person. Submit the week, review the detailed entries, and record either approval or rejection. If rejected, correct the original case and submit it again; do not conceal the decision by opening an unrelated weekly header.

Next, enter a leave request that spans the end of the same pay period. Compare its dates, leave type and pending amount with the employee’s leave balance. Record the actual decision. Payroll Admin can then review the approved time and leave before finalizing the corresponding payroll run. This rehearsal is especially important for mixed full-time, part-time and contractor populations whose calendars may differ.

• My weekly timesheets — An employee’s own weeks, totals and approval state.
• Submitted timesheets — Weeks awaiting a decision with the employee and approver visible.
• Leave approval inbox — Requested dates and leave types ready for review.

Follow the employee time to pay process and the leave request process. Review permissions in roles.