Leave reports (HR)

What this guide covers

Four read-only leave reports HR uses to see planned absence and decisions, the remaining entitlement, where a balance came from, and where the risk is building up:

• Leave History - the decision history (who asked, who decided). The menu item reads Leave history.
• Leave Balance - what everyone has left, as at a chosen month.
• Leave Accrual - how a balance was built: the dated timeline of every accrual.
• Leave Analytics - the risk view: negative balances, liability, expiring carry-over and upcoming absence load.

(Deciding requests happens elsewhere - see Manage your team's leave; configuring leave types/plans is in HR Settings - leave types, plans & balances.)

Balances are sensitive. This guide explains the columns, not anyone's numbers.

Who can open them

• Leave History - anyone with attendance-module access; you only see the people you manage (your chain), while HR and administrators see everyone.
• Leave Balance - needs HR access.
• Leave Accrual and Leave Analytics - need the dedicated Leave report permission, which can be granted on its own without handing out the ability to approve leave or change balances.

Leave History

A history of leave requests and decisions for your people. Each row shows the employee (and department), leave type, a sick-note link/download where one was provided (or an upload control where one may still be attached), the From date, the Return to work date and the days, the status (Approved / Pending / Rejected / Cancel-pending / Cancelled), who decided it and when, the employee's direct manager, the reason and any manager note.

Filter by date range, department and status. Presets: Upcoming 90 days, This month, Full history. It opens on today to +90 days showing Approved + Pending - in other words "what's coming up". Export Excel for records.

Use it to plan around upcoming absence and to audit who approved what.

Leave Balance report

A snapshot of remaining balances per employee for a chosen month, with one column per leave type (Annual, Sick, ...) showing the available balance. Pick a month (with previous/next navigation), and filter by department or a specific employee. Export Excel for month-end reconciliation.

Use it to spot who's low on a balance, and to reconcile before payroll/month-end.

Leave Accrual report

Where the Balance report tells you what is left, the Accrual report tells you how it got there. One row per employee for a chosen leave type (Annual by default), showing the current balance, the entitlement and carried-over days, the accrual rate per month, how much accrued in the period, how much has been taken, and the employee's leave-cycle window (cycle start and end). Rows can be flagged where the balance has hit its cap or where a catch-up accrual is outstanding, and a hint tells you when the next accrual is due.

Pick the Window with Current cycle (the employee's own leave cycle), 12 months, or Custom (which reveals From and To dates).

The timeline is the point of this report. Expand a row and you get a dated list of every event that moved the balance, plus a cumulative chart of the balance building up over time. It is drawn from two sources merged together:

• Automatic monthly accruals, reconstructed from the nightly balance snapshots (these fire on a schedule, so there is no human action to log).
• Human actions - adjustments, awards and corrections - taken from the audited activity log, each with a detail balloon naming who did it.

That combination is what lets you answer "why does this person have this many days?" without digging through the audit log by hand. Export Excel for the full picture offline.

Leave Analytics

The forward-looking risk dashboard, rather than a list. It answers four questions:

• Who is overdrawn - and does it actually matter? The negative-balance watchlist splits people into explained by future leave (the balance dips only because approved future leave is already committed) and genuinely overdrawn (a real problem today). Treating those two the same is the classic mistake this view exists to prevent.
• What is the leave liability? Total outstanding days, broken down by department.
• What carry-over is about to expire? So days can be used or paid before they are lost.
• When is everyone away? The upcoming absence load by week and department, for spotting the weeks where a team will be too thin.

There are also 12-month usage trends, and a per-employee balance explainer dialog that splits a balance into three numbers: available today, committed to future leave, and projected at cycle end. Export Excel for a 4-sheet workbook (watchlist, liability by department, expiring carry-over, upcoming absence load).

Which report do I want?

• "Who approved Thabo's leave in March?" - Leave History.
• "How many Annual days does everyone have left this month?" - Leave Balance.
• "Why does she have 18 days - where did they come from?" - Leave Accrual.
• "Who is genuinely overdrawn, and which weeks are we short-staffed?" - Leave Analytics.

Good to know

• All four are read-only. They report; they don't approve leave or change balances.
• Leave History = the decision history; Leave Balance = what's left; Leave Accrual = how it was built; Leave Analytics = where the risk is.
• Sick notes attached to a request are reachable from the Leave History row.
• A negative balance on Leave Analytics is not automatically wrong - check whether it is explained by committed future leave before raising it with the employee.
• If a number looks wrong, the fix lives in HR Settings - leave types, plans & balances (adjust the balance or run the maintenance tools), not in these reports.

Related guides

• Manage your team's leave - approve/reject the requests these reports list.
• HR Settings - leave types, plans & balances - configure types/plans and fix balances.
• Employee page: Leave Balances - the same numbers on one person's record.
• My Leave: apply, edit, cancel and return early and Leave request statuses field definitions - the employee side plus the status glossary.