Leave reports

The Leave Reports page has five reports on the leave of a company’s employees: balances, leave taken, leave by department, a monthly summary for payroll, and the applications waiting for a decision. You can export each of them as a CSV file.

To open it, select HR > Leaves > Reports.

What you see depends on your permissions:

HR users, with Configure Leave Policy or Adjust Balance, and system administrators see all the employees of the company.
Managers with View Team Leave only see their direct reports: the employees whose Manager they are on the employee record. The page then says You are seeing your own direct reports only. Office-wide figures need HR rights., and the Employee filters list only those employees.

For how balances, applications and loss of pay work, see Leave.

Run a report

Choose the company in the list at the top right. It holds the companies you have access to, starts on your own, and is greyed out when you have only one.
Select the report’s tab: Leave Balance, Leave Usage, Department-wise, Monthly Summary or Pending Approvals Aging. The page opens on Leave Balance.
Set the report’s filters, described below.
Select Run Report.

Until you run a report, the page says Choose your filters and press Run Report. If nothing matches, it says No data for these filters. Changing the tab clears the results; changing the company also resets the filters.

Days are working days: weekends and the company’s holidays count 0, and half days 0.5. See How days are counted. The page rounds them to two decimals.

Leave Balance tab

The balance of each employee for each leave type of the company, for one year.

Filter	Finds
Year	The leave year. It starts on the current year.
Department	One department, or All departments.
Employee	One user of the company, or All employees.

An employee appears for a leave type once they have a balance record for that year. TrakIT creates it with their first accrual, imported balance or approved leave of the year, or at the year-end run. The rows are sorted by employee, then by the order of the leave types.

Column	Shows
Employee	The employee’s name, with their employee ID in brackets.
Department	The employee’s department, or –.
Type	The leave type’s code and name.
Opening	Days carried forward from the previous year.
Accrued	Days credited by accrual during the year.
Used	Days of approved leave, less the days of approved leave cancelled later.
Adjusted	Days added or taken off by HR, including imported opening balances.
Encashed	Days paid out in cash.
Lapsed	Days lost at year end, or when carried-forward days expire.
Closing	The balance: Opening + Accrued + Adjusted − Used − Encashed − Lapsed.

See Balances for where each figure comes from.

Leave Usage tab

The leave applications that fall, at least in part, in a date range.

Filter	Finds
From, To	Applications with at least one leave day between the two dates. They start on the current month, up to today.
Leave Type	One leave type of the company, or All types.

The report lists applications that are Pending or Approved, of the company’s leave types. Drafts and rejected or cancelled applications are left out. The rows are sorted by employee, then by start date.

Column	Shows
Employee	The employee’s name, with their employee ID in brackets.
Department	The employee’s department, or –.
Type	The leave type’s code and name.
From, To	The first and last day of the application.
Days in Range	The application’s days that fall between From and To.
Total Days	The days of the whole application.
Status	Pending or Approved.
Paid/Unpaid	Paid in green, Unpaid, or LOP in red for a loss-of-pay day.

Department-wise tab

Leave taken by department over a date range, and who is away today.

Filter	Finds
From, To	The date range for Days Used. They start on the current month, up to today.

There is one row for each department with current employees in the company. Employees without a department are counted under (Unassigned).

Column	Shows
Department	The department.
Head Count	The department’s employees in the company, apart from those whose Last Date has passed.
Days Used	The days of approved leave between From and To.
Avg Days / Head	Days Used divided by Head Count.
On Leave Today	The employees on approved leave today.
% On Leave Today	On Leave Today as a percentage of Head Count.

Applications still pending are not counted. Today is the current date in UTC, so early in the morning or late at night it can differ from your own date.

Monthly Summary tab

The leave of each employee in one month, split the way payroll needs it.

Filter	Finds
Month	The month. It starts on the current month.

There is one row for each employee of the company with approved leave in the month, or with an encashment to pay.

Column	Shows
Employee	The employee’s name, with their employee ID in brackets.
Department	The employee’s department, or –.
Paid Days	Days of approved leave of paid leave types in the month.
Unpaid Days	Days of approved leave of unpaid leave types in the month, apart from loss of pay.
LOP Days	Loss-of-pay days in the month: absences with no approved leave. In red when there are any.
Encashment	The amount of approved leave encashments not yet paid. TrakIT has no page to record encashments, so this is normally 0.

Payroll systems connected to TrakIT read the same figures for a payroll period through the TrakIT API, when TrakIT Support sets this up. See Payroll Cut-off.

Pending Approvals Aging tab

The applications waiting for a decision, and for how long they have waited at their current level.

Filter	Finds
Approver	The applications waiting for one user, or All approvers.

If you see only your direct reports, Approver is greyed out and the report shows the applications waiting for you.

There is one row for each application of the company’s employees that is waiting at an approval level, the longest-waiting first.

Column	Shows
Application	The application’s number.
Applicant	The employee’s name, with their employee ID in brackets.
Type	The leave type.
Dates	The first and last day of the leave.
Days	The days of the application.
Level	The approval level it is waiting at: 1 for the employee’s manager, 2 or 3 for the levels of the approval matrix.
Approver	The approver of that level.
Pending	How long it has waited at that level, in days, for example 2.5 day(s). In red from 7 days.
Escalated	To and the name of the user it was escalated to, or –.

Approver matches the approver the level was given to, not the user it was escalated to.

Export a report

After you run a report, select Export CSV to download its rows as a CSV file, named after the report and today’s date, for example leave-balance-2026-10-25.csv. The file opens in Excel with names and accented letters intact.

The file has the columns of the report, with these differences:

Names and employee IDs are in separate columns (Employee or Applicant, and Emp ID). In Leave Balance and Leave Usage, so are leave type codes and names (Type Code and Type).
Leave Balance adds Year. Leave Usage adds Application. Pending Approvals Aging adds Department, splits Dates into From and To, and has Days Pending and Escalated To.
Dates are in the form 2026-10-25, and numbers are not rounded.

Messages

Message	Means
Both dates are required	Enter From and To.
The end date cannot be before the start date	Check From and To.
Select a month	Choose the Month.
You do not have the permission to view leave reports for this office	You don’t have access to the company selected.
The request failed or Unable to reach the server	The page couldn’t reach TrakIT. Reload the page and try again.

Who can use this page

Your role needs one of these permissions in the Leave Management section:

Permission	Allows you to
Configure Leave Policy	Open the page and run every report for all the employees of your company and the companies you have access to.
Adjust Balance	The same.
View Team Leave	Open the page and run the reports for your direct reports only. Pending Approvals Aging shows the applications waiting for you.

System administrators can run every report for all the employees of every company.