Attendance & Leave

The Attendance & Leave workspace records day-to-day attendance and leave and turns approved deductions into payroll input.

Attendance and leave do not change salary by themselves

Recording attendance or approving leave does not alter anyone’s pay. Only an explicit, approved payroll consequence affects payroll. This separation is deliberate: it prevents an operational record from silently changing a payslip.

The workspace has six tabs: Attendance, Leave requests, Entitlements, Leave types, Calendars & holidays, and Payroll consequences.

Attendance

The Attendance tab records one status per employee per date. The statuses are:

Status	Meaning
Present	Worked as scheduled.
Absent	Did not work and was not on leave.
Late	Worked but arrived late (a Minutes late value can be recorded).
Excused	Absent with an accepted reason.
On Leave	On approved leave.
Holiday	A holiday, not a working day.
Non Working Day	Outside the working calendar.

Filter by Employee, Start date, End date, and Status, then select Apply filters.

• Record attendance opens a form to create a record.
• Correct edits an existing record’s status, minutes late, or notes.
• Delete removes a record. Deleting is restricted to Administrators.
• Bulk attendance records a whole date at once. Bulk submission is all-or-nothing: if any row is invalid, nothing is saved.

Leave types

Leave types are the policies leave is granted under. Each has a Code, Name, a Default entitlement, and flags:

• Paid
• Entitlement tracked
• Documentation required
• Allows negative balance
• Active

Leave types are managed by Administrators only.

Entitlements

The Entitlements tab shows each employee’s leave balance and its history. Balances are derived from a ledger of events, never stored as an editable number:

Event	Meaning
Grant	Days granted for a year.
Consumption	Days used when a request is approved.
Restoration	Days returned when an approved request is cancelled.
Adjustment	A manual correction, which can add or remove days.

Administrators select Grant entitlement to add days and can record an Adjustment (using a negative number to deduct). Selecting an employee opens their event ledger with the actor and reason for every event.

When a leave request is approved for an entitlement-tracked leave type, payIQ consumes working days only — the working calendar is applied and active holidays are excluded — and refuses the approval if the balance is insufficient (unless the type allows a negative balance).

Leave requests

The Leave requests tab follows a clear lifecycle:

Status	Meaning
Draft	Created but not submitted.
Requested	Submitted and waiting for a decision.
Approved	Approved; entitlement is consumed if the type tracks it.
Rejected	Refused, with a reason.
Cancelled	An approved request that was later cancelled; entitlement is restored.

Workflow:

1. Select New leave request.
2. Choose the Employee (or self), the Leave type, the Start date, the End date, and a Reason.
3. Select Create request (status Draft).
4. Select Submit to move it to Requested.
5. An Approver or Administrator selects Approve or Reject. Rejection requires a reason.
6. An approved request can be Cancelled by an Approver or Administrator, which restores the entitlement.

Calendars & holidays

• Working calendars define the working week. A calendar has a working-days mask (Monday to Friday by default) and a Default flag. Administrators create and edit them.
• Holidays are dated non-working days. Each has a date, a name, and a source reference. Active holidays are excluded from leave day counting. Deactivating a holiday preserves its history; Deactivated is a different state from deleted.

Both are managed by Administrators only.

Payroll consequences

A payroll consequence is the only route from attendance or leave into payroll. It is an explicit, approved deduction.

A consequence has:

• a Type — Unpaid leave deduction, Absence deduction, or Lateness deduction;
• an Amount, a Currency, an Effective date, and a Description;
• a status: Proposed, Approved, Consumed by finalized payroll, or Cancelled.

Workflow:

1. A Payroll Operator or Administrator selects Propose consequence and completes the form.
2. An Approver or Administrator selects Approve.
3. The approved consequence is picked up when a payroll run covering its effective date is calculated.
4. Finalizing that run marks it Consumed by finalized payroll. A consumed consequence is immutable.
5. A proposed or approved consequence can be Cancelled.

Rules to remember:

• Only approved, not-yet-consumed consequences whose effective date falls in the period are included in payroll.
• A consequence is consumed exactly once, at finalization.
• Nothing is inferred from an attendance status. If leave was unpaid and you want it recovered, an approved consequence must say so explicitly.
• A consequence is linked to the run and result that consumed it, so the payroll trail is traceable back to the decision.

Who can do what here

Action	Roles
View attendance, leave, entitlements, and consequences	Any active member
Record/correct attendance; record bulk attendance	Payroll Operator, Administrator
Delete an attendance record	Administrator
Create, submit, and cancel a leave request	Payroll Operator, Administrator
Approve or reject leave; cancel an approved request	Approver, Administrator
Manage leave types, calendars, holidays, and entitlements	Administrator
Propose and cancel a payroll consequence	Payroll Operator, Administrator
Approve a payroll consequence	Approver, Administrator

See Roles & access.