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Simple, effective, customizable payroll, leave and expense management for SMEs

Leave Balances Report

How much leave / time-off do I have left?

by Usamah Jamaludin

Several moons ago (ok we're a bit slow) - we came up with a post on our 'reporting feature'. Technically, we didn't have any reporting back then. What we did have are Excel downloads of granular, useful data (where Excel gods will be nodding in approval as to how powerful that is - you can generate whatever reports you want!).

But now we do that fancy graphical + tabular reporting data. Here's the very first one - Leave Balances Report!

Accessing reports

To access the reports, hover across your profile name on the top right and click on it. In short - Profile Name > Reports.

Currently we only have one report - Leave Balances, but more are coming rapidly!

Reports menu

There's another subtle but highly beneficial outcome from the simple description of the reports menu access above. Yes, it's not parked under the 'Administration' menu. This means everyone, even normal employees - can access reports in Kitikiti HRM. Worried about data scoping / visibility? We got that covered under the upcoming section 'Role-based visibility scope'.

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Leave Balance calculation

Leave Balance basically tells you:

  • How much have you applied for
  • How much you have left
  • For a particular leave type
  • In a year

In fact that's exactly what you'd see, in terms of tabular data, upon viewing the Leave Balances report.

Listing of leave balances

Your leave balances are derived from the following formula:

Balance = Hours from leave entitlements - Hours applied via leave applications

Leave entitlements basically state how many time-off hours you have for a particular leave type, usually for the duration of the whole year. You can learn more about Leave Entitlements here.

For example, if you are granted 120 hours = 15 days time off for Annual Leave, and have applied for 24 hours worth of Annual Leave in a year, then your balance for that year is:

Balance = Hours from leave entitlements - Hours applied via leave applications
Balance = 120 hours - 24 hours
Balance = 96 hours, or 12 days

You can actually filter specifically for the above case, by selecting the leave type and year, and the report will even provide you with a visualization, like the following:

Visualized leave balance

Observe that the pie chart on the right reflects the applied versus balance hours for whatever that's listed on the table. We'll discuss this further in the upcoming section 'Report filtering examples'.

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Recalculate Leave Balances

Your leave balances are calculated automatically whenever you have

  • Changes to your leave application (e.g create a new draft, submit, retract)
  • Changes to your leave entitlements (e.g get additional time off due to replacement leave)
  • Changes to your work schedule (e.g everyone gets to take a day off because the national team wins the World Cup)

In short, rest assured that Kitikiti HRM will try its best to ensure your leave balances are always up to date, and they tally with your leave entitlements and applications.

However, in case you'd like to be sure, and ask Kitikiti HRM to recalculate for latest balances, you can simply click on the 'Refresh' button and the system will refresh the balances for the listed balances. This ability is only available for admins.

Leave Balances refresh

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Leave Balance drilldown

What if you're interested in more than just the numbers for the balance and applied hours? You may have more than half of your entitlements unused - but what / when did you utilize the rest?

Well, you can actually click on any individual Leave Balance entry on the listing and drilldown further.

Leave Balance drilldown

Here's what you'll see:

  • On the top left, another pie chart showing balance versus applied hours. However this time it's specific only for the particular employee, leave type and year.
  • On the top right, a histogram showing the breakdown of applied hours by month. Pretty handy way to figure out the trend of when do you actually go on leave within a year
  • At the bottom, a table listing all your leave application(s) for the year. In fact, you can click on any and it will open a new window with showing the leave application for further inspection

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Role-based visibility scope

In Kitikiti HRM, we want to make reports accessible to everyone. With that, we also want to ensure each employee gets to see reporting data according to his / her role.

