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.
NOTE: After April 2024, leave reports for 2022 and before will no longer be supported. Please reach out to our customer service should you require any assistance.
This guide will cover the following:
Leave Balances Report (New Version)
As part of leave upgrades for 2024, we have released a new version of the leave balances report. Here's how you can access and utilize the new functionalities:
Accessing the Report
Open the Web App.
Navigate to "Leave" in the main menu.
Select "Leave Balances Report".
*) If you can't see this, please get in touch with us. We will assist you with the setup.
Functionalities
Select Date
You can select a specific date to view the projected leave balance as of that date. The displayed balance and its breakdown will be based on the selected date.Filter by Sections
Allows you to select multiple sections at once to filter the leave balances accordingly.Filter by Staff
You can filter the report by selecting multiple staff members based on their names.Filter by Leave Types
Enables you to select multiple leave types to filter the balances.View Breakdown
Click the "View Breakdown" button to display a detailed breakdown of the leave balance:Leave Type Settings and Staff Details: Provides settings related to the leave types and details about the staff.
Leave Balance Breakdown: Offers a detailed audit and tally of the leave balance.
Breakdown details:
Base Balance, sum of [Base Earned Till Date] + [Base Adjusted] - [Base Taken]
Base Earned Till Date
The total base balance earned for the selected period up until the date selected.Base Adjusted
The total adjustments made to the base balance.Base Taken
The total leave taken consumes the base balance.
Carry Forward Balance, sum of [Carry Forward] + [Carry Forward Adjusted] - [Carry Forward Taken] - [Carry Forward Expired]
Carry Forward
The balance carried forward from the previous entitlement period.Carry Forward Adjusted
The total adjustments made to the carry forward balance.Carry Forward Taken
The total leave taken that consumes the carry forward balance.Carry Forward Expired
The total unused carry forward that has expired due to exceeding the expiration date.
Export Report
You can export the leave balance report for individual or multiple staff at once across one or many leave types by clicking the "Export" button. You can choose to download either the Leave Balance or Leave Transaction Report.
Leave Balance Export
You can export the leave reports in CSV format*, making it easy to integrate this information with other platforms such as payroll providers and applications like Google Sheets and Microsoft Excel.*) Note: CSV file exported will be based on the filters applied.
Leave Transaction Export
This option provides a more detailed breakdown per individual. Refer to the Leave Transaction Report article to learn more about the contents of this report.
Accessing Leave Report (Old Version)
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. |
Adjusted | If you manually adjust leave balances figure directly, it will show up as an Adjusted value. |
|
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 Adjusted | If you manually adjust carry forward balances (rollover) figure directly, it will show up as an Carry Forward Adjusted value. |
|
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
NOTE: After April 2024, leave reports for 2022 and before will no longer be supported. Please reach out to our customer service should you require any assistance.
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