Report on leave liability and movement within your platform
Leave liability and leave movement can be reported through the Leave Activity & Balance Report. Reporting of leave liability and movement is commonly used in businesses for several reasons:
- Financial reporting & management
- Budgeting and forecasting
- Performance evaluation
- Strategic planning
With these reports, you can accurately report on:
- Processed leave balances at a particular date.
- Predicted leave balances (based on work pattern & approved leave applications).
- Leave movement over a period of time.
- A detailed overview of leave movement for each employee during any given month allows you to analyse trends.
- Breaking down leave accrued, redeemed, or edited on a per-payslip basis.
In addition to reporting, you can also choose to export either leave balance and movement totals or a detailed breakdown of all movements based on your reporting needs.
Please note: These reports can pull data from 1 January 2024. If you require data from before this time, please use the existing leave reports. These are the Leave Liability, Leave Movement, and Leave Paid Reports.
The Leave Liability Report can be used to determine the amount of leave owed to employees on a specific date. It can accurately show past and present leave owed, as well as predict future leave owed.
To report on leave liability:
- Navigate to Reports > Financial and select Leave Activity & Balance.
- Select the Liability tab in the top right.
- Select from the available filters and options to configure your report:
- Date - The date on which you'd like to report your liability based on.
- Leave type - The leave type/s to be included in your report.
- Split by:
- Office Code - Add employee-assigned office code/s into the returned data.
- Operation - Add the employee assigned operation/s into the returned data.
- Employee - Split your data by employees. This will allow you to use future dates and predicted balances.
- Office code - The office code/s assigned to employees to return in your report.
- Operation - The Operation/s assigned to employees to return in your report.
- Employee - Specific employee/s to return in your report.
- Create Report.
- Further customise the report by selecting from the available Display Options:
- All leave types - Enabling will display all paid leave types in the report. The default will display only leave types that are configured to pay on termination.
- Split leave loading amounts - Enabling this will separate the values into their base and loading amounts.
- Select Show beyond last pay to view the predicted hours and amounts for employees.
The leave liability report will accurately provide the leave balances and values to the last period end date that has been paid before the date you selected.
For example, if you selected February 14 and your last period end date is February 11, the values displayed will be accurate for what was processed in that pay period.
This is due to the fact that when pays are generated, the accrued and redeemed leave balances are processed with payslips and updated on employee profiles.
Looking past the generation of payslips, we can predict what the leave balances (and therefore values) will be based on the work pattern (what the employee is likely to work) and any approved leave applications that have not been paid.
SCENARIO
We'll use the following example to look at how this report works.
Our employee, Lois, was last paid for the period ending February 2. We want to run a leave liability report for February 16 (future dated at the time of writing) to see how much we'd need to pay this employee out upon termination.
Key things to note:
- Lois' work pattern is a standard 38-hour week over 5 days.
- Lois has 45.6 hours of approved annual leave between the last paid period end and the selected date.
After running the report, filtering the employee and a leave type of 'annual leave' as well as splitting by employee we have the following results returned.
There are 2 sets of values present, Last Pay and Totals.
- The last pay hours and amount are the values that were processed with the last paid payslip. In this case, this was on February 2.
- The total hours and amount are the values that are predicted based on Lois' work pattern and approved leave.
In our example, Lois had 275.6274 hours at their last pay. Since that time, they have taken 45.6 hours of leave and based on their work pattern and leave taken will accrue 5.844 hours.
Adding the accrual value and subtracting the leave taken will give us the predicted hours of 235.8718.
The Leave Movement Report can be used to highlight any movement or changes to entitlement balances.
This includes:
- Leave accrued
- Leave redeemed
- Adjustments to entitlement balances (manual, via upload, or on an adjustment payslip)
This report can also include future liability predictions based on employee work patterns and approved leave applications, similar to the Leave liability report.
Please note: The Leave Movement Report can be generated for a maximum span of 1 month.
To report on leave movement:
- Navigate to Reports > Financial and select Leave Activity & Balance.
- Select the Movement tab in the top-right.
- Select from the available filters and options to configure your report:
- Dates - The date range for which you'd like to report your leave movement within.
- Leave type - The leave type/s to be included in your report.
- Split by:
- Office Code - Add employee-assigned office code/s into the returned data.
- Operation - Add the employee assigned operation/s into the returned data.
- Employee - Split your data by employees. This will allow you to use future dates, predicted balances, and to view the movement breakdown.
- Office code - The office code/s assigned to employees to return in your report.
- Operation - The Operation/s assigned to employees to return in your report.
- Employee - Specific employee/s to return in your report.
- Create Report.
- Further customise the report by selecting from the available Display Options:
- Hours / Amounts / Both - Select which values to display in your report.
- All leave types - Enabling will display all paid leave types in the report. The default will display only leave types that are configured to pay on termination.
- Split leave loading amounts - Enabling this will separate the values into their base and loading amounts.
- Movement breakdown - Disabling this will hide the per-employee breakdown of each leave type.
- Select Show beyond last pay to view the predicted hours and amounts for employees.
- Optionally Export your data. You can export either the totals or the movement breakdown.
SCENARIO
We'll use the following example to look at how this report works.
Our employee, Alec, was last paid for the period ending February 2. We want to run a leave movement report to see the leave accrued and taken.
Key things to note:
- Alec's work pattern is a standard 38-hour week over 5 days.
After running the report, filtering the employee and a leave type of 'annual leave' as well as splitting by employee, we have the following results returned.
The following data is returned:
- Last pay - the last period end date that has been processed.
- Start - The balance on the employee's profile at the start date selected.
- At last pay - The balance on the employee's profile closest to the end date specified.
- End - The predicted balance at the end date specified.
We can also see a breakdown per payslip of what makes up the above values.
For Alec, we can see:
- On 2 payslips, they accrued 5.8444 of annual leave.
- 7.6 hours of annual leave were taken on 1 payslip.
- Alec is expected to accrue 0.5844 hours of annual leave from 3 - 5 February.
Hot tip: Selecting any of those payslips will preview it.