What's covered in this guide?:
Leave Balance Report
The Leave Balance Report provides a complete view of employees’ leave balances for a chosen leave period.
The Leave Balance Report shows each employee’s entitlement, starting balance, and current balance for the leave year. It gives managers and payroll teams a central view of all leave balances across the organisation.
Access the Leave Balance Report
To access the leave balance report:
US: Reports > Leave Balance Report
UK/Europe: Time & Attendance > Leave > Leave Balance Report > Upload Starting Balances
Generate Leave Balance Report:
Select the desired filters > Click 'Generate Report'
Understand Leave Balance Report
Filters
Filters let you refine which employees and balances appear:
Staff (legal name) → filter by an employee’s official name (rather than preferred name).
Default payroll team → filter by the payroll team the employee is assigned to (e.g. if multiple payroll groups exist).
Classification Tags → filter by tags applied to employees, such as department or job type.
Leave Types → choose specific types of leave to display (e.g. only Holiday Leave).
Leave Year → select which leave year period to view (e.g. starting 01/01/2025).
Employee Status → choose to view only active staff or include those whose employment has ended.
Columns to display
You can select which columns appear in the report. Commonly shown columns include:
Preferred Name → the employee’s name
Leave Year → the reporting period set by the leave year start date
Leave Type → the type of leave (for example, Holiday Leave, Sick Leave)
Starting Balance → the entitlement at the beginning of the leave period
Accrued Leave → holiday built up so far in the period
Leave Taken → holiday already used or approved
Current Balance → the entitlement remaining, calculated as:
Starting Balance + Accrued Leave – Leave Taken
Leave Balance Report Functions
Export the Leave Balance Report:
Click Actions > Export as CSV or Export as PDF.
Use CSV if you want to analyse or edit the data in a spreadsheet.
Use PDF if you want a snapshot version to share or archive.
Pin the Leave Balance Report:
Click Actions > Pin Report.
Once pinned, the report is accessible from the Reports navigation menu.
You can pin either a base report or a custom report, and unpin it at any time.
Save as a Custom Report
Click Actions > Save as Custom Report.
This allows you to create a tailored version of the report, which you can re-access later without re-applying filters.
For more detail, see the guide: Save Custom Reports.
FAQs
Who can view the leave balance report?
Who can view the leave balance report?
Admins, General Managers, Payroll Officers, and Team Managers (restricted to their own teams).
What is the Leave Balance Period?
What is the Leave Balance Period?
The period during which balances apply, based on the Leave Year Start Date.
Example: If the leave year starts on 1 January, the period runs 1 January – 31 December.
(You can set different leave year start dates per employee if needed.)