The role-based visibility scope is implemented for the following resources:

  • Employee self-service documents
    • Leave Applications
    • Expense Reports
  • Reports
    • Leave Balances

The way it works is that upon visiting any of above resources with role-based visibility scope enabled, an employee can either:

  • See his / her own data
  • See data from his / her subordinates. This means the employee is a manager
  • See data from all employees. This is only possible if the employee has an Admin role

If you're a normal employee, you will not see role-based visibility scope dropdownlist, because you can only see your own data. So you'll get the default filters e.g 'Year' and 'Leave Type', like so:

Normal employee scopes

If you're a manager, you will see the following role-based visibility scope dropdownlist:

Manager scopes

If you have the Admin role, you will see the following role-based visibility scope dropdownlist:

Admin scopes

Note that if you're both an Admin and a manager, the role-based visibility scope dropdownlist will contain all possible scopes. Note also that by being either an Admin or a manager, you could potentially view data from other employees, especially those in different departments. As such, if you fall under this criteria then you would also see the Department filter.

Departments filter

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Report filtering examples

With visibility concepts from the preceding section, we can now show how managers anxious about unspent leave entitlements can avoid the last minute inquiries of leave balances.

Imagine a company where the software developers are hard at work building the latest software for the business. Problem is, the deadline is fast approaching, and to top it off it's also quite close to holiday season. Oh wait, and yes, it's at the end of the year where people would try to clear off their Annual Leave entitlements.

The first problem is - who has the most to clear?

Being the manager, you can open up the Leave Balances report, and set the following filters:

Most leave to clear filters

You're trying to figure out for the current year (say 2018) - who among your subordinates has the most leave to clear?

First off you want to filter for Annual Leave, because that's really is the primary leave type. You don't really care about Sick Leave, or Maternity Leave. You also want to set the year, obviously.

Now it's time to use that visibility scope. You're a manager, so you can choose to see data from your subordinates.

But you probably have a lot of people reporting under you. So if you were to exercise the filter now - you'll get leave balances even from folks in Marketing, who would have nothing to do with software development.

Yes, filter by Department by setting it to 'Information Technology'. Now click 'Search'!

On a rough look it's not too bad. The pie chart, which aggregates data from the search result, shows that the IT department folks are two-thirds through spending their leave entitlement.

Entitlement spent, aggregated

But, to get the one who has the most leave to clear, you need to sort the 'Balance' by descending order and look at who's on top. Ooops! Someone has yet to really spend his / her leave entitlements!

Sort by balance

So even though on average the leave entitlements seem to be utilized well, but on closer inspection of the 3 employees, one employee - Mollie Hauck - has barely spent her entitlements (104 hours = 13 days left out of the entitled 15 days).

Search results

And you can always drill down and look at her leave applications for that year.

Entitlement spending habits

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Downloading report data

Lastly, reports are useful only when they're shared across people. Yup, you still get the Excel download functionality. Just click on the 'Download' button and you should get the listing of leave balances as per your search filters.

Download confirmation


And of course - those fancy charts. You can download (most of) them as well! If you hover on a chart, there should be a download arrow appearing on the top right, allowing you to download the chart as an image. Note that the charts are downloaded as PNG format (meaning they have transparent background by default), and you can always put pink unicorn backgrounds later proper background later.

Download chart


So yeah, that deadline probably gonna have to slide a bit later (good things take time yo!) - but at least you get to put this nice chart in your slides as you report back to higher management for new deadline negotiation!

Sign up for a free account on Kitikiti HRM!

We will be more than happy to assist you with your company's setup, and we'll also throw in 2 months of free usage!

No credit card required for signup, and no annoying demo appointment to be set. You get to use it immediately upon signup.

Try out Kitikiti HRM at your own pace - and you can always contact us via the support chat widget.

Even if you decide not to use payroll - the leave and expense modules are FREE to use, regardless of the your company size.

Finally, if you have 10 or less employees on payroll - guess what - everything is FREE! We want to grow with you!

Leave carry over

Keep rollin' rollin' rollin'...

by Usamah Jamaludin

Free HRM software subscription for the whole of 2019!

Yup, Santa is back!

by Usamah Jamaludin