How to View Time Off Balance History from an Employee Profile

This article explains how to view and understand an employee’s Time Off balance history from their profile.
By reviewing the balance history, you can:

• Track all entitlement allocations and time off taken.

• See how balances reset or adjust over time.

• Understand how monthly accruals impact available balances.

• Verify accurate leave records for compliance and payroll purposes.

This guide will walk you through step-by-step instructions, examples, and tips to interpret the Time Off balance history correctly.

TABLE OF CONTENTS

• How to View Time Off Balance History from an Employee Profile 
• What if the employee is entitled to monthly accrual time off? 

How to View Time Off Balance History from an Employee Profile 

1. Go to the employee profile and open the Time Off section.

2. Select the specific Time Off policy you want to review (e.g., click Time Off Leave policy to check Birthday leave type balance history).

3. A pop-up with the Time Off Details will appear.

4. Click on View Time Off Balance History.

5. You will then see all historical records of entitlements and days taken, along with the reset balance.

Color indicators in +/- Days :

• Green → Number of entitlement days added

• Red → Number of days taken

You can also check the available days as of a specific date.

Example – How to Read:

• As of 21/05/2025, the employee has taken 0.25 day (2 hours) time off, leaving a total available balance of 1.25 days.

• On 01/01/2025, the employee had 1 days available, which included their 2024 carry-over/reset/manual adjustment balance.

• If the employee takes another leave after 21/05/2025, a new record will be added in the history and the available balance will automatically recalculate.

What if the employee is entitled to monthly accrual time off and negative balance is allowed in the policy settings?

Example: Current date 11/08/2025

Employees entitled 14 days per year and accrues 1.17 days per month

• As of August, the balance shows –4.83 (current month balance).

• The four green records represent the leave the employee will accrue in the upcoming months (Sep, Oct, Nov, Dec).

• Since the employee accrues 1.17 days per month (14 days per year), these balances will be added monthly.

• Because the employee currently has a negative balance of –5.00, each monthly accrual will reduce the negative figure.

• By December 2025, the balance will improve to –0.17.

If the employee takes another leave after 11/08/2025, a new record will be added in the history and the available balance will automatically recalculate.

This way, you can track not only past entitlements and taken leave, but also project how balances will adjust for employees on monthly accrual policies.

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