Time off glossaryThe audit log is an advanced view of the transactions (changes) registered on a given Time Off cycle. Like a bank account, bob's audit log can be used as a high-level view of the Time Off feature, showing how holidays, sick days, and other transactions all affect an employee's "balance" in a given work cycle. Each cycle shows a block of transactions that, when summed up, pertain to the balance value on the rightmost column. 

By default, the audit log shows the current cycle transactions, total days taken, and future cycle transactions (that is, submitted requests).


Understanding the audit log layout

The header of the audit log has three main features:

  1. The top left displays the cycle's start and end dates.

  2. The bottom left displays the “Show Previous Cycle” button.

  3. The top right displays a summary of the requests and the allowance accrued, featuring the following:

Booked: the total amount of future days that the employee requested and are approved.
Taken: the total amount of days, to date, that the employee requested and are approved.
Accrued: the total amount of leave calculated for this cycle based on policy definitions.




The body shows a list of transactions that are registered along a given Time Off cycle. Each row shows a transaction that happened in a given cycle (or expected to happen in a future cycle). 

Understanding transaction: you can think of this audit log as somewhat similar to a bank account report; here, instead of currency, the amounts deposited and/or withdrawn are in terms of days/hours of Time Off requests. The types of transactions are as follows:

  1. Addition (increase) of the balance: this happens due to automatic calculations of allowances/accruals based on the policy definitions. Additionally, manual adjustments, such as Balance Update, that are conducted via import or manual update by the Admin are also shown.

  2. Usage (decrease) of the balance: this happens when requests are approved, when requests are imported into the system, and consist of other automatic corrections that are run by the system based on the policy definitions. For example, the system removes "carry over" days from the previous cycle if not requested within a given timeframe.

For each row of the audit log, there are five columns (outlined above in yellow rectangles) that provide information about the specific audit. From left to right, the columns are as follows:

  1. Action Type and Action Type Details

  2. Requester Details

  3. Approver Details 

  4. Value of Change to the Balance

  5. Updated Balance



Below, we describe each column in depth: 

1: Action Type and Action Type Details

This column shows what type of transaction was generated. The options are as follows (note that these can be tracked in either days or hours):

  1. Request: applies to the date/s the employee requested (or was requested on behalf of the employee).

  2. Policy assignment: typically the initial allowance the employee is given. The number of days/hours that the policy added to the balance based on the policy definitions when the employee was first assigned to a policy. 

  3. Days/Hours Accrued: transactions that reflect the Time Off that the employee accrued on the given cycle. For example, if an employee gets 12 days of vacation in a year and these days are accrued on a monthly basis, then the employee will get 1 day per month (monthly cycle).

  4. Days/Hours Deducted: transactions that reflect the Time Off corrections enforced by the system due to limitations dictated in the policy. For example, say a user is not allowed to have a balance of more than 5 days of vacation per cycle. If the user has a balance of 8 days, and does not use the 3 days that exceed the policy definition, then these 3 days will be removed.

  5. Days/Hours added: transactions that manually add days/hours to the balance (either via the Actions button, or via Import).

  6. Days/Hours removed: transactions that manually remove days/hours from the balance.

Editing Manual Entries:

In column 1, manual entries, such as requests or adjustments made by Admin, will show pencil and trash bin icons. These allow the user to make manual adjustments.

This column provides more insight as to the action type shown on column name.

2: Requester Details

This column shows the request, the date the request was placed (not to be confused with the days requested), and the name of the employee who placed the request. Additionally, this column will show any notes the employee added for the request.

3: Approver Details

This column shows one or two rows that represent the approver. 

  1. A pending request will be dimmed and say "Pending."

  2. An approved request will say "Approved," along with the date the request was approved.

  3. By default, cancelled requests will not show. To show cancelled requests, select "All types" under the "Type" filter. 

4: Value of Change to the Balance

For every transaction, the result will be either an addition or deduction of days/hours to the balance. This column shows the deduction (as a negative value) and addition (as a positive value) that will be added to the updated balance value.

6: Updated Balance

This column shows the changes of the balance throughout the cycle, where the topmost row displays the balance at the end of the cycle. For future cycle/s, the balance will not show, as no calculation of future cycles takes place and forecasted balance is not shown.

Understanding how values add up in the audit log:

To see how the updated balance changed throughout the cycle to its updated value (top row), the aggregation of the value in column 5 should be added to the balance value found on the row below it (column 6). 

For example, above, the cycle's starting balance was 0 days. Because 20 days were subsequently accrued in the row immediately above, the balance updates to: 0 days + 20 days = 20 days. These calculations continue until the final updated balance is displayed in column 6 of the topmost row.

In the above example, the cycle's starting balance was 0 days; however, there are also cases when the starting balance is not necessarily 0 (see below). Additionally, sometimes you add a positive value to the starting balance (in the case of accrual), and sometimes you add a negative value to the starting balance (in the case of usage). In the example discussed above, we added a positive value to our starting balance. In the example below, however, we start with a balance of 24 days and then add a negative value to that balance, since 1 day was used for Time Off:





When a request crosses two cycles 

In the case where a request submitted by the employee crosses two time cycles, the request will be “split” into two cycles for balance handling. Only the dates that belong to the first cycle will deducted from the balance of the first cycle, and there will be an indication that more days will be deducted from the next cycle.

In this case, 8 days will be deducted from the current cycle, and the other 2 days will be deducted from the next cycle. We see this indicated by the system underneath the updated balance. 

Reflecting Carry Over and Carry Over Expiration in the Audit Log

When Carry Over is used, the audit log will show a system transaction that indicates that several days/hours rolled from the previous cycle. When Carry Over Expiration is set, if the user does not book Time Off that matches the amount carried over from the previous cycle, any remaining dates will be removed from the balance.

Example: The employee carried over 12 days from the previous cycle (that ended on 12/31), so a transaction called "Carry Over" will appear on the bottom row for the cycle beginning on 01/01. In addition, the carry over was defined to expire within one month, so as of 02/01, any days not booked will be removed. We see this in the "Carry over expiry" in the top row of the example below.

Reflecting Maximum Allowance in the Audit Log

Should the employee reach the maximum balance within a given cycle, any days beyond the maximum balance will be removed. A transaction called “Balance Limit” > “Expected days/hours deducted" will be displayed.

Example: The below holiday policy states that an employee cannot accrue more than 17 days for a given cycle. By the end of the cycle, the employee’s balance was 17.34 days. Therefore, 0.34 days were removed. 



That's it!

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