Employee leave history

You can access an employee's entitlement history from their profile to view a complete record of their leave changes.

This information can help you manage employee performance and make informed decisions about future opportunities.

The information visible from this location is:

• Date - Date the paycycle is processed. This is not the date of the leave request.
• Rate - The rate of pay for the leave request.
• Paycycle ID - Link to the payslip associated with leave.
• Event - The action that triggered the entry. The following are actions that can be seen on this page:
  • Payrun - Processing payslip.
  • Reprocess Paycycle - Reprocessing the paycycle which may then update the leave value, depending on what changed.
  • CSV Import - Use of the entitlements import to update values or settings.
  • Manual Change - Manually adjusted the accrued value on the employee's entitlement.
• Old Amount - The accrued value of the entitlement before the payslip was processed.
• New Amount - The accrued value of the entitlement after the payslip was processed.
• Difference - The difference between the old amount and the new amount. A negative value will represent leave taken. A positive amount will represent leave accrued. 
• User - The user responsible for the action.
  • 'System' will denote automated actions like accrued values being added or payslips being processed with leave taken.
  • An admin user will be marked against the record for events like reprocessing payslips, manual adjustments to the entitlement value, CSV Imports for entitlements, etc.
     

To review the leave history on the employee profile:

1. Navigate to the employee profile > Overview.
2. Scroll down to the Position details, and click Show History against the relevant Leave Type.
   
   
3. This will display a pop-up with the full leave history details.

The Time Off menu is a versatile tool that not only enables you to manage your pending leave applications but also allows you to view your approved and processed leave applications.

This feature comes in handy when you need to track your leave history or check the status of your previous applications.

With the Time Off menu, you can easily access all your leave-related information in one place, making it a convenient and efficient way to manage your time off.

The information present on this page is:

• Start & End Date - Dates the leave was taken.
• Type - The type of leave taken (e.g. annual leave, personal leave, etc.).
• Amount - The number of hours total for the leave request.
• Operation - The operation the employee is associated with.
• Reason - The reason the employee provided when submitting the leave request.
• File - Any supporting documentation uploaded with the leave request (most commonly used with personal leave).
• Requested - The date the leave application was requested.
• Status - Approval & payment status of the request.
   

To review leave history in Time Off:

1. Navigate to Time & Attendance > Time Off.
2. Apply any filters required. Filters are located on the right side and can be utilised to narrow down your results. For example, you may only be interested in a particular date range or a certain leave type.
3. Use the 'pending' and 'approved' badges to filter leave requests.
4. If required, use the search bar to locate an individual employee.
5. Select all entries and export to CSV if required. 

In the example gif below, we are finding all approved annual leave requests for Alanis Lally and then exporting them to CSV.

  For a detailed look at the Time Off menu and how to navigate through it, please refer to this article. 

Payslips can be exported to a CSV file, enabling the data to be reviewed quickly. A very large amount of data can be exported from the payslip page. The following information is a small selection relevant to reviewing leave.

Please note: Every entitlement can be exported through this page. The below use of Annual leave is for the example only. 

• Paycycle ID
• Employee ID
• Employee Full Name
• Period End
• Annual Leave Paid
• Annual Leave Hours
• Annual Leave Accrued
   

To review leave history on the payslip export:

1. Navigate to Payroll > Pay.
2. Select either the Draft Payslips or Payslips tab.
3. Utilise the available filters and search bar to identify the payslips you'd like to export.
   
     Hot tip: Click the X next to the period end date to display all payslips.
4. If you want to export only select payslips, select those now by marking the checkbox to the left.
5. Bulk Actions > Export Selected (or Export All Filtered if no selection has been made).
6. Deselect the fields you do not need otherwise your export will contain too much irrelevant data.
   • Click the headings to select/deselect every field within.
   • If you plan on using this report again, click on Additional Options and Save the export. This will save you time in future. 
7. Select Export CSV.

In the example gif below, we export all draft payslips for Alanis Lally by removing the period end filter and then utilise a saved export to only report on the data we're interested in. 

  For further reading on the Payslip export please refer to this article.

The availability of comprehensive leave reports can be highly beneficial for any business. By taking advantage of the financial reports provided below, you can efficiently handle all leave-related tasks on your foundU platform with ease.
 

Standard payroll activity report

Within this report, there are two additional filters of note. Payslips with leave terminations and Payslips without leave terminations. This allows you to identify payslips that have termination payments of entitlements on them.
 

Advanced payroll activity report

To gain a more granular view of entitlements, you can add a grouping on Line Item. This will allow you to identify each entitlement individually in the report.

Additionally, you can use this grouping in conjunction with other groupings, such as employee ID and period end, to display the specific data you want.

By applying multiple groupings, you can generate a more comprehensive and customised report that provides valuable insights into your entitlements data.

  For further reading on the the Payroll Acitivty Reports please refer to this article.