Time, leave and payroll

Timesheets collect a week’s time for an employee and carry week start, week end, total hours, approver and status. Time Entries provide dated hours and category under the timesheet. Leave Requests add the employee, leave type, start and end dates, days, approver and decision status. Leave Balances show accrued, taken, pending and available amounts as of a stated date. These records give the payroll manager a basis for checking a period before pay statements are finalized.

Payroll Calendars define frequency, entity, country, currency and cutoff days. Payroll Runs carry the period, pay date, run type, employee count, gross and net totals and status. Pay Statements belong to a run and employee, with gross, deductions, net, currency and payment method. Statement lines hold amounts by earning, deduction, tax or employer category. The records support review of a calculated pay period; payment execution belongs to the agreed payroll handoff.

• Collect time. Employee records time entries in a timesheet and submits the weekly total for review.
• Decide absence. The named approver checks leave dates and balance before recording an approval or rejection.
• Review the run. Payroll Manager compares the run period and statements with approved source time and leave.

Set the payroll calendar for each employee and agree the cutoff for late time corrections. Decide how store shift hours and timesheet hours are reconciled: both exist as records, and the team needs an owner for differences. Set the approver on each timesheet and leave request, including how absence during a scheduled shift reaches the store manager. Agree the pay statement source and who may change it after calculation.

The team should also identify the disbursement owner and the tax filing owner. Pay Statement status Paid and Tax Filing status Filed are recorded states; the external confirmation should be matched to the corresponding record before those values are used operationally.

An employee’s store shift shows six worked hours and two absence hours. The timesheet for that week contains the dated Time Entry and moves from Draft to Submitted. Store Manager compares it with the shift entry and approves it after resolving the difference. The employee’s leave request for the absence moves from Submitted to Approved when HR Manager checks the dates and balance. Payroll Manager then reviews the pay run’s period and statements, checks totals and records the approval decision before posting or payment follow-through.

• Timesheets submitted — Managers see weekly hours waiting for a decision.
• Leave approval inbox — The approver sees the requested dates, days and employee.
• Payroll runs awaiting approval — Payroll Manager sees period, pay date and totals before deciding.

See time to pay review and systems to connect.