The Leave Situation Report shows you in detail all parts of the Vacation and Sick leave for an employee. It includes leave carried forward, entitlement, adjustments, leave taken and leave balances.
To download the Leave Situation Report
- Go to Leave Management
- Click Leave Situation Report on the top right
- Select the Date As at
- Apply Department and Job Type Filters if desired
- Tick to include terminated employees or external contractors, if applicable.
- Click Download Report
The report will download as a .csv spreadsheet, which can be opened by another software.
Common Values You Might Be Interested In
The Leave Situation Report contains many columns to be as detailed as possible. However, if it is your first time opening it, you might want a little more information on what you should be looking for.
Terminology
Here are some common terms:
- Entitlement - this is what is accrued/generated by the employee and they are entitled to take
- Consumed - this is the amount of leave that the employee has used
- Casual - These columns refer to leave accrued or used while being on variable hour employment
- FT - This is for entitlements of leave that are generated on non-casual hours, i.e. for fixed hours of employment.
- Pro-Rata - these amounts are proportionate to the report date that was chosen, rather than until the end of year.
Columns
These are the columns of most interest:
-
Total Entitled incl Carried Fwd: This is the sum of carried forward leave from the previous year and any amount entitled this year. This is the total of leave entitled to the employee for the full year
-
Balance to Date: This is the leave balance at the end of the year, considering only leave consumed to date. In other words, if the employee does not take any more leave, this is how much leave they would have remaining
-
Pro-Rata Balance As At - this is the balance as at the report date. This is useful to look at so that if you fear an employee could be resigning soon, you can keep track of the balance to date to ensure the employee does not fall into negative balances, which would require the employee to pay you back upon termination.
-
Future Dated: Leave applications that are approved between the selected report date and the end of the year. E.g. if I issued a report as at 30th September, then leave for October - December is included here
-
Annual Balance: This is the end-of-year balance after also factoring in the Future Dated leave.
- Pro-Rata Balance FY - The FY stands for Full Year. This is similar to the Pro-Rata Balance As At however it also accounts for the Future Dated leave.
FAQ
Why is my Balance FT and Balance to Date different at the end of the year?
The Balance FT reflects the amount prior to any deductions.
On the other hand, Balance to Date and Annual Balance will also factor deductions for the use of unpaid leave, which would explain any difference between these two values.
Why is the Entitled Casual/Entitled FT Different from the Entitled Total?
For the same reason above, the Entitled Casual / FT show the original entitlement.
The Entitled Total will show the entitlement after any deductions, such as for unpaid leave.
Why do my Casual Employees have Balance FT?
Due to limitations on leave adjustments, balance from items like TOIL and Carry Fwd will be included under Balance FT rather than Balance Casual.
The Annual Balance remains correct in showing the full value of these combined.