Reporting Leave Hours

Reporting Leave Hours

Virtual TimeClock has several pre-configured reports that make reviewing leave information easy. All reports in Virtual TimeClock automatically adjust information visibility based on the access permissions of the user. This means that managers can only see leave for users in their groups, and employees can only review their own leave. Leave reports are based on previously entered leave entries. You can learn how to add leave entries here.

Virtual TimeClock's preconfigured leave reports are:

Accrued and Used Leave
Provides a summary of leave awards from the anniversary day to the current date, including: number of hours accrued, number of hours used, any carryover hours from the prior benefit year, and the current balance for each leave category. To use this report leave categories must be set up and leave awards must be assigned to users.

Worker Leave
Provides a detailed report of all leave taken by an employee for any period of time.

Leave Detail
This report is similar to the Worker Leave report and shows a detailed leave report for any period of time. However, information is grouped by leave category instead of by employee.

Leave Summary
Provides a high level summary of all leave hours taken for any period of time.

Leave Reporting from a User's Perspective
As previously mentioned, employees can only view their leave information. By default, employees have access to the Accrued and Used Leave and Worker Leave reports. When combining these two reports employees can review how many leave hours they have available based on leave award settings, how much they have used, and exactly when they used it. Here’s how an employee can access their leave reports:

  1. User's need to open their User Status. They may be required to enter a passcode and choose Open User Status if they are using the In & Out Board Interface.
  2. Select the drop down menu in the top left corner and hover over Other Reports.
  3. Choose the report to open. The default reports users can access are: Timecard, Worker Leave and Accrued & Used Leave.
  4. Employees can change the displayed date range for reports by clicking the Report Dates icon in the toolbar.
Virtual TimeClock user leave report

Leave Reporting for Managers and Administrators
By default TimeClock managers have access to all four leave reports, and can only see the information for users in groups they manage. Administrators always have full access to reports and all user information. Both managers and administrators can access leave reports by:

  1. Selecting Turn Administration On from the File menu, choosing their name from the dropdown menu, and entering their password.
  2. Choose the report from the Reports program menu. 
    • Below is an example of the Accrued and Used Leave Report, which displays the leave hours employees have accrued and used during the period.

  3. Change the users or dates by clicking the People & Dates icon.
Virtual TimeClock accrued and used leave report

Once you've learned how to use reports to review your leave information, we have some tips for setting up your first leave benefit year. Learn how to set up leave tracking mid-year >