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View an employee's time off balance

You can view time off balances in Sage HR from an employee profile or by using the Time off status report.

Written by Oliver Cook

Sage HR gives you two reliable ways to check time off balances. Use the employee profile for one person or reports to review multiple employees.

View a single employee’s balance

Use this option when you need details for one employee.

  1. Open the employee’s profile.

  2. Select Time off from the profile menu.

Time off summary

This section shows how much time off the employee still has for each assigned policy.

Time off details

This section shows policy‑level information, including:

  • Policy name

  • Allowance period

  • Policy balance

  • Accrual - Current period

  • Accrual - Carried over

📎NOTE: Sage HR shows values in days or hours, depending on how you've set up each policy.

📌TIP: Select Change balance to adjust the balance for the current period only.

Time off approved by

You can also see who approves time off for this employee.

This list shows the people you’ve set as the employee’s time off approvers.

If someone appears who shouldn’t, or someone is missing, see Troubleshooting time off approvers.

Time off history

This section shows active and past time off requests.

You can edit or cancel requests from here, depending on your permissions.

View multiple employees’ balances

Use the Time off status report to see balances for several employees on one page.

📎NOTE: You can't see last year in the Period list if:

  • The policy started this year

  • No employees had the policy last year

  • The policy resets on the employee’s anniversary

  • The policy doesn’t create historic reports

  • The policy is a one‑off accrual type


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