Time and leave

Employee records leave dates and weekly hours in separate records. A leave request identifies the employee, leave type and approver. A timesheet covers a week, while its time entries hold each date, hours and category. The approver named on each submitted item makes the decision; Payroll Admin reads the approved inputs for the relevant pay period.

A submitted leave request reserves pending days in the matching balance. Approval moves those days to taken and records its approval date; rejection or cancellation releases the reservation. A weekly total should agree with the entries under its timesheet. Keep the leave and time decisions distinct when a request crosses a payroll cutoff.

• Request leave. Employee enters the leave type and start and end dates; the request identifies the employee and approver.
• Record weekly time. Employee enters dated hours by category and links them to a weekly timesheet.
• Review decisions. The named approver decides submitted items; Payroll Admin checks approved time against the relevant pay period.

Agree who approves leave and weekly time for each employee. The employee’s manager can supply the default leave approver; if no manager is available, name an approver before submission. A submitted request reserves pending days, while approval moves them to taken. Rejection or cancellation releases the pending reservation. The leave balance should be checked for the same employee and leave type.

For time, set the week boundaries and who may correct a rejected timesheet. The approved weekly total should match its dated entries. Payroll Admin reads the approved inputs before the run is prepared. Agree how a leave request spanning a pay cutoff is reflected in the next period.

Take an employee who requests leave spanning the end of a payroll period. Employee records the dates and leave type, then submits the request. The named approver checks the dates and balance before approval. Compare the balance’s pending and taken amounts after the decision, and confirm the approval date is present. Try a rejection on another request to verify pending days are released.

In the same week, Employee records regular and overtime entries and submits the timesheet. The approver compares the dated entries with the total, then approves or rejects the header. Payroll Admin reviews the approved week and leave dates when preparing the pay period. Correct a mistaken time entry at its source, then recalculate the total before treating the timesheet as final.

• My leave requests — The employee’s leave requests with their dates, leave type and decision status.
• Submitted timesheets — Submitted weekly hours for Payroll Admin to compare with dated entries.

See the connected process for the decision sequence and the data model for the record links.