Purpose
Three reporting surfaces keep you on top of time off across the company. Two canned reports cover balances and usage for a date range. The Custom Report Builder adds policy-configuration, summary and history fields you can combine with any other employee data. Use them for accrual liability reviews, spotting unused balances before reset dates, auditing policy settings, and reconciling payout obligations.
Who can do this: Users whose role gives them the Reports tab and the Time Off module. This is typically the Employer Administrator and HR admins. The exact permission has not been confirmed; if the Time Off section is missing from your Reports tab, ask your Employer Administrator to check your role.
The canned reports
| Report | What it shows |
|---|---|
| Time Off Balance Report | Balances and accruals, plus approved and unapproved time off periods, per employee within each policy, for the selected date range. |
| Time Off Used and Scheduled Report | Time off amounts used and scheduled by employees, with the status of time taken, within the date range. |
Steps
- Log in to the employer portal and open the Reports tab.
- Scroll to the Time Off reports section on the left.
[Screenshot: Reports tab, Time Off section]
- Select the report, choose your date range, and download.
- Optionally set the report to generate on a recurring schedule. Scheduling and delivery options are described in Accessing and Scheduling Reports.
Custom Report Builder fields
If your account includes the Custom Report Builder, three time-off field groups are available alongside employee, job and payroll fields:
| Group | Fields | Use it for |
|---|---|---|
| Time Off Policy Details | Accrual Method, Accrual Unit, Working Hours Required for Accrual, Accrual Amount, Max Balance Limit and Amount, Max Accrual Limit and Amount, Carry Over Loss Limit, Is the first time-off accrual prorated, Accrual Balance Reset, Accrual Applicable Earnings, Accrual Waiting Period (Days), Negative Balance Allowed, Balance Payout at Termination | Auditing how each policy is configured, for example listing every employee on a policy that pays out at termination. |
| Time Off Summary Details | Beginning Balance, Accrued Time Offs, Approved Time Offs, Unapproved Time Offs, Available Balance, Future Approved Balance, Future Unapproved Balance, Net Balance | A balance snapshot per employee and policy that separates approved, unapproved and future amounts. |
| Time Off History Details | Beginning Balance, Balance Change, Time Off Start Date, Time Off End Date, Ending Balance | Exporting the row-level history behind a balance. |
The employee record also exposes Time Off Assigned Date. See Creating a Custom Report Template for building and scheduling a custom report.
Expected outcome
Downloadable reports covering the selected range or snapshot. Typical uses: accrual liability at period end, employees about to forfeit time at reset, and confirming payout settings before a termination.
Balance vocabulary (matching what employees see)
When you cross-check a report against an employee's profile, use the same terms the portal shows on each policy card:
| Term | Meaning |
|---|---|
| Current Balance | Time accrued and available as of today. |
| Scheduled | Time reserved by approved requests whose dates have not yet passed, plus requests still awaiting approval. |
| Available Balance | Current Balance minus Scheduled. What the employee can still request. |
For line-level detail, the employee's Time Off History (on the profile's Time Off tab) lists each change with columns Time Off Type / Status / Approved By / Change / Submitted. Automatic accruals appear with Approved By: Administrator; approved requests show the approver's name and a negative Change; resets show as Carry Over Loss; termination payouts show Approved By: Final Payout.
Common mistake: Reading the Balance Report as an as-of-today snapshot. Both canned reports are date-range driven. Pick the range that matches the question you are answering.
Tip: Schedule the Balance Report to land shortly before your policies' reset dates. It is your early warning for employees about to forfeit carryover-capped time. See Understanding Accruals, Carryover, and Balance Resets for when each reset runs.
Common problems
Why doesn't the report match the balance on the employee's profile?
Almost always the date range. The profile card is as of now; the report covers the range you selected. Re-run with a range ending today, then compare against the same vocabulary. The report's balance figures include approved and unapproved periods, which the profile splits into Scheduled. If a specific line still disagrees, the employee's Time Off History is the authoritative row-by-row record.
Which report answers my question?
- "What does everyone have left, and what is our accrual liability?" The Time Off Balance Report, or a custom report on Time Off Summary Details.
- "Who took or has booked time off, and when?" The Time Off Used and Scheduled Report.
- "Which policies pay out at termination, or allow negative balances?" A custom report on Time Off Policy Details.
- "Why is this one employee's balance what it is?" Their Time Off History on the profile, or a custom report on Time Off History Details.
A terminated employee is missing from the report
Whether the canned reports include terminated employees has not been confirmed. Their Time Off History on the profile remains available after termination and shows the Final Payout row if their balance was paid out (details).
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