Time Off in Payslips
Handle time off approved after payroll confirmation
The Time Off in Payslips module is auto-installed when you use all three modules: Payroll, Time Off, and Work Entries. This module solves an important problem: employees requesting time off after the payroll for that month has been calculated and confirmed.
The module automatically detects and marks these time offs, allowing you to defer time off to the next month or handle manually if needed, ensuring payroll accuracy without recalculating the previous month.
Why this module is needed
Key points
• Employees forget to request leave beforehand, remember only after payroll has run
• Employees get sick suddenly, request leave after being absent
• Managers approve leave late, after payroll has been confirmed
• Need to adjust time off but don't want to recalculate previous month's payroll
Time off states in payroll
States
| State | Meaning | Action |
|---|---|---|
| To compute in next payslip | Normal state, time off will be computed in next month's payroll | No action needed |
| Computed in current payslip | Time off has been computed in payroll | No action needed |
| To defer to next payslip | Blocked time off, approved after payroll was confirmed | Action required: defer to next month or handle manually |
Detecting blocked time off
Key points
• Via Payroll Dashboard: Go to Payroll → Dashboard, check Warnings section, if "Time Off To Defer" warning appears, click to see details
• Via Activity: Check your Activities, find activity titled "Leave to Defer", click to see time off needing processing
• Via Time Offs Menu: Go to Payroll → Work Entries → Time Offs, use "To Defer" filter, view list of blocked time offs
• When computing payroll: When trying to compute payslip, system displays warning "Employee has time off to defer"
Defer time off to next month (Automatic)
When to use: When you want the system to automatically transfer time off to next month.
Key points
• Note: Time off cannot span more than 2 months, next month must have enough attendance days to convert, next month's work entries must be in "Draft" state
Steps
1. Open the blocked time off record
2. Click Report to Next Month button
3. System will: Find work entries from blocked month, find attendance work entries in next month, convert attendance work entries to time off, mark time off as "Done", complete activity automatically
Concrete example
Situation: Employee Nguyen Van A requests 2 days off: March 15-16, 2026. March payroll was confirmed on March 25, 2026. Employee requests leave on March 28, 2026. Time off is marked "Blocked".
Processing:
Steps
1. Open time off record for March 15-16, 2026
2. Click Report to Next Month
3. System: Finds 2 attendance days in April 2026, converts those 2 attendance days to time off, marks March 15-16 time off as "Done"
4. Result: March payroll unchanged (already confirmed), April payroll will deduct 2 days of time off
Manual processing
When to use: When automatic deferral is not possible or special handling is needed.
Steps
1. Process manually (create work entries, adjust payroll, etc.)
2. Open time off record
3. Click on "Leave to Defer" activity
4. Click Mark as Done
5. Or use "Defer to next Payslip" action from Action menu
Error cases
Key points
• Error "Time off spans more than 2 months": Time off extends from one month to another for more than 2 months. Solution: Manual processing
• Error "Next month work entries not generated or already validated": Next month's work entries not created or already confirmed. Solution: Wait for next month's work entries or process manually
• Error "No work entries linked to this time off": No attendance work entries found in time off period. Solution: Check work entries, may need to create manually
• Error "Not enough attendance work entries": Next month doesn't have enough attendance days to convert to time off. Solution: Manual processing
Dashboard warnings
Key points
• Time Off To Defer: There are time offs in "Blocked" state needing processing. Go to Payroll → Dashboard, click warning, view list of blocked time offs
• Time Off Missing Documents: Time offs requiring supporting documents but none attached. Open time off record and attach documents
• Time Off Not Related to Allocation: Employee requests time off but doesn't have enough allocated leave days. Check remaining leave balance
System configuration
Designate person responsible for processing blocked time off:
Key points
• Note: If not configured, activity will be assigned to Administrator
Steps
1. Go to Payroll → Configuration → Settings
2. Find "Deferred Time Off" section
3. Select "Deferred Time Off Manager"
4. Choose user (usually HR Manager or Payroll Manager)
5. Click Save
Best practices
Key points
• Regular checks: Weekly check Dashboard to detect blocked time off early, before running payroll ensure no unprocessed blocked time off, after confirming payroll check for any new blocked time off
• Quick processing: Prioritize automatic using "Report to Next Month" when possible, process immediately don't let blocked time off accumulate, communicate notify employees about deferred time off
• Prevention: Remind employees to request leave before taking it, have clear leave request process, set deadline for leave requests (e.g., before 20th of each month)
• When encountering errors: Read error messages (usually indicate cause clearly), check work entries (ensure created correctly), process manually if automatic doesn't work
• Data security: Only Payroll Manager has rights to process blocked time off, system logs state change history, cannot delete time off already computed in payroll