Leave and time

Employees enter time and request leave against their person record. A leave request identifies the type, start and end dates, approver and status. Leave balances keeps accrued, taken and pending amounts by employee and leave type as of a date. Timesheets group weekly hours; time entries hold the dated hours and category beneath each sheet.

The assigned approver checks the request dates and balance; Admin records that decision. Payroll Admin can read approved leave and timesheets when preparing a payroll period. Keep a request’s status separate from a balance figure: one says what was decided, while the other summarizes quantities at its stated date.

• Leave. Tie a request to an employee, leave type and named approver.
• Balance. Read accrued, taken and pending amounts with the as of date.
• Hours. Review each weekly timesheet with its dated time entries before approval.

Agree the leave types for each country and employee class, including their accrual method and documentation requirement. Decide who receives a submitted request and who may approve it. The person preparing a request should see whether it is Draft, Submitted, Approved, Rejected, Cancelled or Taken.

Set the weekly cutoff and the treatment of regular and overtime hours. A submitted timesheet and an approved one are different payroll inputs. The payroll team needs a clear policy for corrections before using posted hours.

Take an employee requesting time away across a payroll week. Check their leave type, current balance date and requested start and end dates. Submit the request and have the assigned approver inspect it before Admin records the decision. After the decision, compare the request status with the leave schedule and the balance. A status change should not silently replace the as-of basis of a balance report.

For the same week, enter regular and overtime time entries under one Timesheets row. Have the employee submit it and the assigned approver review the hours with Admin recording the decision. Payroll Admin should identify which sheet is approved before using its total. The submitted sheet remains separate from approved payroll input until the decision is recorded.

• Leave approvals — Employee sees submitted requests; Admin records the assigned approver’s decision.
• Leave schedule — Compare requested dates with approved and taken leave for the same person.
• My timesheets — Employee checks weekly hours and submission status before the pay period closes.

See the leave and timesheet process and prepare implementation.