The Time Off section in Company Reports offers 8 customizable reports, each showing a different aspect of Time Off tracking. These reports include Total Days Taken, Balances, Pending Request, Policy Assignment and more.

Reports Features

  • You can customize: add/remove columns to the report and save it under a different name.

  • Schedule: The reports can be scheduled to run on a given time automatically.

  • Format: The reports can be issued as a CSV/EXCEL format.

  • Time Range Cycle: Run a report from the start and end dates of an attendance cycle. For example, if there are two attendance cycles in a given site (Salaried employee, from the 25th to the 24th, and Hourly Employee, from the 1st to the 31st), run the report for each group separately.

  • Preset Date Ranges: Preset ranges include Yesterday, Last Week, This Month, Last Month, Last 7 days, and Last 30 days.

  • Custom Time Range: pick a date from and date to from calendar view

Time Off Taken Report — This Month

This report shows the total time off days/hours (depending on the policy type) taken on a given period (set by default to a month). The report shows one row per employee. All the events of Time Off taken are approved requests only.

Via the column picker, scroll to the “Time Off Days Taken” section, and check the policy type you wish to display. For every policy type, there is a column showing the amount taken (in days/hours) and the dates the Time Off was taken.

Filters

  • View: organizational level selection such as Site, Department and so on.

  • Lifecycle: filter by employee’s status (employed, garden leave, hired, terminated).

  • Employment

  • Users can add more filters by clicking the “Advanced” button.

Important note about the Lifecycle Filter: currently all reports in the system (not just Time Off Reports) will show the records of a given employee based on his current status only, and not with respect to the point in time. So when running the report for the past month, where an employee was terminated during this month, the record will not show if the filter was set to show “hired” employees only (this is because as of today the employee is terminated). This is a known limitation that will be addressed in the near future.

We therefore suggest that the report is run with all lifecycle statuses selected.

Time Off Absence summary

This report shows information about Time Off days/hours taken, where each row shows a Time Off event. Unlike the Time Off Taken Report, it shows a row per Time Off taken per employee (meaning, an employee may appear more than once). The report shows the following information:

  • The date the time off was taken

  • The duration of the leave

  • Whether the Time Off was taken in Days or Hours

  • Day Portion - If Time Off was taken for the full day, part of the day, or several hours

  • Working - If the Time Off taken was considered a working day (typically for policies like work from home) or a non working day (like sick).

  • Stage - the status of the request: pending approval, approved or rejected.

  • The Request Date - When the request was submitted

  • Approver - the name of the direct manager or appointed manager who is in charge of approving the employee’s request

  • Approval date - when was the request approved

To add or remove the above columns, via the column picker, navigate to “Time Off Absence By Day” section and check the relevant columns:

Balance Summary Export

This report shows the employee’s balances for each policy the employee is assigned to. The report shows a line per policy type per employee. The following fields are available:

  • Policy Type

  • Unit - whether the policy type is in days or hours

  • Policy name

  • Annual Allowance - the amount of days/hours the employee is entitled per year based on the policy settings

  • Total allowance - the updated amount of days/hours employee is entitled per year based on the policy settings including the change based on years of service

  • Years of Service - the additional amount of days/hours the employee is entitled based on his seniority.

  • Balance as of cycle start - show the employee’s starting balance (or previous balance) upon the cycle start date.

  • Balance as of end of cycle - show the employee’s ending balance upon the cycle end date.

Example: Danny's Holiday balance as of start of cycle shows as 7 days which corresponds to the “Previous balance” and the balance as of end of cycle as 4 days which is the current balance as per this months (in this case the expected closing balance as of 31/12/2021)

  • Balance adjustment - shows any manual change in balance conducted by Admin

  • Days accrued - shows the amount of days/hours accrued in cycle

  • Hours worked to accrual - this will show the total amount of hours worked that was converted to a time off accrual.

  • This is applicable to hourly policies only (where the calculation mode is set to “accumulate hours by hours worked”

  • This requires that the Time & Attendance module is activated

  • This will calculate the total amount of hours worked and approved for a given cycle.

  • Days taken - shows the total amount of days/hours taken (used) this cycle

To add or remove the above columns, via the column picker, navigate to “Time Off balance summary” section and check the relevant columns.

Point in time balance report

Unlike the Balance Summary export report, this report provides the Payroll/Finance team with an ability to tell what is the employee's balance as of point in time: as of a given date, what would be the balance should the employee be terminated.

This is useful because it allows payroll to anticipate and tell how much would the remaining holiday balance be should the employee be terminated:

  1. How much do we need to pay the employee for unused (and prorated/non prorated) days if the remaining balance is positive

  2. How much do we need to deduct from the salary for days the employee “owes the company” if the balance is negative.

This is important especially for employees assigned to annual cycles, where the allowance is not accrued on a monthly or more frequent basis, but given in advance.

