Vacation Balance Report

Track vacation accrual, usage, and remaining balance for each employee on a monthly basis.

What Is This?

The Vacation Balance report provides a monthly snapshot of each employee’s vacation status. It shows how many vacation days have been added (accrued), how many have been used, and the remaining balance. This helps HR and managers ensure employees are taking their entitled leave and that balances are accurate for planning purposes.

Prerequisites

#	Prerequisite	Details
1	Vacation/time-off feature configured	Vacation accrual rules must be set up in company settings.
2	Employees with vacation entitlements	At least one employee must have a vacation balance.
3	Manager, Admin, or Owner role	Full access requires elevated permissions.

Step-by-Step Instructions

Accessing the Report

Step	Action	Expected Result
1	Navigate to Reports from the left sidebar.	The Reports page opens.
2	Select Vacation Balance from the report list.	The report loads with filters and data table.

Applying Filters

Filter	Type	Description
Month	Month picker	Select the specific month to view vacation balances.
Position	Dropdown	Filter by employee position.

Step	Action	Expected Result
1	Select the desired month and optionally a position.	Filters are configured.
2	Click Apply Filter.	The table updates to show vacation balances for the selected month.

Reading the Report Table

Column	Description
Employee name	The employee’s full name.
Added vacation	Number of vacation days accrued or added during the selected month.
Used days	Number of vacation days used during the selected month.
Balance	Remaining vacation days available (cumulative balance as of the selected month).

Access Permissions

Role	View Report	Export Report	See All Employees
Employee	Own data only	No	No
Manager	All	Yes	Yes
Admin	All	Yes	Yes
Owner	All	Yes	Yes

FAQ

Q1: Is the balance cumulative or just for the selected month?
The Balance column shows the cumulative remaining balance as of the end of the selected month, accounting for all accruals and usage up to that point.

Q2: Where do I configure vacation accrual rules?
Vacation accrual settings are managed in Settings > Time Off Types or the vacation policy configuration area.

Q3: Can I adjust an employee’s vacation balance manually?
Yes. Manual adjustments can typically be made through the employee’s profile or the time-off management interface. The changes will be reflected in this report.

Q4: Does this report include other types of time off?
No. This report focuses specifically on vacation balances. For other time-off types, use the Time Off Reports.

Possible Issues and Solutions

Issue	Possible Cause	Solution
All balances show 0	Vacation accrual rules are not configured.	Set up vacation accrual in Settings > Time Off Types.
“Added vacation” is blank for an employee	The employee may not have an accrual policy assigned.	Assign a vacation policy to the employee’s profile.
Balance does not match expected value	Manual adjustments or corrections may not have been entered.	Review the employee’s vacation history and make any needed manual adjustments.
Employee is missing from the report	The employee may not have a vacation entitlement or may be filtered out.	Reset filters and verify the employee has a vacation policy assigned.
Month picker does not show the desired month	The picker may have a limited range.	Ensure the month falls within your company’s active period in Shifton.