A balance is the time an employee can still take. HR looks at it in three places under Leaves: Leave Allocation for the period total, Leave Ledger for each change, and PTO Report for a payroll view as of a date.

Employees see their own days on Time off. Pending requests stay in the available balance until they are approved. Projected is what would remain after those waiting requests.

Record a balance

1. Open Leaves, then Leave Allocation.
2. Choose New Leave Allocation.
3. Choose the Employee and the Leave Type.
4. Enter From Date and To Date.
5. Enter Allocated Days. Used Days and Carried Forward are on the same form.
6. Leave Status as Active, or set Expired or Cancelled.
7. Choose Create Leave Allocation. You should see Leave Allocation created.

The list columns are Employee, Leave Type, Allocated, Used, and Status. An empty list says No leave allocations yet and Assign leave balances to employees for each period.

Employee, Leave Type, From Date, and To Date are required. If one is empty, the notice names it and says it is required. The allocation is not created. Another failure says Failed to save, and the form says Save failed. Your edits are still here.

An employee with no active allocation sees No leave balance yet on Time off, and Request time off cannot use that type until a balance exists. An unlimited leave type does not need a day count. It shows Unlimited.

Read the ledger

Open Leaves, then Leave Ledger. Each row is one change: Employee, Leave Type, Posting Date, Type, and Days.

Choose New Leave Ledger Entry to record a change yourself. Fill Employee, Leave Type, Posting Date, Transaction Type, and Days. Transaction type is Allocation, Application, Expiry, or Encashment. Balance After and Notes are on the same form. Choose Create Leave Ledger Entry. You should see Leave Ledger Entry created.

An empty list says No leave ledger yet and Audit leave credits and debits across your organization.

A missing required field is named in the notice, and the entry is not created. Days already posted stay on the list.

Read the PTO report

Open Leaves, then PTO Report. The subtitle says the report is current balances, pending requests, projected availability, and year-to-date usage for payroll and planning.

1. Set As of. The report reloads for that date.
2. Use Search with the placeholder Employee or leave type to narrow the table.
3. Read the totals: Employees, Pending requests, Available days, Pending days, and Used this year.
4. Each row shows Employee, Leave type, Available, Pending, Projected, and Used YTD. An unlimited type shows Unlimited in Available and Projected.

Choose Download CSV. The button tooltip is Download payroll-ready CSV. The file uses the As of date on the screen.

If nobody has a policy assignment or an allocation, the page says No PTO balances found and Assign a leave policy or allocate an opening balance to include employees in this report.

If the download fails, the notice is Could not download the PTO report. The table on the screen is unchanged.

Next

Put a type and an annual amount on a policy before you expect the report to fill in. See Time off policies. Employees send the requests that move pending and used days. See Request time off.