Employee Leave Balance Report
Report Overview
The Leave Balance report displays a comprehensive summary of employee leave balances over a specified time period, broken down by leave type. The report shows the number of days taken in the current period, days taken previously, total days taken, future leaves, and the remaining balance for each leave type. This report is used to track employee leave balances and verify actual usage compared to the available balance.
Steps to View the Report
- Click on Reports from the side menu.
- Navigate to the Employee Reports section.
- Select Employee Leave Balance Report.
- You can apply a number of filters before viewing the report:
- Employee: Search for one or more employees by name, code, or email. Multiple employees can be selected at the same time. If no employee is selected, the system displays all employees.
- From Date / To Date: Select the time period for which you want to view leave balances.
- Shift: Filter results to display employees of a specific shift only. If no shift is selected, the system displays all shifts.
- Select Designation: Filter results to display employees of a specific job title only. If no title is selected, the system displays all job titles.
- Employment Type: Filter results by employment type. If no type is selected, the system displays all employment types.
- Employment Level: Filter results by the employee’s employment level. If no level is selected, the system displays all levels.
- Employee Status: Filter results by employee status.
- Active: Display active employees only.
- Inactive: Display inactive employees only.
- If no status is selected, the system displays all employees.
- Department: Filter results to display employees of a specific department only. If no department is selected, the system displays all departments.
- Branch: Filter results to display employees of a specific branch only. If no branch is selected, the system displays all branches.
- Click Show Report to refresh the results, or click Reset to return to the default settings.
- You can print the report using the Print button, or export it using the Export button to:
- Excel
- CSV
Display Mode
The report is available in two display modes that can be toggled from the top of the page:
- Table View: Displays all leave types in side-by-side columns for each employee in a single row, making it easy to quickly compare employees.
- List View: Displays each employee’s data separately with a breakdown of each leave type and a totals row at the bottom.
Report Columns
The table displays leave balances for each employee broken down by leave type. The columns are arranged as follows:
- Employee Name: The employee’s name as registered in the system, with a direct link to the employee’s profile page.
🟠 Casual Leave
- Leaves Taken: The number of casual leave days used during the selected period.
- Taken Before: The number of casual leave days used in periods prior to the selected period.
- Total Taken: The sum of days taken in the current period and previous periods.
- Future Leaves: The number of casual leave days scheduled after the end of the selected period.
- Remaining Credit: The remaining casual leave balance after deducting all days taken.
🟣 Annual Leave
- Leaves Taken: The number of annual leave days used during the selected period.
- Taken Before: The number of annual leave days used in prior periods.
- Total Taken: The sum of days taken in the current period and previous periods.
- Future Leaves: The number of annual leave days scheduled after the end of the selected period.
- Remaining Credit: The remaining annual leave balance after deducting all days taken.
📊 Total Columns
- Total Leave Taken: The sum of all leave days used across all types during the period.
- Total Taken Before: The sum of all days taken in prior periods across all types.
- Total Taken: The overall sum of days taken across all types and all periods.
- Total Future Leaves: The total leaves scheduled in the future across all types.
- Total Remaining Credit: The total remaining leave balance across all types.