Leave administration should connect the employee's working pattern, employment terms, approved leave and payroll. The BCEA establishes minimum conditions for employees within its scope, while contracts or collective agreements may provide more favourable terms.
Records employers should control
Use a written request and approval process and keep balances visible on the payroll or HR system.
Annual leave: track entitlement, days taken, shutdown periods and carry-over rules against the employee's leave cycle.
Sick leave: record dates, medical certificates where permitted, and usage across the applicable sick-leave cycle.
Family-responsibility and parental leave: retain the request and supporting information required for the applicable leave category.
Termination: reconcile leave taken and accrued before calculating any amount lawfully due in the final payroll.