Payroll Variance
This run against the previous run per employee, flagging changes in gross or net above the entity's threshold with the input or revision that caused them.
Leave request to payroll
How a leave request becomes a balance movement, an attendance status and, where the leave is unpaid, a loss-of-pay day in the run, with the manager's gate in the middle.
6 stages · 1 approval
Roles and responsibilities
-
Step 1Request
Request NumberEmployeeLeave PolicyFrom Date
-
Step 2Approve
Request NumberEmployeeLeave PolicyFrom Date
-
Step 3Balance
Leave PolicyLeave YearOpening BalanceAccrued
-
Step 4Attendance
EmployeeAttendance DateShiftClock In
-
Step 5Payroll
Input NumberPay RunEmployeeComponent
-
Step 6Leave year roll
Input NumberPay RunEmployeeComponent
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Request
The employee picks a policy and a date range. Working days are counted from the holiday calendar of their location and their work pattern; a half day is flagged. Submission moves the days to pending on the balance, so a second request cannot spend the same days. The request is refused at submission if it exceeds the available balance and the policy is paid, or if the policy requires an attachment that is missing.
Approval required
Approve
The manager on the employee record sees the request in Leave Approvals with the balance, the team's other leave in the same period and the roster. Approve or reject with a reason. At the entity's escalation threshold the request keeps OriginalApprover, records EscalatedOn and is assigned to the configured HR Manager. That assignee sees it in Leave Approvals.
Balance
Approval moves the days from pending to taken on the balance for that policy and year; rejection releases them. Cancellation before the start date moves them back. Cancellation after the start date is an adjustment by the HR Manager with a reason.
Attendance
Each day of the approved request is marked OnLeave on the attendance row, so a clock punch on that day is a discrepancy the manager sees.
Payroll
At cutoff, days under a paid policy count as paid days. Days under an unpaid policy, and days absent without an approved request, generate a loss-of-pay input, which pro-rates every component flagged for it in the run.
Leave year roll
On the first day of the policy's leave year, balances roll by the carry-forward cap. Encashable days above the cap generate an encashment input at the daily rate in the run that pays that month. The rest lapse, and the lapse is on the balance record.
Approvals and exception handling
1 approval required in this process
-
Approve
Line Manager signs · balance waits
LeaveRequests
When the process needs attention
-
exception
The balance the employee and the manager disagree on
Both read the same balance row. Accrual, taken, pending, adjusted, encashed and lapsed are separate figures on it, so the disagreement is about a specific line.
-
variance
Leave approved after the run was calculated
Leave approved after cutoff reaches the next run as an input carrying the request number, and the variance report explains the change.
-
exception
Unpaid leave that was paid anyway
Loss-of-pay inputs are generated from the attendance status at cutoff. The Payroll Officer sees them in Pending Payroll Inputs with the request they came from.
-
late
The manager on leave who cannot approve
The overdue request is reassigned to the entity's named HR Manager, with the original manager and escalation time retained. The inbox follows the current Approver.
-
exception
The leave year that is not the tax year
Each policy carries its own leave year start, so an April-to-March annual leave policy rolls in April while the tax year closes in December.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Request | LeaveRequestsLeaveBalances | days reserved |
| 2 Approve | LeaveRequests | none |
| 3 Balance | LeaveBalances | pending transferred to taken; available unchanged |
| 4 Attendance | AttendanceRecords | day marked OnLeave |
| 5 Payroll | PayrollInputsPayslips | loss-of-pay days reduce paid components |
| 6 Leave year roll | LeaveBalancesPayrollInputs | carry-forward set, lapse written, encashment paid |
Process reports
All reportsPayroll Summary by Component
Totals per component by entity and run, employee and employer sides, the sheet the register is reconciled to before the run is submitted.
Leave Liability
Accrued unused leave per employee valued at the current daily rate, for the balance sheet accrual.
Attendance and Overtime
Hours worked, overtime, absence, late marks and loss-of-pay days by department and shift for the period.
Run by an agent
Agent support
The configured workflows must prevent agents from approving offers or bank-account changes, approving payroll, authorising payments, posting journals, approving year-end statements or locking periods. The assigned person records each decision. Rehearsal must verify identity, masking, the audit record and refusal of unauthorised actions before an agent may write.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› leave request to payroll · request on LeaveRequests, LeaveBalances
✓ The employee picks a policy and a date range.
› leave request to payroll · approve on LeaveRequests
⏸ approval · waiting for the line manager
# 4 more stages after approval: balance, attendance, payroll, leave year roll
Other processes
5 morePay run
Inputs, calculation, payroll approval, payment authorisation and posting, with held amounts reconciled separately.
8 stages · 3 approvals
Hire to pay
From offer approval to the first payslip, with verified bank details, salary approval and separate payment authorisation.
8 stages · 7 approvals
Roster to pay
For hourly and shift staff: publish the roster, capture the punches, correct the gaps, approve the timesheet, lock at cutoff and pay hours, overtime and shift premiums.
6 stages · 2 approvals
Exit to final settlement
Notice, documented terminal amounts, clearance, final payroll approval and separate payment authorisation before closure.
7 stages · 5 approvals
Year-end close and filing
Reconciling the year's runs to the returns filed, correcting what is wrong, producing the year-end statement and employee tax certificates, filing, resetting the year-to-date counters and locking the tax year.
6 stages · 2 approvals