A Guide to the Balances Report

⚡ Purpose

The Balances Report is a snapshot of each employee's Leave Management balances as of the moment a specific payrun was processed, broken out by balance type. For example Paid Vacation, Paid Sick Time, or Bereavement, so you can see hours earned, hours taken, and remaining balances in one place for a specific pay period.

This report is useful for reviewing a single pay period at a glance, or for auditing how a balance has changed from one payrun to the next.

📌 | Note: This report will only generate information once a payroll has been processed, whether it is approved or pending.

🔎 Why Use the Balances Report?

• Resource management: See who has available leave hours so you can plan scheduling and coverage and reduce disruption from unexpected absences.
• Compliance and accountability: Track earned and taken leave accurately to support compliance with labour laws and internal leave policies.
• Payroll accuracy: Confirm balances are accruing and depleting as expected before or after a payrun is finalized.
• Faster audits: Review every employee's balances for a pay period without opening each employee's profile individually.
• Flexible filtering: Narrow results by Department, Position, or Employee Status.

🔐 Access Required

The Balances Report is part of our Leave Management feature. This is available to select plans, such as Supreme or Signature, with the Leave Management Add-On (Both require the Payroll Add-On).

Who can generate the Balances Report?

• Super Administrators: Full access to generate this report.
• Team Administrators:  Can generate this report only if the Balances Report permission is enabled. Having this permission enabled does not automatically grant visibility into every employee — it also requires specific positions to be granted during permission setup (by clicking the blue header link).  If you are unable to access this report or if certain presets appear to be missing, please confirm your report permissions and preset visibility with a Super Administrator.

📋 Topics covered in this article:

• Generating the Balances Report
• Understanding the Balances Report Details
• Frequently Asked Questions About the Balances Report

📚 Related articles:

• A Guide to Push Reports
• A Guide to the Earnings and Deductions Report
• Why Is There a Difference Between the Leave Management Dashboard and the Balances Report?
• Check out our dedicated Leave Management section to find how-to guides, FAQs, and more.

Generating the Balances Report

When generating the Balances Report, make sure you have an idea of which pay period you want to review. The most recent pay period will always be at the top of the list. 

1. Click the Reports tab.
2. Under Report Type, click the drop-down menu and select Balances Report.
3. Under Departments, click the box and select specific Departments or Leave Blank to select all.
4. Under Positions, click the box and select specific Positions or Leave Blank to select all.
   💡 | Tip: Leaving this blank will also include deleted Positions. Click Active to include only current Positions.
5. Under Pay Run Date, click the drop-down menu and select the specific pay period.
6. Once done, click Generate.
7. The page will automatically load the report details for that specific pay period with the customized filter applied. 

Understanding the Balances Report Details

Once the Balance Report has been generated, it is organized by balance types used or processed for that pay period. Each balance gets its own table breakdown in the report, with a subtotal of hours and amounts at the bottom of each column.  

📌 | Note: The balance-type table headers shown on the report (e.g., "Paid Vacation" or "Unpaid Time Off") reflect the description of the Balance Preset (or Leave Management Policy Type) when created. They are not fixed labels generated by the report itself. If you'd like your balances to appear under a different naming convention, reach out to our Support Team with the name(s) you'd like updated, and we can configure them for you.

1. In the generated Balances report, you will see the following:
   1. Use Print or Export to Excel at the top of the report to save or share the results.
   2. You can change which employees are listed by their Active or Inactive status. It is automatically set to include All. 

   3. Each Leave Management Policy's (Balance) table includes the following details:

      Column Name	What It Shows and Means
      Employee Number	The employee's ID Number, as set in their Employee Profile.  If you do not see this information listed, you may not be using our Employee Number feature. If interested, please reach out to the PUSH Support Team, who can enable it for you.
      Last Name/First Name	The employee's legal name, as entered in their Employee Profile. The preferred name is not listed.
      Employee Status	Whether the employee is Active or Inactive as of the report's generation.
      Cost Centre	The Cost Center assigned to the employee and/or position.
      Current Hours Earned	The hours earned for that balance within the selected pay run.
      Current Hours Taken	The hours taken for that balance within the selected pay run.
      Current $ Earned	The dollar value of the hours earned within the selected pay run.
      Total Hours Earned	The cumulative hours earned for that balance.
      Total Hours Taken	The cumulative hours taken for that balance.
      Total $ Earned	The cumulative dollar value of hours earned for that balance.
      Totak $ Taken	The cumulative dollar value of hours taken for that balance.
      Balance Hours (Includes Opening)	The employee's remaining balance in hours, including any opening balance carried in.
      Balance Days (Includes Opening)	The employee's remaining balance converted to days, including any opening balance carried in.
      Balance $ (Includes Opening)	The employee's remaining balance converted to a dollar amount, including any opening balance carried in.

Frequently Asked Questions About the Balances Report

Have questions about generating or reviewing the Balances Report? Whether you're wondering why a balance is named a certain way, who can access this report, or how filtering works, this section provides quick answers to help you with confidence.

Q: Why is my balance named "Paid Vacation" (or something else) instead of what I'd expect? 
A: The name shown for each balance table comes from how that Policy's Balance Preset was named when it was set up. This can be updated by contacting our Push Support Team. 

Q: Can I change the name of a balance shown on this report? 
A: Yes, but not directly — reach out to our Support Team with the name(s) you'd like updated, and we can configure them for you.

Q: Can I filter this report by employee status? 
A: Yes. When generating the report, you can filter by Employee Status (All, Active, or Inactive), as well as by Department and Position.

Q: Why don't I see a specific employee on the report? 
A: Confirm the employee is included based on your selected Department, Position, and Employee Status filters, that they're assigned to a Leave Management policy for that balance, and that they were part of the processed payrun selected in the report.

Q: Why do the Leave Management page and Balances Report numbers not match? 
A: The Leave Management page for administrators and employees now shows real-time accrued balances, while the Balances Report and pay stubs only reflect what's been processed through payroll as of the last payrun. 

The two won't always match, but both figures are correct for their purpose: Leave Management shows what's accruing and being used in real time, and the Balances Report shows what's actually been processed through payroll. For more, see our dedicated article on this topic: Why Is There a Difference Between the Leave Management Dashboard and the Balances Report?

Additional Information

Need further help? Refer to our Getting Help & Contacting Support article for the latest support options and ways to connect with our team.