Understanding How Leave Applications Appear on the Roster

Overview

Tempus's leave workflow runs in one direction: a Leave Application, then leave entries in the timesheet, then that timesheet data flows through to the pay run. The roster reads from the Leave Application record, not from the timesheet.

This matters because it is tempting to skip straight to entering leave on the timesheet when someone is away, particularly for a short or last minute absence. Doing this means the roster has nothing to reference, so the shift looks exactly like any other shift still needing to be worked, rather than a covered absence.

⚠️ Important: If leave is entered directly into a timesheet without a Leave Application behind it, the roster will not show the absence at all.

Why the Roster Needs a Leave Application, Not Just a Timesheet Entry

A Leave Application carries a proper record: who requested the leave, who approved it, and any notes or attachments. A timesheet entry on its own carries none of that. The roster is built to reference the Leave Application specifically, so the richer record is also the one the roster can actually see.

What This Looks Like on the Roster

Once a Leave Application has been approved, the absence shows clearly on the roster rather than being hidden, and the shift it leaves behind is apparent -rendering a warning. It’s ready to be reassigned manually or opened up as a shift bid (or in some cases - just deleted). Publishing Rosters and Managing Staff and Advanced Rostering both cover filling a vacancy once it appears.

Roster Warnings

When an existing roster shift is the same period as a leave application, this renders a warning on the roster shift. Depending on your organisation size, it may be easier to review these via the ‘roster warnings’ screen.

With the roster warnings screen open, the date and name of user are named, as well as the reason for the warning being generated.

If Leave Has Already Been Entered into a Timesheet

Where leave has already gone into a timesheet without a Leave Application first, submit the Leave Application as soon as possible so future absences line up correctly on the roster. Creating Leave Requests on Behalf of an Employee covers submitting one for a staff member who has not done so themselves. For a pay run that has already been processed on this basis, contact Tempus Support via support@payrollbytempus.com to confirm whether anything needs correcting.