Leave and time

Employees submit leave requests with a start date, end date, leave type and reason. The request names the employee and approver and moves through draft, submitted, approved, rejected, cancelled and taken states. Leave types carry the accrual method and rate by country or employee class, while balances show accrued, taken, pending and available amounts for an employee and leave type. Admin can compare a submitted request with the current balance and record the named approver’s decision.

Weekly timesheets provide the parallel record for hours worked. A timesheet names the employee, the week start and end, approver and status. Its time entries hold the date, hours and category, including regular and overtime. Project and cost center can be recorded on an entry. Payroll Admin can read approved time and leave before preparing a run, while employees maintain their own time entries and requests.

• Maintain policy records. Set leave types and balances for the relevant country and class before staff request time off.
• Review requests. Use the submitted leave queue to check dates, balance, documentation and the named approver.
• Close the week. Review each timesheet’s entries and total hours before its status is approved or rejected.

Choose the leave types to use in the first pay cycle and who updates balances. Agree when documentation is required and how a request with insufficient balance is handled. Decide who acts when the named approver is away. Give employees a cutoff for weekly timesheets so Payroll Admin has a stable set of approved hours for each run.

For overtime, settle which categories count toward payroll and which cost centers need an entry. The time entry belongs to a timesheet; a weekly header alone cannot explain the hours. The dates on an approved leave request should also agree with the period whose pay is being calculated. Reconcile exceptions before the payroll approval step.

Take an employee requesting leave across two working days. Confirm the chosen leave type, dates and current balance, then have the named approver review the submitted request and Admin record the decision. Check the resulting approval state in the leave schedule. For the same employee, create a weekly timesheet with regular and overtime entries. Compare the line hours with the header total and obtain an approval. Ask Payroll Admin to check both approved records while preparing the next pay run. A rejected request or timesheet must remain visibly distinct from approved work.

• Leave awaiting decision — Submitted requests with dates, leave type and named approver.
• Leave schedule — Approved and taken requests on a dated schedule.
• Timesheets awaiting decision — Weekly submissions and total hours ready for review.

Read time to payroll for the cutoff and reconciliation, and hire to pay for the complete employee path.