Report on your organisation's time off balances on Payroll classic

1. Click the Reports menu.
2. Click the Time off Balances button.
   
3. 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.
   • Time off type.
   • Employing entity.
   • Hide time off values.

4. Click the Run Report button.
   
   
    

   Helpful Hint

   You will now see your time off balance report on your screen.

   

1. Click the Reports menu.
2. Click the Time off Balance button.
   
3. 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.
   • Time off type.
   • Employing entity.
   • Hide time off values.
4. Click the Run Report button.
5. Click the Actions button.
6. Click the Excel button.
   

1. Click the Reports menu.
2. Click the Time off Balance button.
   
3. 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.
   • Time off type.
   • Employing entity.
   • Hide time off values.
4. Click the Run Report button.
5. Click the Actions button.
6. Click the CSV button.
   

1. Click the Reports menu.
2. Click the Time off Balance button.
   
3. 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.
   • Time off type.
   • Employing entity.
   • Hide time off values.
4. Click the Run Report button.
5. Click the Actions button.
6. Click the PDF button.
   

1. Click the Reports menu.
2. Click the Time off Balance button.
   
3. 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.
   • Time off type.
   • Employing entity.
   • Hide time off values.
4. Click the Run Report button.
5. Click the Actions button.
6. Click the RosterLIve button.
   

When it comes to the Time off 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 time off 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 time off 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 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):

1. Annual time off;
2. Time in Lieu/RDO;
3. 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.