Available for the following Payroll plans: Standard, Premium
Available for the following user access levels: Manager, Admin
Organisations receive regular time off requests from employees for various reasons, from appointments to overseas trips. Managing these requests helps in resource planning, allowing you to identify staffing needs and availability.
The Time off Liabilities reporting feature provides reports on current and historical approved time off requests, including details like time off value, total hours, and loading value. You can export this data as an Excel file or a printable PDF.
Note
Only Tracked Time off categories will show in the time off liability report.
Getting Started
Visualising this data will help you start to understand how time off is being used in your company.
- Click the Reports menu.
- Click the Time off Liability button.
- Select from the following fields:
- As at date or pay run
- Time off type
- Location
- Employing entity
- Employees
- Pay schedule
- Group by - time off accrual location or employee default location
- Include approved time off (optional).
-
Click the Run Report button.
Warning
Currently, when the "as at date" is changed to a date in the past, the report will still show the current time off liability. Time off liability reports are primarily used for monitoring current time off liabilities and forecasting future ones. To track time off liabilities over time, you can run a current report, export it, and file it for future reference.
Helpful Hint
You will now see your time off liability report on your screen.
Maintain
By downloading the reports, you can view the data in Excel spreadsheets or as a PDF.
- Click the Reports menu.
- Click the Time off Liability button.
- Select from the following fields:
- As at date or pay run
- Time off type
- Location
- Employing entity
- Employees
- Pay schedule
- Group by - time off accrual location or employee default location
- Include approved time off (optional).
- Click the Run Report button.
- Click the Actions button.
- Click the Excel button.
- Click the Reports menu.
- Click the Time off Liability button.
- Select from the following fields:
- As at date or pay run
- Time off type
- Location
- Employing entity
- Employees
- Pay schedule
- Group by - time off accrual location or employee default location
- Include approved time off (optional).
- Click the Run Report button.
- Click the Actions button.
- Click the CSV button.
- Click the Reports menu.
- Click the Time off Liability button.
- Select from the following fields:
- As at date.
- Time off type.
- Employing entity.
- Group by.
- Employee default location.
- Include approved time off.
- Click the Run Report button.
- Click the Actions button.
- Click the PDF button.
Further information
Reconciling time off liability
To assist with reconciling time off liability movements, the following gives you a guide to undertake the process: Set up the provision for time off liabilities in my payroll journal.
The following reports are required :
-
A time off liability report for the prior period before the one being investigated
- Select the time off type you are investigating.
- This will give you the opening balances for the period being investigated.
-
A time off liability report for the period you are investigating
- Select the time off type you are investigating.
- This will give you the closing balances for the period being investigated.
-
A journal report where the difference is, i.e., for the pay period
- There will possibly be 3 journal entries:
- Time off Accrued.
- Time off Taken.
- Time off Adjustments.
- There will possibly be 3 journal entries:
-
A pay run audit report
- This will give you Time off Taken, Time off Adjustments and Time off Accrued for the period being investigated.
- Ensure the following are selected in both Summary details and Employee details columns:
- Time off accrued.
- Time off taken.
-
An employee details audit report
- Identifies any employees who have had a pay rate increase in the period
These steps will help you identify any issues.
Time off Liability Report vs Time off Balances Report
The Time off Balances Report reflects the actual time off available to an employee at a given date, which is based on the pay period end date.
The Time off Liability Report shows the amount of time off the employer is liable for at a given date, which is based on the pay run paid date. The time off liability report takes a "snapshot" of the time off loading setting when the pay run is processed, so this is all about the timing.
It's a subtle difference, but basically, the Time off 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 time off until the paid date is reached.
The Time off Balances Report however shows that the employee has accrued time off up to and including the period end date of a pay period, i.e. had they applied for time off at that point in time, they would have been able to take it.
Time off liabilities are any time off types that must be paid out to an employee upon termination. Examples include (but are not limited to):
- Annual time off;
- Time in Lieu/RDO;
- Long Service Time off (in specific cases - more detail provided further below).
The payroll system will treat a time off category as a liability, for Chart of Account purposes, where the time off category setting 'Exclude from termination payout' is unticked and if it is a tracked time off category.