Leave and time

Employees request leave with a type, start date, end date, reason and approver. The request has a status that distinguishes a draft from a submitted request and an approved absence from a rejected one. Leave balances track accrued, taken, pending and carryover amounts as of a date. Leave types define category, country, employee class, accrual method, rate and whether documentation is required. A manager can make a decision with the request and balance visible together.

Timesheets hold an employee, work week, approver, total hours and status. Individual time entries hold work date, hours, category, project, cost center and notes. Keep the entries linked to the right weekly sheet. The payroll team can then distinguish approved regular and overtime hours from submitted work that still awaits review. A single weekly total without entry categories is harder to reconcile when pay changes.

• Leave. Employee chooses a leave type and dates; the assigned approver checks balance and documentation before approval.
• Time. Employee records dated hours under the weekly timesheet and submits the sheet for review.
• Cutoff. Payroll Admin reads approved work and absence records for the calendar period, then reconciles the totals before payroll.

Choose which leave types apply to each country and employee class. Agree how carryover and accrual are checked at the start of a period. Give each employee an approver and determine who handles an approver’s own request. Decide whether work on a week boundary belongs to the earlier or later pay calendar, and compare the actual time-entry dates with the payroll period. Keep rejected sheets available for correction and resubmission, with the hours still traceable to their original work dates.

For a planned absence, enter the dates before approval so the leave schedule reflects the real period. A balance check should consider pending requests as well as taken leave. For a timesheet, the approver should review the categories, not just the total. Overtime and on-call hours should be reviewed with the applicable pay practice before they feed a pay statement.

Have one employee request paid leave across a week boundary and submit a timesheet containing regular and overtime entries. Compare the leave balance before and after the request is approved. Inspect the week start and end dates, individual time entries and total hours. The approver accepts one item and rejects another with a clear reason to correct. Payroll Admin then checks that the approved values correspond to the intended pay period. The leave schedule should show the approved dates, while the approval inbox should no longer show the decided request.

• Leave approval inbox — Submitted requests awaiting an assigned decision.
• Leave schedule — Approved or taken absence with start and end dates.
• Timesheets awaiting approval — Weekly hours awaiting review.

Follow time to pay from submission through payroll review.