Reconcile request decisions and submitted hours before reviewing a prepared payroll run.
Employee prepares personal leave requests with a leave type, start date and end date, or weekly timesheets with linked daily entries. Confirm the mapped employee subject and check that requested leave days include both endpoints and weekends. When the leave approver is blank, the defaulting workflow uses the employee's manager and preserves any existing value.
Employee moves Draft to Submitted. The balance workflow reserves pending days in the leave balance for the employee/leave-type pair, creating a missing balance row when required. Inspect the movement before the assigned manager decides, so a missing row cannot hide the request's reservation.
Employee follows the status of personal submissions; Payroll Admin reads the permitted leave and time results. Configure and verify the assigned approver's separate decision route during setup. Leave approval releases pending days, adds taken days and records the approval date; rejection or cancellation releases pending days. Inspect the timesheet decision and approval date separately.
Payroll Admin creates a run for the agreed calendar, period and pay date. Draft advances to Calculating and Pending approval as employee statements and their lines are produced for active employees. Earnings use calendar frequency and active benefit deductions; agree any time or leave-pay calculation with the payroll owner during setup.
Payroll Admin reviews the statement population, lines and run totals. Agree the run approval owner and permitted transition during setup. Configure tax calculation with the payroll owner, then reconcile payment, accounting and filing handoffs with their separate connection owners.
Payroll Admin inspects the posting date when a run enters Posted and follows the separately configured bank, accounting and tax handoffs. Preserve unresolved delivery outcomes so an internally progressed run does not conceal an external failure.
And how to keep it from happening.
Start free, then use Proto to change fields, steps and approvals before your team goes live.