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
Note: Only users with access to PTO Accruals and with the View Accrual Balances permission enabled will be able to view and run this report.
Article Topics
Navigation
- In the Reports section of the left navigation pane, select My Reports.
The My Reports screen appears. - At the top of the My Reports screen, select Labor.
The screen generates a list of reports in alphabetical order. - Locate the PTO Balance Report.
- 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 | Provides the user with options to select, save, edit, or delete a report view. For more information about these controls, see My Reports: Using My Reports. |
| 3 | Run | Generates the report. The green arrow button opens a drop-down from which users can 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. Click here to learn how to send, export, or print this report.