Contents of this article is applicable to the following users
Tier: START UP, GROWTH, SCALE
Platform: Web
Access Level: Owner & Manager
Leave Report helps you track your staff’s leave information such as Leaves Taken
and Leave Balance.
This feature ensures that staff who accumulate too many leaves take their leaves and count the number of leaves that staff has enchased to pay them. Gain better visibility and full transparency in one centralised report.
This guide will cover the following:
Accessing Leave Report
How to access Leave Reports
In the Web App > “Reports” > “Leave Report”
Definition of Column Headers
Column Name | Definition | Examples/Remarks |
Employee ID | Employee Unique Identifier |
|
Employee | Employee’s Name |
|
Leave Type | Leave Name |
|
Entitlement Period | The period of which the staff’s entitled leaves are valid. Leaves are either carried forward or expired once the period is up. |
|
Total Leave Entitled | The total amount of leaves an employee is entitled to the whole entitlement period. |
|
Leave Dispatched Till Date | The number of leaves accumulated from the start of the entitlement period to the current date. |
|
Approved | The number of leaves approved by the manager to the employee |
|
Pending | The number of leaves applied by the employee that is yet to be approved or rejected by the manager |
|
Taken | Number of leaves taken (used) by the staff.
| This includes the leaves Approved by manager, and leaves directly Assigned by managers to the staff. |
Balance | The number of leaves remaining |
|
Carry Forward | The number of leaves carried forward from the previous entitlement period |
|
Carry Forward Expired | The number of Carry Forward leaves that expired due to the carry forward expiry timeframe set by the manager in Settings |
|
Carry Forward Forfeited | The number of leaves that are forfeited and did not get carried forward to the new entitlement period due to the carry forward limit set by the manager in Settings |
|
Carry Forward Taken | Number of carry forward leaves taken (used) by the staff.
| Carry forward leaves gets consumed first: E.g., If a staff has carry forward leave from 2022 into 2023, when the staff takes leave in 2023, it will first consume the carry forward leaves from the previous year.
This includes the leaves Approved by manager, and leaves directly Assigned by managers to the staff. |
Carry Forward Balance | The number of Carry Forward leaves remaining |
|
Filters
There are filters available in the leave reports to help you view the specific information you want to be projected in the reports.
Entitlement Period
View leave information based on the different entitlement periods. You can select the following options from the dropdown menu.
Note: Entitlement periods may be different for each Leave Type. Some may follow the Calendar Year while others may follow the Staff’s Joined Date. Entitlement period set up is made in Leave Settings.
Current Entitlement Period (Till Date)
This option displays all leave information from the start of the entitlement period to the current date.
Eg. Staff A has an entitlement period from 1 January 2021 to 31 December 2021 (Calendar Year). You view the leave report on 1 October 2021. The report displays leave information from 1 January 2021 to 1 October 2021 (Till Date).
Eg. Staff B has an entitlement period from 1 February 2021 to 31 January 2022 (Staff’s Joined Date). You view the leave report on 1 October 2021. The report displays leave information from 1 February 2021 to 1 October 2021 (Till Date).
Previous Entitlement Period
This option shows all leave information from the past entitlement period depending on the leave type’s entitlement period.
Eg. Staff A has a previous entitlement period from 1 January 2020 to 31 December 2020 (Calendar Year). The report displays leave information from 1 January 2020 to 31 December 2020.
Eg. Staff B has a previous entitlement period from 1 February 2020 to 31 January 2021(Calendar Year). The report displays leave information from 1 January 2020 to 31 December 2020.
Filter by year
View leave information based on the year you select. You can also view leave information from past entitlement periods.
This year picker dropdown menu will appear when you click into “click to select year”
Staff
View the leave report of individual staff by searching for their name
You can either enter the staff’s name directly or select from the dropdown menu when you click into it.
Leave Type
View leave report based on leave types by clicking into “ All Leave Types”
You can select which leave type you want to see from the dropdown menu.
Exporting CSV
You can also export the leave reports in CSV format so that you can fit these information easily to other platforms such as payroll providers and excel applications ( Google sheets , Microsoft Excel )
Note: CSV file exported will be based on the filters applied, including Entitlement Period, Staff, and Leave Types filters.
Eg. If the CSV file exported is based on the Entitlement Period you have selected. If “Current Entitlement Period (Till Date)” is selected, the CSV file will export the current entitlement period.
Select “Export” to export the CSV file.
1) Staff A's join date is 15 June 2019. Today is 20 Oct 2021 and I selected "2021" as the entitlement period. What will be shown?
For Staff A, his current year renewal date is 15 June 2021. Since 20 Oct 2021 has passed the renewal date, the following data will be shown:
15 June 2020 to 14 June 2021 (previous entitlement period)
15 June 2021 to 14 June 2022 (current entitlement period)
Since there is an overlap in both entitlement periods listed above, both will be shown in the Leave Report.
2) How is Balance calculated?
Balance can be affected by 3 factors:
Leave Balance = Leave Dispatch Till Date - Total Leave Taken
Changing value in My Team > Staff Name > Off & Leave > Balance for this period
Changing value in Settings > Off & Leave > Selected Leave Type > Progressive Leave Entitlement for Period
3) Why is there no value in my Carry Forward columns?
“Carry Forward” leave data will only show up after a staff crosses into the new entitlement period. That is when the calculation happens, and carry forward data will be reflected in the CSV when the staff crosses into their upcoming new entitlement period
15 June 2020 to 14 June 2021 (previous entitlement period)
15 June 2021 to 14 June 2022 (current entitlement period)
Carry Forward leave data will only be shown after 15 June 2021