The time off status report is a useful report to get an overview of your employees' time off balance.
What information shows on the report?
You'll be able to see the following information:
Allowance - Given by the policy or the individual allowance
Carry over from previous period - The unused time off from the previous period
Manual transaction - Any allowance given by the Change balance feature on an employee's time off summary profile
Total accrued in period - The total credit received over a period
Allowance + allowance based on years of service + allowance based on number of children + manual transactions + carried over allowance
📎NOTE: This field can vary depending employee's start date, probation period or any other policy configuration.
Used - The amount of time off used within a period
Available - The total time off available to be taken
Total accrued in period - Used
Report filters
You can either run this report:
By time off policy, then filter by employees
By employee, then filter by time off policies
You can exclude future approved time off requests from this report.
Run report
Click Reports.
Click Time off, then click Time off status.
Choose whether you want to view time off balances for a time off policy or an employee.
Run report on a time off policy
Run report on a time off policy
When you choose to view time off balances for a time off policy, select the time off policy you want to view.
📎NOTE: You can only select one time off policy using this option. To select multiple time off policies, you'll need to select to view balances for an employee. However, be aware that you can only select one employee when reporting by employee.
The period will default to the current period, but you can select a historical one.
You can choose to exclude future time off requests from this report
You can filter employees by team and location
📎NOTE: You can't filter by individual employee. You will need to select to view balances for an employee if you only want to see a specific employee.
When you're done, click Run report to view the results.
Viewing previous periods
When you choose to view time off balances for a time off policy, you can run the report for this holiday period and previous holiday periods. Only policies with a fixed reset date will appear when you view historical periods.
The Time off status report won't capture a snapshot of the figures for the previous year if:
The company is currently in a trial period
The company’s status is expired
Policies are set up to reset according to the employee's start date (custom reset date)
Policies are set up not to reset, for example, event-based policies
Run report for an employee
Run report for an employee
If you select An employee, choose the employee you want to view, then select the policies you want to report on for that employee. You can select one or more policies
📎NOTE: You can only select one employee. To report on multiple employees, you'll need to select to view balances for a time off policy, then filter it by team or location. However, be aware that you can only do this for one policy when reporting by time off policy.
Viewing previous periods
When you choose to view time off balances for an employee, you can only run the report for the current holiday period.
Export report
After you run the report, click Download excel to export this report to Excel.