ANTE User ManualFilings
A filing is a request an employee sends to get something recorded or approved: a leave, overtime, a day spent out on business, a missing punch, a changed shift, work on a rest day, or a swap of a workday for a rest day. Nothing a filing asks for reaches the timesheet or payroll until it is approved. This page teaches all seven filing screens under Manpower → Filings: Leave Filing, Overtime Filing, Official Business, Certificate of Attendance, Schedule Adjustment, Rest Day Work and Schedule Swap.
How Filings Work
Who Files
Employees file for themselves, from the Request Panel on their Dashboard and from the mobile app. The seven screens under Manpower → Filings are the HR and approver view: they list every employee's requests, and the same File … button (for example File Leave) opens the same form.
HR can also file on behalf of an employee. A person who holds the filing-administrator permission sees an extra File on behalf of employee block at the top of the form with an Employee picker and an Auto-approve this filing checkbox (the filing is then created already Approved). Without that permission the form always files for yourself. Company filing rules (see Filing Rules) apply to self-filed requests; filing on someone's behalf is the exception path and is not held to them.
Approval Routing and Statuses
Who approves, and in how many stages, is set in Filing Approvals. With no chain configured, the employee's immediate superior (Reports To) approves; a filing with nobody to approve it is held for HR (see Filings on hold). Nobody can approve their own filing. Approvers can act from the detail page or from the Manpower Dashboard — see How multi-stage approval works.
| Status | Meaning |
|---|---|
| Pending | Waiting for an approver. Nothing has changed on the timesheet yet. |
| Approved | The filing now takes effect — see each type below. |
| Rejected | Declined; the approver's Rejection Reason is shown. |
| Cancelled | Withdrawn — by the employee, or when an approval is cancelled. |
The List Screen
All seven screens share one layout: a header with the type's Export and File … buttons, a banner when filings are on hold for HR, then a table with one row per request. Columns vary by type (for example Leave shows leave type, dates, days and compensation; Overtime shows time in, time out, OT Hours and ND Hours), but every table shows the employee, Status and Date Filed.
- Filters — a date range (it opens on the last month), Status (Pending, Approved, Rejected, Cancelled) and Branch.
- Search — by First Name, Last Name or Employee Code.
- Export — downloads the rows you are looking at as an Excel file, honoring the date range, status, branch and search currently applied. See the Manpower overview for what the file contains and its row limit.
Click a row to open its detail page (/manpower/filing/<type>/<id>). It shows Employee Information, the type-specific details, and a Status & Approval section with who is being waited on, the approval trail, who decided and when, and the rejection reason if any. Approvers who may act on the current stage see the approve and reject buttons there. On an Approved Leave, Rest Day Work or Schedule Swap, the original approver (or a full-access administrator) also sees Revert Approval: the filing becomes Rejected and its effect is undone — leave credits are returned, the rest-day credit is removed, or the swapped days go back to the plain schedule.
Rules That Apply to Every Filing
- Payroll period already processed. A filing cannot be submitted for a date whose payroll period has moved past Time Keeping. The form disables Submit and explains why. (A filing already pending when its period closes can still be approved for Leave, Overtime, Official Business, Certificate of Attendance and Rest Day Work: the approver is offered Carry Over the Pay, which pays the amount in the employee's next open period instead. Schedule Adjustment cannot be carried over.)
- Employee's contract. Filings must fall within the dates of the employee's contract.
- Overlaps. Filing over an existing request for the same date or time shows an Existing Filing Found notice. Where the system allows it you can choose Override to replace the overlapping pending filing; if an approved filing already covers it, you must pick a different date or time.
- Editing and cancelling. An employee can reopen their own pending request from the Request Panel, change it with Update, or withdraw it with Cancel Request.
Leave Filing
When to use it. An employee will be away and wants the days covered by one of their leave plans — vacation, sick leave and so on — either paid from their credits or unpaid. Open Manpower → Filings → Leave Filing. Leave types and credits come from Service Incentive Leaves and the leave plan assigned to the employee in HRIS.
How to File Leave
- Click File Leave
The New Leave Request form opens. If the employee has no leave plan the form only says that no leave credits are available and to contact HR.
- Choose the leave type
Pick one of the cards under Leave Type. Each shows the plan name and how many days remain of the yearly total.
- Set paid or unpaid, dates and mode
Choose Compensation Type, the From Date and To Date, and the Leave Mode. The panel under the dates previews how many leave days this request will use and the balance after it.
- Add a reason and attachment, then Submit
Write the Reason and upload an Attachment if you have one — it is mandatory when the leave type requires a supporting document.
Leave Form Fields
What Approval Does to Leave
- The days are deducted from the plan's credits when the leave is approved. While it is pending, those days are reserved, so a second request cannot spend the same credits.
- The affected timesheet days are recomputed: worked time is credited, late and undertime are cleared, and the day is no longer marked absent. An unpaid leave is docked instead.
- How many credits each day uses follows the plan's leave day coverage: the whole shift, or a daily cap where the rest of the shift becomes undertime, or the shift hours divided by a daily figure. Rest days use no credits. The preview on the form shows the exact result.
- Revert Approval (see above) restores the deducted credits.
Step-by-step with screenshots: File and Approve a Leave Request.
Overtime Filing
When to use it. An employee worked, or will work, beyond their shift and wants the extra time paid as overtime. Time that falls inside the shift is regular work, not overtime, so the form refuses a window that overlaps the shift. Open Manpower → Filings → Overtime Filing.
How to File Overtime
- Click File Overtime
The New Overtime Application form opens.
