In Reporting, the time off balances dataset allows you to see how many days and/or hours each employee has taken which is then broken down by type along with their remaining balances.

Please Note - The Time off balances dataset runs overnight - hence, it is considered a batch process (indicated by the * after the dataset name). This means that each time you run the report, you will see the Taken, Balance, and so on from the prior night.

• Type ID - The unique ID for the time off type in our database
• Type - This is the name of the time off type
• Starting balance - This is the initial starting balance the employee began the period/year with. This will usually be their full-year allowance.
• Company holidays - This is the total of any mandatory/company holidays that are to be removed from the employee.
• Taken - This is the total number of days/hours taken by the employee (i.e. these are in the past).
• Balance - This is calculated based on Starting balance, Company holidays, and Taken. For example, if someone had a starting balance of 28 with 8 company holidays and had taken 6 days, this would as 14 days.
• Booked - This is the total of any days the employee has booked but has not yet been taken (i.e. they are in the future). As these could be changed or deleted, they are separated out.
• True balance - This is calculated based on the Balance minus any time off Booked.
• Authorised? - This indicates if this time off type is authorised (this is not the same as approved).
• Paid? - This indicates if this time off type is paid.

Year to date figures

The figures above for Starting balance and Balance show you the employee full-year allowance. However, you may want to know what their entitlement is as of today.

This is most often used to allow you to check who has taken more than they have accrued up to today may present a risk should they leave or those who have taken less than they have accrued up to today which may mean you end up with a lot of people off towards the end of the year negatively impacting productivity.

To help on this, the dataset has 2 YTD (year to date) figures. These are calculated based on how far today is through the holiday year for the employee. Remember, this may be different for employees depending on how your time off and sites are set up.

• Starting (YTD) - This will show you, as of today, how many days the employee has actually accrued. If the holiday year starts on January 1st and you are running the report on July 1 with the employee having a full year entitlement of 28, this would then show as 14.
• Balance (YTD) - Using the same logic as above in terms of what Balance represents, this shows you what their balance should be if they left today. This is their Starting Balance (YTD) less the taken days and a YTD percentage of company holidays. In the above example, this would leave their Balance (YTD) as 4.

This is worked out as:

Starting balance (YTD) -> 14

MINUS

Taken -> 6

MINUS

Company holidays -> 4 (50% of the total of 8 as we are 50% of the way through the year)

The Balance (YTD) can also be used to compare to the Starting balance (YTD). E.g. if the Starting Balance (YTD) shows 14 and the taken days are 6, the Balance (YTD) is then 8. This means that the employee has taken 8 days LESS than you may expect for the time of year. I.e. we are halfway through the year, but the employee has taken 29% of their allowance.

Please Note - You will not be able to guarantee exactly how many company holidays remain in the report we are looking at a percentage throughout the year. e.g. if the above employee left of December 23, this is approximately 98% of the way the year but most likely only 75 of the way through company holidays (e.g. 6 days used out of 8).