Time and leave

An employee requests a week away. The named approver checks the leave type, start and end dates and current balance before deciding. In the same pay period, the employee submits a weekly timesheet with daily entries. The timesheet approver reviews the hours and records the decision before payroll considers the period.

• Source record. Leave types define accrual and documentation rules; leave balances carry the employee’s available and used days for a type.
• Decision. A leave request links the employee, type, dates and approver. Its status shows whether the request is waiting, approved, rejected or taken.
• Handoff. A timesheet holds the employee and week. Daily time entries record hours and category, including overtime; the sheet has its own approver and approval date.

Agree who is named as the leave and timesheet approver for each employee. Check leave balances before the first request and decide how corrections are recorded. Set the pay calendar cutoff so a late timesheet has a clear route back to its owner. Payroll Admin can view leave and timesheets but should not be treated as the person who entered an employee’s request.

An employee enters a leave request for a Monday through Friday absence. The approver checks that the dates do not overlap an existing request and that the employee has enough available days. If the balance is insufficient, keep the request from moving to approval and return the reason to the employee. For the same period, the employee records regular and overtime hours on the weekly sheet. The approver checks the daily entries and total, then approves or rejects the sheet. Payroll Admin reviews only the approved time and leave outcomes for the pay run. Recheck the dates after a correction so the same absence is not counted twice.

Review the leave type’s country and employee class rules before trusting an available balance. A request requiring documentation needs that decision handled with the approver before the absence is taken. On a rejected timesheet, the employee should correct the daily entries and submit it again. The approver should check the same week boundaries after resubmission. This keeps overtime attached to the right period and gives Payroll Admin an explainable source for each included amount.

• My leave requests — Let an employee follow their own dated requests and status.
• Timesheets awaiting approval — Show submitted weekly sheets with employee, approver and hours.

Use leave and time review to rehearse both decisions. Continue into payroll cycle.