Approving Leave and Attendance

Two queues need working through regularly: leave requests and attendance regularizations. Both are somebody waiting on you, and both feed payroll — so letting them pile up has a deadline attached.

Leave requests

Go to Leave Management → Leave Applications.

The Pending Leaves tab is your queue. The calendar strip above it shows the month with everyone’s booked leave on it, colour-coded by type.

1. Open Pending Leaves.

2. Read the request: who, which type, which dates, how many days, and the reason. Open it to see any attachment, such as a medical certificate.

3. Check the calendar strip before deciding. It is there so you can see who else is already off those days — the thing you cannot judge from the request alone.

4. Check the balance if the type has one. Approving leave the person does not have takes them negative, or makes the time unpaid, which lands on their payslip.

5. Approve or reject from the Actions column.

6. If rejecting, give a reason. It shows on their Rejected Leaves tab, and it is the difference between the person understanding the decision and asking you about it tomorrow.

Approving is not just a status change

Approval deducts the days from their balance and marks those days as leave in attendance — so they are not counted absent, and paid leave stays paid.

That is why approving late causes trouble: if the days have already passed and payroll has run, the person may have been marked absent and paid accordingly. Clear this queue before payroll, not after.

An empty queue is worth double-checking

If Pending Leaves looks empty, check the month selector and the filters before concluding there is nothing to do. A filter left set from last time is the usual reason a queue looks clear when it is not.

Attendance regularizations

Go to Attendance → Attendance Regularizations.

A regularization is somebody asking for an attendance record to be corrected — they forgot to clock in, the times are wrong, or they were marked absent when they were working.

1. Open the request and read what it claims: the date, what the record says, what they say it should be, and why.

2. Corroborate it. Was there a meeting in the calendar that day? Did they send email? Was anyone else with them? A regularization changes the attendance record that pay is calculated from, so it deserves a moment’s thought.

3. Approve or reject.

4. On approval, the attendance record is corrected.

Employees cannot edit attendance themselves — by design

This is why the queue exists. If people could edit their own attendance, the record would not be worth anything. The cost is that every genuine mistake has to come past you, so keep the queue short.

Working the queues on a rhythm

Both queues reward a habit over heroics.

When	Do
Daily or every other day	Clear pending leave, so people can plan
Weekly	Clear regularizations, while the day is still remembered
Before payroll	Clear both, completely. This is the one that matters

The pre-payroll sweep is the important one

Payroll reads attendance and leave as they stand when the run is processed. Anything still pending at that moment is simply not in the numbers.

An unapproved regularization means the person stays marked absent, and absent days reduce pay. Fixing it afterwards means correcting a payslip that has already been issued — a much larger job than clicking approve.

Common questions

Can I approve leave for a date that has already passed? Yes, and you will need to — sick leave is usually requested after the fact.

Somebody has no balance left but needs the time. That is a policy decision, not a system one. The system will let you approve it; whether it should be unpaid is your organization’s call, and unpaid days will reduce their pay.

Can I undo an approval? Not straightforwardly from the list — approval has already moved the balance and the attendance. Ask an administrator if a genuine reversal is needed.

Can managers approve their own leave? That depends on how your roles are configured. If it matters to your organization, check it with your administrator — it is a permissions setting, not something this screen controls.

Somebody is chasing a request I cannot see. Check the month and the filters, then check whether it is assigned to a different approver — a manager may hold requests for their own team only.