- Pick the date
The form checks the employee's time logs for that date. If none are found it warns that overtime cannot be filed without recorded logs and disables Submit, unless the company has switched on Allow Filing Without Logs in HR Settings.
- Enter Time From and Time To
The calculator below shows Regular OT Hours and Night Diff Hours. If the window overlaps the assigned shift, a warning shows the shift hours and blocks submitting.
- Add a reason and Submit
Write the Reason and click Submit.
Overtime Form Fields
Employees whose company allows early overtime before the shift also see a note such as Early overtime counts in 30-minute units, telling them the unit and minimum that apply.
What Approval Does to Overtime
- The filed hours move from the For Approval column of the timesheet to the approved column in Payroll Time Keeping, and payroll pays them as overtime and night differential.
- Approvers see the employee's Actual Punches beside the requested window, to judge the request against what really happened.
- Overtime that was worked but never filed, or filed without matching punches, shows up in Overtime Exceptions.
- An approved overtime can be withdrawn with Cancel Approval from the approval dialog on the Manpower Dashboard; the timesheet is recomputed.
Official Business
When to use it. An employee worked away from their usual place — at a client site, a government office, an off-site meeting — so there are no punches for that time. Official Business records the hours as attended. Open Manpower → Filings → Official Business and click File Official Business.
Official Business Form Fields
What Approval Does to Official Business
- Approval adds a time record for the filed period to the employee's attendance logs (marked as coming from Official Business) and recomputes each day, so the timesheet shows the time as worked.
- Rejecting it, or cancelling an approved one, removes that record again.
- If the filed dates fall outside the employee's contract, no record is created.
Certificate of Attendance
When to use it. An employee was present but the punches are missing — forgot to clock, the device was down, or they were on a holiday and an Auto Fill shift never fills holidays. A Certificate of Attendance (COA) certifies the time worked. Open Manpower → Filings → Certificate of Attendance and click File COA.
It uses the same form as Official Business, without the Location field: Date From, Date To (at most one day later), Time In, Time Out and Reason / Purpose. Approval, rejection and cancellation work exactly as for Official Business: the approved time becomes a record in the employee's attendance logs, which fills the missing punches on the timesheet.
Choose Official Business when the work was done elsewhere on the company's business, and Certificate of Attendance when the employee was simply there and the record is missing.
Schedule Adjustment
When to use it. An employee worked, or will work, a different shift on a particular day from the one they are scheduled for. Open Manpower → Filings → Schedule Adjustment and click File Schedule Adjustment. The shift you describe replaces the scheduled one for that day only.
Schedule Adjustment Form Fields
What Approval Does to the Schedule
- Timekeeping uses the approved shift for that date instead of the assigned schedule, and the day is recomputed straight away.
- If an administrator also changed that day with Adjust Shift, the more recently decided of the two wins.
- Once the day's payroll period has left Time Keeping its shift is frozen, so the adjustment cannot be filed for it and cannot be carried over.
For a standing change, update the employee's schedule instead — see Individual and Team Scheduling.
Rest Day Work
When to use it. An employee worked on a rest day or an extra day. Hours punched on such a day are not credited until the work is approved — this filing is that approval. Open Manpower → Filings → Rest Day Work and click File Rest Day Work.
Rest Day Work Form Fields
What Approval Does to Rest Day Work
- The day is marked approved and recomputed, so the worked hours are credited: the first 8 hours at the rest-day rate and anything beyond as rest-day overtime. Overtime past 8 hours still needs its own Overtime filing.
- With a window, only punched time inside the approved window is credited; punches outside it are not, and the day shows how many minutes were left out. Without a window, the whole rendered day is credited.
- The warning about logs on a rest day is resolved.
- Revert Approval removes the credit again.
If no timesheet record exists yet for that day, the filing is approved but credits nothing. Recompute the cutoff, then approve it again.
Schedule Swap
When to use it. An employee gives up a scheduled workday and works a day they would normally rest instead, at no premium: the day worked is paid as the plain hours of the day given up. Open Manpower → Filings → Schedule Swap and click File Swap. See also Schedule Swap Filings.
Schedule Swap Form Fields
The system refuses a swap where the first day is not a workday, the second day is already a working day, or either day already belongs to another pending or approved swap. A company filing rule can also limit how many swaps an employee may file.
What Approval Does to a Swap
- Both days are recomputed: the day given up becomes an off day, and the day worked becomes a working day paid at the plain hours of the day given up.
- A swap outranks the regular schedule but not a manual Adjust Shift or an approved Schedule Adjustment on the same day.
- Revert Approval puts both days back on the plain schedule.
Approving a swap needs the Schedule Swap approval permission, and Schedule Swap must be included in the approval chain's Filing types if you use chains.
How It Connects
Set up first
- Filing Approvals — decides who approves each filing type and who may file it.
- Service Incentive Leaves — defines the leave types and plans a Leave filing draws on.
- Employee Records — holds each employee, their superior, contract dates and assigned leave plan.
- Holidays — sets the days treated as holidays when attendance and pay are computed.
Gets its data from
- Individual Scheduling — provides the schedule that Schedule Adjustment, Rest Day Work and Schedule Swap change.
- Raw Logs — supplies the punches that an Overtime filing is checked against.
Feeds into
- Payroll Time Keeping — turns approved filings into leave, overtime, attended time and rest-day credits on the timesheet.
- Overtime Exceptions — flags overtime that has no matching filing or punches.
- Manpower Dashboard — is where approvers act on pending filings and see those on hold.