A company by default will provide a set of leave types along with entitlements for each employee. Although the company may provide these privileges, they sometimes fail to properly monitor how these leave privileges are being utilized by employees. A company will typically face such situations when they do not have a proper mechanism/system in place to manage and track leave requests. As a result, a company may not be in the best position to identify how to optimize the productivity of their employees in achieving maximum productivity and efficiency gains.
With the help of OrangeHRM, a company can now track the leave usage relating to the leave type and the leave usage for an employee. This can be done by generating a report for either of the above conditions.
Go to Reports and Analytics → Leave Entitlements and Usage Report. This triggers the following screen:
Generate a report for the leave type
Step 1 – From the "Generate For" field choose "Leave Type" from the dropdown. The following additional criteria will be visible after choosing 'Leave Type'.
Step 2 - Complete the following fields to create a report according to the user's requirement.
| Field | Description |
| Leave Type | The leave type the report should be generated for. For example, All leave types, Annual leave, Sick Leave and etc. |
| Job Title | Based on job titles |
| Location | Based on location |
| Sub Unit | Based on departments |
| Include past Employees | Click this checkbox to include employees in the report who have left the company. |
| Eligible employee only | Based on the pre-defined eligible employees. |
Step 3 – Click "VIEW" to generate the report on the screen. Click 'Export to CSV' to download the report as a CSV file.
View leave usage for the previous or Next leave periods
Once the 'Leave Entitlements and Usage Report" report is generated, the user can move between the 'Previous Period', 'Current Period', and the 'Next Period' to check the usage for each Leave period by clicking the button.
Generate a report for the employees
Step 1 – From the 'Generate For' field, choose 'Employee' from the dropdown. The following screen will be visible after choosing 'Employee'.
Step 2 – The user can select the name of the employee the report is to be generated for in the 'Employee Name' field.
Step 3 – Click "VIEW" to generate the report on the screen. Click 'Export to CSV' to download the report as a CSV file.
View leave usage for the previous or Next leave periods
Once the 'Leave Entitlements and Usage Report" report is generated, the user can move between the 'Previous Period', 'Current Period', and the 'Next Period' to check the usage for each Leave period by clicking button .
| Leave report column | Description |
| Leave Type | Shows the name of the leave type |
| Leave Period | By default shows the current leave period. |
| Entitlement (Days) | Shows the current entitlements for the selected employee per leave type. |
| Pending Approval (Days) | Shows the leave requests that are under pending review status. |
| Scheduled (Days) | Shows the leave requests which are approved by the supervisor. |
| Taken ( Days) | Shows the number of leave days taken. |
| Net Balance (Days) | Net leave balance is presented as a tooltip showing a breakdown of available balance and the total overdrawn numbers displayed when you click the Net Leave Balance. Net Balance = Available Balance - Total Overdrawn
|
Net Leave balance
Users can track and analyze employee leave balances based on the number of leave days taken, with net leave balances being calculated automatically within the system. This field is accessible in the Leave List, Leave Request Details, and Leave Usage Report screens.
The admin can configure the fields to show in the list and can apply the configurations to all users in the system. As an example, if the admin wants to see the employee ID in the report, it is possible to configure it from this option. Click the icon on the top left-hand corner of the list. The configuration screen is displayed as follows. The list can contain up to 8 fields.