Available for the following Payroll plans: Standard, Premium
Within your organisation, you will have employees submitting leave requests regularly for events such as going to a Dr's appointment or for a trip overseas. These leave requests allow you to manage team resources, by enabling you to see what roles will need covering, who is available to step in, and how long these plans will need to be in place.
The Leave Balance Reporting feature allows you to create a report that you can use to analyse each employee's current and historical leave balances and see details such as the leave value, loading value, and leave type. You can also use this feature to download an excel file of this data, export to RosterLive, or save the information in a printable PDF format.
Getting started
- Click the Reports menu.
- Click the Leave Balances button.
- Select from the following fields:
-
As at date/Pay run.
Helpful Hint
Please refer to the Switching between the "As at date" and "Pay run" filters item in Further information to learn about the two filters.
- Group by.
- Employee default location.
- Leave type.
- Employing entity.
- Hide leave values.
-
-
Click the Run Report button.
Helpful Hint
You will now see your leave balance report on your screen.
Data management
- Click the Reports menu.
- Click the Leave Balance button.
- Select from the following fields:
-
As at date/Pay run.
Helpful Hint
Please refer to the Switching between the "As at date" and "Pay run" filters item in Further information to learn about the two filters.
- Group by.
- Employee default location.
- Leave type.
- Employing entity.
- Hide leave values.
-
- Click the Run Report button.
- Click the Actions button.
- Click the Excel button.
- Click the Reports menu.
- Click the Leave Balance button.
- Select from the following fields:
-
As at date/Pay run.
Helpful Hint
Please refer to the Switching between the "As at date" and "Pay run" filters item in Further information to learn about the two filters.
- Group by.
- Employee default location.
- Leave type.
- Employing entity.
- Hide leave values.
-
- Click the Run Report button.
- Click the Actions button.
- Click the CSV button.
- Click the Reports menu.
- Click the Leave Balance button.
- Select from the following fields:
-
As at date/Pay run.
Helpful Hint
Please refer to the Switching between the "As at date" and "Pay run" filters item in Further information to learn about the two filters.
- Group by.
- Employee default location.
- Leave type.
- Employing entity.
- Hide leave values.
-
- Click the Run Report button.
- Click the Actions button.
- Click the PDF button.
- Click the Reports menu.
- Click the Leave Balance button.
- Select from the following fields:
-
As at date/Pay run.
Helpful Hint
Please refer to the Switching between the "As at date" and "Pay run" filters item in Further information to learn about the two filters.
- Group by.
- Employee default location.
- Leave type.
- Employing entity.
- Hide leave values.
-
- Click the Run Report button.
- Click the Actions button.
- Click the RosterLIve button.
Further information
When it comes to the Leave Balances report, it is always best to toggle the button above and switch to "Pay Run" instead of "As at date". This is because the pay run data is the most accurate.
The "As at date" function is used to predict leave for the future based on the employee's pay rate and standard hours in their default settings as they are at the date chosen. For example, if you want to run a report based on a date in the future, it would calculate their current balance (most recent pay run) and the estimated leave and value calculated at that time.
The reason why you are seeing different values is that it is picking up the new pay rates and applying them to the calculations.
The Leave Balances Report reflects the actual leave available to an employee at a given date, which is based on the pay period end date.
The Leave Liability Report shows the amount of leave the employer is liable for at a given date, which is based on the pay run paid date. The leave liability report takes a "snapshot" of the leave loading setting when the pay run is processed, so this is all about the timing.
It's a subtle difference, but basically, the Leave Liability Report is saying that on a given date, a pay run is actually paid or not paid, so from a $ value point of view, the business isn't liable for that leave until the paid date is reached.
The Leave Balances Report however shows that the employee has accrued leave up to and including the period end date of a pay period, i.e. had they applied for leave at that point in time, they would have been able to take it.
Leave liabilities are any leave types that must be paid out to an employee upon termination. Examples include (but are not limited to):
- Annual leave;
- Time in Lieu/RDO;
- Long Service Leave (in specific cases - more detail provided further below).
The payroll system will treat a leave category as a liability, for Chart of Account purposes, where the leave category setting 'Exclude from termination payout' is unticked and if it is a tracked leave category.