Leave and time

Employee enters a leave request with its type, start and end dates and reason. The approver is an employee reference on that request. A submitted request requires an actual decision before its approved days can inform operations or payroll. Leave balances provide accrued, taken, pending and carryover amounts as of a date; Payroll Admin should reconcile a sample against approved requests before relying on the balance.

Weekly timesheets collect an employee’s hours. Time entries carry the date, category, project or cost center and hours. The timesheet has a week start and end, a total, a status and an approver. Approved hours are the useful input for a pay-period check; submitted and rejected hours require further action. Keep the time entry linked to the correct timesheet to avoid a total that hides where the hours came from.

• Leave policy. Leave types scope country and employee class, accrual method, rate, carryover and documentation requirement.
• Employee request. Leave requests carry dates, status, employee, type and approver; balances summarize the person’s available context.
• Weekly time. Timesheets group dated time entries, including regular and overtime categories.

Set leave types for each applicable country and class, then test a worker whose class or country differs from the default. Agree who reviews documentation and how rejected or cancelled requests affect pending amounts. The fields for available days are calculated, so compare their result with the underlying accrued, taken and pending figures in a real example. Confirm the approver assignment before employees submit requests.

For time, agree the week boundary and which categories Payroll Admin should consider for pay. A time entry can identify a project or cost center, but the timesheet remains the approval unit. Decide how a corrected week is resubmitted and how the original decision remains visible. Confirm that each employee named as approver can see the submitted week and record a decision.

An employee requests three days of paid leave in a week that also contains worked time. The employee selects a leave type, enters dates and submits the request. The approver compares it with the person’s balance and staffing need, then approves or rejects. In the same week, the employee enters daily hours and submits the timesheet. The approver checks the dated entries and any overtime before approving. Payroll Admin sees the approved leave and hours in the period under review.

If the employee changes dates after rejection, keep the new request and its decision clear. If the timesheet is still submitted at cutoff, do not treat those hours as approved. Rehearse both paths before live pay, especially where leave spans a payroll period boundary.

• My leave requests — Each employee’s requests, dates and decisions in one place.
• Leave approval inbox — Submitted requests that need an assigned approver’s decision.
• Timesheets awaiting review — Weekly hours still awaiting a decision.

Follow the Time to pay process for the approval and payroll handoff.