So if an employee gets 25 days of leave (in advance) as of 01/01, Admin wants to know what is the current balance (say as of 31/07) as if the employee was terminated today.

If by 31/07 the employee already took 18 days of holiday then assuming that his balance is prorated upon termination then: 25 allowance /12 * 7 - 18 = - 3.42 days and that means that we need to deduct 3.42 holiday days worth of his salary.

This report, therefore "simulates" the balance upon termination based on a point in time date provided by the user.

The report offer the following filters:

  1. Date: the point in time date the user sets to view the balance for given policy types balance.

    1. You can set any past or future date, however, a future date is limited to the current cycle end date. For example, for the current annual cycle that runs from 01/01/2021 - 31/12/2021, the user will be able to see the balance as of 30/12/2021 (as on the 31/12 the cycle ends and end of cycle adjustments such as carryover happen).

  2. Policy type: you can multi-select the policy types whose point in time balance you wish to review.

  3. View by: Filter the records by Sites/departments.

  4. Lifecycle status

  5. Employment

  6. Click the "Advanced" button to set custom filters

The following fields are available:

  • Policy type

  • Policy

  • Starting balance (as of the beginning of the cycle)

  • Starting balance as of - show the date where the cycle starts

  • Cycle details - show the cycle frequency, activity period, carryover date and cutoff time

  • Total taken - shows the total amount of approve time off taken up to the selected point in time

  • Total admin adjustments - shows the total admin adjustments to the employee's balance up to the selected point in time

  • Total system adjustments - shows the total system deductions (such as carryover expiration) up to the selected point time

  • Total balance as of date - shows the employee's expected balance as of the point in time (should the employee was terminated on the select date)

  • Point in time - refers to the point in time date set in the "Date" filter

  • Annual allowance - show the annual entitlement of the employee

  • Proration mode - shows whether the employees allowance is prorated (that is trimmed based on the amount of time the employee was assigned to the given cycle) or not prorated (that is the full amount is given regardless if the employee was assigned to the policy for the whole d

To add or remove the above columns, via the column picker, navigate to “Time Off balance summary” section and check the relevant columns.

Time Off Pending Requests Summary

This report shows the list of all pending requests that employees submitted (awaiting approval). The report will show a line per request per employee. The report offers the following information about the pending requests:

  • Start Date - the date the time off request starts

  • Start Date Portion - whether on the date the request starts the time off taken is for the whole date, part of the day or several hours

  • End Date - the date the time off request ends

  • End Date Portion - whether on the date the request ends the time off taken is for the whole date, part of the day or several hours

  • Duration unit - whether the time off taken was in days or hours

  • Total Duration -The total amount of days/hours requested

  • Duration in range - the total amount of days/hours requested that fall within the report range

  • Example: if the report’s date range was set to show requests for last month only, but some of the requests end on the current month, it will only show the total days/hours within the report defined range.

  • Requested on - the date the request was made

  • Stage - the status of the request

  • Waiting for - the name of the approver

  • Policy type

  • Has attachment - will show if for the request, the employee added an attachment

  • Description - will show if for the request, the employee added a note

To add remove the above columns, via the column picker, navigate to “Time Off pending requests” section and check the relevant columns

Time Off Approved Request Summary

This report shows the list of all approved requests that employees submitted. The report will show a line per request per employee. The report offers the following information:

  • Start Date - the date the time off request starts

  • Start Date Portion - whether on the date the request starts the time off taken is for the whole date, part of the day or several hours

  • End Date - the date the time off request ends

  • End Date Portion - whether on the date the request ends the time off taken is for the whole date, part of the day or several hours

  • Duration unit - whether the time off taken was in days or hours

  • Total days requested -The total amount of days/hours requested

  • Effective days - the total amount of days/hours requested that fall within the report range

  • Example: if the report’s date range was set to show requests for last month only, but some of the requests end on the current month, it will only show the total days/hours within the report defined range.

  • Requested on - the date the request was made

  • Stage - the status of the request

  • Waiting for - the name of the approver

  • Policy type

  • Has attachment - will show if for the request, the employee added an attachment

  • Description - will show if for the request, the employee added a note

To add remove the above columns, via the column picker, navigate to “Time Off request summary” section and check the relevant columns

Time Off Policy Assignments Summary

This report shows, for the selected time frame, all employees who were assigned or unassigned to Time Off policies, the date the assignment/un-assignment happened, by whom, and the effective date. The report offers the following information:

  • Policy Type

  • Policy Name

  • Change (the type of action performed)

  • Assign

  • Unassign

  • Changed by (the user who assigned/unassigned the employee to/from the policy)

  • Effective date (the date the change applied to)

  • Changed at (when the change was done)

To add remove the above columns, via the column picker, navigate to “Time Off policy assignments summary” section and check the relevant columns

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