Leave, Time & Claims

Statutory minimums

• Annual leave — 21 consecutive days per annual cycle (15 working days on a 5-day week).
• Sick leave — 30 or 36 days per 36-month cycle depending on working days per week; in the first six months, one day per 26 days worked.
• Family responsibility — 3 days per annual cycle for qualifying employees.
• Maternity — 4 consecutive months, unpaid by default (UIF claim).
• Parental — 10 consecutive days.

Configuring a policy

For each leave type set the entitlement, accrual method (monthly accrual or annual grant), whether it may go negative, the maximum carry-over, and whether it is paid.

Accrual

Monthly accrual credits a proportion each period as payroll is finalised, so balances always reflect what the employee has genuinely earned.

Carry-over and forfeiture

Set a carry-over cap and an expiry date. Balances above the cap are forfeited at cycle end, and the forfeiture is logged.

Leave liability

Because balances and current rates are both known, the leave liability report values your outstanding leave at any point — a figure your auditors will ask for.

Employee request

From self-service, the employee picks a leave type and date range. The system shows their balance, excludes weekends and public holidays according to the policy, and calculates the days deducted.

Manager approval

The manager sees the request with the team calendar so clashes are visible, then approves or declines with a comment. Both parties are notified.

Payroll impact

Approved paid leave does not change pay. Approved unpaid leave flows into the next payroll run as a reduction, using the employee's daily or hourly rate.

Documents

Sick leave beyond the statutory threshold can require a medical certificate; the employee attaches it to the request and it is stored against their record.

Capturing hours

Timesheets can be captured by the employee, by a supervisor for a team, or imported.

Importing from a clocking system

Upload a CSV export from your clocking system. Map the columns once — employee code, date, in, out, break, cost centre — and save the mapping for reuse. Exports from common agricultural and industrial clocking systems are supported through this mapping approach.

Rules applied

Normal hours, overtime beyond the daily or weekly threshold, Sunday time and public holiday time are separated automatically using the employee's multipliers.

Into payroll

Approved timesheet hours flow into the payroll run's input grid as pre-filled values, which the payroll administrator can still review and adjust.

Submitting a claim

Employees submit expense claims (travel, subsistence, tools) or overtime claims from self-service, attaching receipts or supporting evidence.

Approval

Claims route to the employee's manager, then to payroll. Each step is recorded.

Payment

Approved claims are pushed into the next payroll run against the correct payroll item, so the tax treatment follows the item's configuration — reimbursive travel within the SARS rate is not taxed, amounts above it are.

Reporting

The claims report shows submitted, approved, rejected and paid claims per period and per cost centre.