HR & payroll
Common operating scenarios for HR & payroll. Each page answers: what to do, why, the steps and what to avoid.
| Scenario | Short answer |
|---|---|
| Leave spanning the new year | Submit one request; the system splits the balance across both years. |
| Self-service leave turned off | HR files the request on their behalf at /hr/leave. |
| Picking Leave in the request catalog | The system opens the Leave form; no Employee Request is created. |
| New employee cannot use self-service | HR links the User to the Employee first. |
| Employee cannot see the payslip | Wait for Payroll to move the run to approved/paid. |
| Clocking in on the web | Only when web_attendance_clock is on; otherwise use mobile. |
| Attendance device not sending data | Configure the device and key before receiving punches. |
| Employee leaves the company | Terminate — pending Leave is cancelled, the User deactivated and the offboarding checklist opened. |
| From Job Requisition to active employee | Approve Job Requisition → Opening → Hire (pre_onboarding) → checklist → probation approval → active. |
| Logged OT missing from the payslip | Create an OT request from the log, approve it, recompute the draft run. |
| OT approved by mistake | Not yet in payroll: Unapprove, then reject with a reason. |
| Overnight OT end time error | Enter HH:MM in company time — the system treats it as overnight (240 minutes). |
| Manager cannot click Approve on an OT request | Hand it to a superior or adjust the hours. |
| Payroll run refused: unknown formula variable | Open Payroll Inputs, read the red cell, fix the Salary structure formula or enable the feature that supplies the variable. |
| Payroll blocked by completion evaluation | Approve that employee’s evaluation, or (by company decision) turn off the block to use the default value. |
| Full days despite many absences | A workday cell marked Default means no attendance at all in the period — check devices or create an adjustment. |
| Punch on an approved leave day | Decide: cancel the leave (the employee worked) or keep the leave and exclude the punch. |
| Employee missing from the payroll run | Create a salary profile (base salary + structure). |
| Voiding a run that has a supplementary payroll | Void the supplementary run first, or correct via arrears/clawback. |
| Approving time: by week or by line? | Managers approve the week at /time-tracking/approve; PMs approve lines when T&M billing is needed. |
| Editing time in a locked period | Do not edit time; adjust with a finance document or in the next period. |
| Gap between attendance and logged hours | Use Unified time to chase missing logs; never auto-create an Invoice. |
| Hiring an individual freelancer with PIT withholding | Individual Contact → lump-sum contract → tax profile → Payment run → approval → pay. |
| Locking attendance before payroll | Clear Default workday cells, punches on leave days and OT requests before creating the run; consider requiring attendance confirmation. |
| Paying casual and seasonal workers | Turn on Workforce Management and set seasonal/casual employment type with the contract pay_basis; outside freelancers use the individual service channel. |
| Paying by completion | Use the completion_pct variable in the Salary structure formula, sourced from the approved completion evaluation. |