Time Off Reporting

 

Generating the report - Detailed Report - Summary Report - Balance Report

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How do these reports help?

• Quickly assess time off availability and employee balances.
• Facilitate planning, compliance, and resource management.
• Highlight discrepancies between accrued and used time, ensuring accuracy in records.
• Track overall labor cost impact of time off.
  
  

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How to generate the report

Admins can access these reports by going to Reports in the Timeero dashboard and selecting Time Off Reports.

Fill out the following filters to generate your report:

• Report Type (required): Choose between Detailed, Summary, or Balance report.
• Date Range (required): Select the time frame you want to review.
• Status (required): Filter by status (All, Pending, Approved, Declined, and Withdrawn).
  [Not applicable for the Balance report]
• Select Users: Choose a specific employee or view data for All Users.
• Select Categories: Narrow results by a specific time off category, or select All Categories.

Once your filters are set, choose your preferred format to download the report:

• Export as CSV
• Export as PDF

 

 

Types of reports

Detailed Report – Shows individual transactions and/or requests.

Summary Report – Provides a summary of all requests total under each category by user.

Balance Report – Displays balance information or summaries for each category per a user.

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Detailed report

The exported CSV for the Detailed Report includes the following columns:

• Record Type – Can be Accrual, Request, or Initial Balance.
• Employee Name – The employee’s name.
• Employee ID – The employee’s ID.
• Group – The group(s) the employee belongs to.
• Request Date – The date the request was made.
• Time Off Category – The time off category applied to the request.
• Is Paid – Indicates if the time off is paid (Yes/No).
• Accrual Type – Shows if the accrual is based on Monthly or Hourly settings.
• Start Date – The start date of the report (based on the selected date range).
• End Date – The end date of the report (based on the selected date range).
• Start Time – The start time of the time off request.
• End Time – The end time of the time off request.
• Hours Accrued – The number of hours accrued.
• Days Accrued – The number of days accrued.
• Request Type – Can be Full Day or Specific Hours.
• Hours Per Day – The number of hours requested per day.
• Hours Requested – The total hours requested.
• Hours Pending – The total hours still pending approval.
• Days Requested – The number of days the request spans over.
• Pending Days – The number of pending the request spans over.
• Description – Any notes or description included with the request.
• Status – For requests, shows Pending, Approved, Declined, or Withdrawn. For transactions, shows Completed.
• Approved Date – The approval date of the request. For holidays, this will show N/A (holidays are automatically approved by the system).
• Reviewer – The person who reviewed the request.
• Declined or Withdrawn Reason – The reason provided when a request was declined or withdrawn.
• Is Holiday – Indicates if the entry is a holiday (Yes/No).
• Current Balance – The current balance for the category/categories included in the report.
• Max Balance – Shows the maximum balance set in the time off category settings. If none is set, it will display N/A.
• Allow Negative Balance – Shows whether negative balances are allowed for the category (Yes/No/N/A).

 

 

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Summary Report

The Summary Report gives a concise overview of time off for your team or organization. Unlike the Detailed Report, it does not include individual transactions; instead, it aggregates data to show total usage per employee over a selected period.

Key Features:

1. Aggregated Overview:
   
   • Shows total time off taken by each employee, including holidays and paid time off.
   • Provides total hours and total cost associated with the time off.
2. Export Options:

• • The Summary Report can be exported as a CSV or PDF, making it easy to share with management or HR.

• • CSV/PDF export includes the following columns:
    
    • Employee – Name of the employee
    • Employee Id – The employee’s ID.
    • Groups – The group(s) the employee belongs to.
    • Period Start / Period End – Date range of the report
    • Holiday – Specific holiday breakdown
    • Time off category – Specific category and its hours
    • Total Hours – Combined total of all time off
    • Hourly Rate – Employee’s hourly rate
    • Total Cost – Total cost of time off
      
      

Example Use Case:
Admins can use the Summary Report to get a quick snapshot of time off usage without diving into every individual request, helping with budgeting, staffing, and identifying trends.

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Balance Report

The Balance Report provides a snapshot of time off balances for employees, allowing administrators to monitor accrued, used, and available time across all categories. Unlike the Detailed or Summary Reports, the Balance Report focuses on balances rather than individual time off transactions.

1. Filters:
   • Date (Required): Select a single date to view balances as of that day.
   • Select Users: Choose one or multiple employees.
   • Select Categories: Filter by specific time off categories (e.g., vacation, sick leave, personal time).
2. Export Options:
   • Admins can export the report in CSV or PDF format for record-keeping or analysis.
3. CSV/PDF Contents:
   The exported report provides detailed information for each employee and category, including:

• • Employee Name – Name of the employee
  • Employee Id – Unique identifier
  • Category – Time off type (vacation, sick, etc.)
  • Balance From Last Year – Remaining balance carried over from the previous year
  • Balance Accrued – Time accrued during the current period
  • Initial Balance – Starting balance at the beginning of the period
  • Positive Manual Adjustments – Any manual increases
  • Negative Manual Adjustments – Any manual decreases
  • Approved Requests – Total hours approved for time off
  • Current Balance – Current total balance
  • Pending Requests – Time off requests awaiting approval
  • Available Balance – Time off available for use
  • Accrual Rate Per Period – How much time off accrues per period
  • Accrual Type – Method of accrual (monthly, yearly, etc.)
  • Max Carryover – Maximum allowed carryover from year to year
  • Balance To Carry Over – Balance that will be carried over to the next period

Example Use Case:
An HR administrator can generate a Balance Report for all employees on the last day of the month to check accrued PTO, pending requests, and carryover limits, ensuring that records are accurate and employees are aware of their available time off.