08 – Timesheet, Travel and Leave Management

PostedJuly 29, 2025

UpdatedAugust 22, 2025

ByDaniel Garvey

In this session we will go through how the staff use FlowLogic, covering Timesheet submission and approval, Travel recording and management, and the submission of Leave requests and the subsequent approval, ready for all to be exported from FlowLogic to the wide range of Financial packages available.

Introduction to Flow Logic: Daniel introduced the session on Flow Logic, focusing on timesheets, travel, and leave management. He emphasized the importance of accurate data entry and how it impacts payroll and invoicing.
- Session Introduction: Daniel welcomed everyone to the session and introduced the topic of FlowLogic, focusing on timesheets, travel, and leave management. He highlighted the importance of accurate data entry and its impact on payroll and invoicing.
- Importance of Basics: Daniel mentioned that the session would cover basic yet crucial aspects of FlowLogic, emphasizing the need to revisit these basics to ensure clarity and accuracy in data management.
Importance of Roster Data: Daniel explained the significance of roster data in FlowLogic, highlighting that it is the source of all data for payroll and invoicing. He stressed the need for accurate data entry in the roster.
- Source of Data: Daniel explained that roster data is the foundation for all payroll and invoicing processes in Flow Logic. Accurate data entry in the roster is crucial as it directly impacts the accuracy of payroll and invoicing.
- Data Flow: He described how data from the roster flows into payroll and invoicing systems, making it essential to ensure that all entries are correct and complete.
- Organizational Variability: Daniel noted that different organizations might have unique ways of managing their rosters, but the importance of accuracy remains constant across all setups.
Customization of Flow Logic: Daniel mentioned that Flow Logic can be customized to fit the needs of different organizations. He shared his experience of implementing Flow Logic in various organizations and how it adapts to different business requirements.
- Adaptability: Daniel shared that Flow Logic is highly adaptable and can be customized to meet the specific needs of different organizations, making it a versatile tool for various business requirements.
- Implementation Experience: He recounted his experience of implementing FlowLogic in different organizations, highlighting its flexibility and the positive impact it had on their operations.
Staff Self-Management: Daniel discussed how staff members can manage their own data for payroll, reducing admin time. He explained the process of staff members entering their timesheets and leave requests.
- Self-Management Benefits: Daniel explained that allowing staff members to manage their own data for payroll can significantly reduce administrative time and effort, leading to more efficient operations.
- Timesheet Entry: He detailed the process of staff members entering their timesheets, including clocking on and off, and the importance of accurate data entry for payroll processing.
- Leave Requests: Daniel also covered the process of submitting leave requests, emphasizing the ease and efficiency of the system for both staff members and approving officers.
Leave Request Process: Daniel demonstrated the leave request process, showing how staff members can submit leave requests and how approving officers can manage these requests. He highlighted the importance of handling leave conflicts and ensuring accurate leave balances for part-time staff.
- Submission Process: Daniel demonstrated how staff members can submit leave requests through Flow Logic, detailing the steps involved in the process.
- Approval Management: He explained how approving officers can manage these requests, including reviewing and approving or declining them based on organizational policies.
- Handling Conflicts: Daniel highlighted the importance of handling leave conflicts, such as overlapping shifts, and ensuring that these are resolved to maintain accurate records.
- Accurate Leave Balances: He stressed the need for accurate leave balances, particularly for part-time staff, to ensure fair and correct leave allocation and payroll processing.
Timesheet Submission: Daniel walked through the process of submitting a timesheet, including clocking on and off, entering shift notes, and managing travel data. He emphasized the importance of accurate data entry and the role of shift notes in timesheet submission.
- Clocking On/Off: Daniel detailed the process of clocking on and off for shifts, explaining how this data is recorded in FlowLogic and its importance for accurate timesheet submission.
- Shift Notes: He emphasized the role of shift notes in timesheet submission, noting that they are mandatory in many organizations to ensure all necessary information is captured.
- Travel Data: Daniel explained how travel data is managed within timesheets, including entering kilometers traveled and the importance of matching this data with rostered kilometers.
Travel Management: Daniel explained the travel management process, including how staff members can enter travel data and the importance of matching actual kilometers with rostered kilometers. He also mentioned the option to upload odometer photos for verification.
- Entering Travel Data: Daniel explained the process for staff members to enter travel data, including the start and end odometer readings and the purpose of the travel.
- Matching Kilometers: He emphasized the importance of matching actual kilometers traveled with the kilometers recorded in the roster to ensure accurate billing and payroll.
- Odometer Photos: Daniel mentioned the option to upload photos of the odometer readings for verification, which can be useful for audits and ensuring data accuracy.
Approval Process: Daniel described the approval process for timesheets, leave requests, and travel items. He explained how approving officers can manage these items and the importance of ensuring all data is approved before payroll and invoicing.
- Timesheet Approval: Daniel detailed the process of approving timesheets, including reviewing the data entered by staff members and ensuring it matches the rostered information.
- Leave Request Approval: He explained how leave requests are reviewed and approved, including handling any conflicts with existing shifts and ensuring accurate leave balances.
- Travel Item Approval: Daniel described the process for approving travel items, emphasizing the need to verify the accuracy of the travel data entered by staff members.
- Importance of Approval: He stressed the importance of ensuring all data is approved before payroll and invoicing to maintain accuracy and compliance with organizational policies.
Timesheet Management Tips: Daniel shared tips for managing timesheets, including the importance of daily approval to ensure smooth payroll and invoicing processes. He emphasized the need for accurate data entry and communication between staff members and approving officers.
- Daily Approval: Daniel recommended approving timesheets on a daily basis to ensure smooth payroll and invoicing processes, reducing the workload at the end of the payroll period.
- Accurate Data Entry: He emphasized the need for accurate data entry by staff members to avoid discrepancies and ensure that all timesheets are correct and complete.
- Communication: Daniel highlighted the importance of clear communication between staff members and approving officers to resolve any issues or discrepancies in timesheet data.
Manual Timesheet Entry: Daniel mentioned the option for staff members to manually enter timesheets if they forget to clock on and off. He explained the process and the importance of accurate data entry for audit control.
- Manual Entry Option: Daniel explained that staff members have the option to manually enter timesheets if they forget to clock on and off, ensuring that all work hours are recorded.
- Audit Control: He emphasized the importance of accurate data entry in manual timesheets for audit control and compliance with organizational policies.