Instead of checking each employee's leave balances individually, you can generate a consolidated leave balance report showing all employees' current leave balances in one view. This is useful for financial reporting, tracking leave liabilities, and workforce planning.
What the leave balance report shows
The leave balance report displays:
All employees in your organisation
Current leave balances for each employee
Leave types you select (annual leave, sick leave, etc.)
Data as of your chosen time period
Creating a leave balance report
To generate a leave balance report:
Select Reports from the navigation menu
Open the Selected columns dropdown
Deselect all currently selected columns (untick everything)
Select only the leave columns you need:
Sick leave accrued (hours)
Annual leave accrued (hours)
Adjust the time period if needed:
Current quarter: Leave balances as of the end of the current quarter
Last quarter: Leave balances as of the end of the last quarter
Year to date: Leave balances as of today
Custom range: Set specific start and end dates
Verify all employees are included (or deselect any you want to exclude)
Select Download report to save the report as a CSV file
Understanding leave balance data
Hours shown
Leave balances are displayed in hours. To convert to days, divide by the employee's standard daily hours:
8-hour workday: 40 hours of leave = 5 days
7.5-hour workday: 37.5 hours of leave = 5 days
Partial hours
Hours are shown with decimals for precision:
7.5 hours = 7 hours 30 minutes
4.25 hours = 4 hours 15 minutes
Negative balances
If an employee has taken more leave than accrued, their balance will show as a negative number (e.g., -8 hours). This indicates they owe leave or have taken leave in advance.
Customising your leave balance report
Selecting specific employees
If you only need leave balances for specific employees:
Generate the report as usual
Deselect (untick) employees you don't need to include
Download the filtered report
This is useful for:
Department-specific reporting
Manager-level leave summaries
Partial employee groups
Choosing the right time period
For current balances: Use "Year to date" to see balances as of today
For historical balances: Use "Custom range" and set the end date to when you want to see balances (e.g., end of last financial year)
For quarter-end reporting: Use "Current quarter" or "Last quarter" to align with BAS or financial reporting periods
Common Questions
Leave balances don't match what I see in the employee's record
Leave balances don't match what I see in the employee's record
The report shows balances as of the selected time period. If you're viewing "Last quarter," the balances will be as of the end of that quarter, not current balances. Use "Year to date" for current balances.
Some employees show zero leave balances
Some employees show zero leave balances
This is normal for:
New employees who haven't accrued leave yet
Casual employees (if they don't accrue leave)
Employees who have used all their leave
I need balances for other leave types like TOIL
I need balances for other leave types like TOIL
Other leave types aren't currently available as report columns. You'll need to check these in individual employee records.
Need help?
If you need assistance calculating leave liabilities, interpreting leave balances, or setting up regular leave reporting, contact PaySauce support or consult with your accountant