Employee responsibilities
As an employee, you must follow your local processes for applying for and recording absences.
This includes:
- submitting your leave request to your line manager on time
- making sure all approved absences and taken absences are recorded on your timesheet
- telling your line manager straight away if there is an error in your leave balance
If you are unsure about your local area processes, contact your line manager.
Line manager responsibilities
As a line manager, you must make sure employees’ leave records are accurate and complete.
This includes:
- checking that leave records are correct and up to date
- making sure staff take their outstanding leave within the current leave year where possible
- recording and approving the reason and carry‑forward balance when leave cannot be taken
Local procedures
You should have local procedures for all types of leave. These procedures must follow regulations and HR leave policies.
The procedures should be:
- communicated clearly and easy for staff to access
- an outline of employees' responsibilities for applying for leave and recording absences
- signed, dated and include a review date
Leave applications
You should ensure that leave applications:
- are completed, signed, dated and authorised
- include the required HR form and submitted on time to avoid processing delays
Leave records and balances
You should keep separate leave records for all leave types.
This includes:
- recording annual, flexi and TOIL leave separately and in line with your local area process
- making sure leave sheets are completed in full, signed by the applicant, and certified by the line manager
- recording approved TOIL or flexi hours accrued, and absences taken, on your local TOIL or flexi system
- keeping accurate time forms for entry into your local system
Sick leave records and balances
You must make sure staff understand the processes for taking uncertified and certified sick leave.
You should enter sick leave into your local payroll system on time to avoid over or underpayments.
Sick leave must:
- be recorded weekly so balances are accurate and complete
- match the information entered in the local payroll system
- have certificates kept on file for certified sick leave
Year end reconciliation
You should reconcile staff members’ annual leave records and related payroll inputs at the end of the leave year.
You must verify and sign off carry-forward balances in line with the guidelines on terms and conditions of employment.
Related content
NFR B3 Employee Administration and Payroll (PDF, 2.3 MB, 47 pages)