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    PTO Balance Report
    • 26 Jul 2024
    • 1 Minute to read
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    PTO Balance Report

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    • PDF

    Article summary

    The PTO Balance report exports as a spreadsheet file that contains the accrual balances as of today's date for all employees all at locations to which the user has access. This quick view can be helpful for managers who need to balance their employee's time off or HR administrators who occasionally need to assess the current balances of one or more employees.

    When generated, the report downloads to the user's device as a .xlsx file with with following naming format: PTO-Balance-Report_(Instance Name)_(Today’s Date) 

    Example: PTO-Balance-Report_R365-Demo_2023-08-15.xlsx 

    Only users with access to PTO Accruals and with the View Accrual Balances permission enabled will be able to view and run this report.


    1. In the Reports section of the left navigation pane, select My Reports.
      The My Reports screen appears.

    2. At the top of the My Reports screen, select Labor.
      The screen generates a list of reports in alphabetical order.

    3. Locate the PTO Balance Report.

    4. Select Customize to adjust the report parameters and run the report.


    Report Parameters

    The PTO Balance report displays accrual balances as of today's date. The report includes balances for all employees at all locations to which the user has access.

    Field

    Description

    1

    Identify Minors

    If set to Yes, the word 'Minor' appears next to all employees who are under a certain age.

    2

    View options

    This section provides options to select, save, edit, or delete a report view.

    3

    Run

    Generates the report. Click the down arrow to the right of the Run button to export, email, or print the report.


    Report Columns

    Column

    Description

    Employee Name

    Name of the employee whose balances appear in the row.

    Pay Type

    Indicates whether the employee is salaried or hourly.

    Hire Date

    Date when the employee was hired.

    Termination Date

    Date when the employee ceased to be employed by the organization, if applicable.

    Primary Job Location

    Location with which the employee's primary job is associated.

    Primary Job Title

    Title for the employee's primary job.

    Accrual Rule Name

    Name of the accrual rule that is being used to generate the balance shown in this row.

    Total Accrued Amount YTD

    Total number of hours that the employee has accrued, from the first date of the calendar year to today's date.

    Total Used Amount YTD

    Total number of hours that the employee has used, from the first date of the calendar year to today's date.

    Current Total Balance

    Employee's current PTO balance.


    Email, Export, or Print the Report

    This report can be emailed, exported, or printed in custom formatting directly from the reporting window. 


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