What's covered in this guide?
Leave Balance Report
UK and EU:
Go to Time & Attendance → Leave → Leave Balance Report,
or click Manage leave balances on the Leave Requests page,
or go to Reports → Time & Attendance.
US:
The report is called Time Off Balance Report. Go to Reports → Time & Attendance.
The report shows one row per employee per leave type, with these columns:
Starting balance
Accrued leave
Leave taken
Current balance
You can also add cost and average-day columns. Team Managers only see staff in their own teams.
How balances are calculated
Current balance = Starting balance + Accrued leave − Leave taken
Accrued leave is earned from approved worked shifts, at the employee's accrual rate.
Leave taken includes all approved leave in the leave year, including leave booked for future dates.
Pending leave isn't included.
Why balances differ from the app
When an employee requests leave, Workforce.com can show a predicted balance. This is their balance on the leave date, including accruals they'll earn before then, minus any approved leave.
Pending leave isn't subtracted. Managers see a separate warning about other pending leave instead.
Predicted balances are controlled by Leave Settings → Display Predicted Leave Accruals, which is on by default.
So the predicted balance on a leave request can be higher or lower than the Current balance in the report.
Set or edit starting balances
One employee: open their profile, go to Leave balances and click Add Leave Balance or Set starting balance.
In the report: click a Starting balance cell, type the new value and press Enter.
In bulk: go to Time & Attendance → Leave → Leave Balances. Choose the leave year and, under Import starting balances, choose the leave type and click Download current balances (.csv). Edit the starting balances and upload the file.
📝 Important to note: If starting balances haven't been set for the current leave year, the report shows a Starting balances missing banner. The affected cells show "—" until you add a balance.
Leave taken and liability
These reports are available if you use Workforce.com Payroll. They're under Reports → Payroll (Leave & TOIL).
UK | US | What it shows |
Current Leave Balances and Liability Report | Current Time Off Balances and Liability Report | Current balance and liability at today's pay rates |
Employee Leave Report | Employee Time Off Report | Balance at the start and end of a date range, leave taken, accruals and liability |
💡 Tip: To see a balance on a past date, such as a leaving date or year end, run the Employee Leave Report (US: Employee Time Off Report) with that date as the end of the range. The Finishing Balance column shows the balance on that date.
If you don't use Workforce.com Payroll, you can select a past Leave year in the Leave Balance Report to see that year's totals.
TOIL Accrual Report
Go to Reports → Time & Attendance. The report has these columns:
Date of accrual
Hours accrued
Hours remaining
Overtime cost saved
Date TOIL must be taken by
Running Balance
Use the Select Type of Entry filter to show only TOIL Accrual, TOIL Paid or Taken, or Balance Adjustment entries.
Upcoming and pending leave
Go to Time & Attendance → Leave → Leave Requests.
Filter by Status (Pending, Approved or Declined), leave type and a future date range.
To download, click Leave Tools → Export Leave.
The export includes:
name and payroll ID
start, finish and duration
leave type
status
reason
approved at and approved by
FAQs
Why is an employee missing from the Leave Balance Report?
Why is an employee missing from the Leave Balance Report?
Common reasons:
They have no balance for that leave type. Unpaid leave types usually don't have balances.
The Staff status filter is hiding them.
You don't have permission to see them.
They're not in a team you manage.
Can employees see their own balance?
Can employees see their own balance?
Yes, in the app.