If an employee has issues with their leave, you may want to better understand a specific employee’s leave details.
Learn how to report on employee leave records as a whole.
Permissions needed
- Leave Summary permissions
Before you start
View an employee’s leave details
- In the SeaTalk Admin Center, navigate to Application > Leave & Attendance.
- In the left panel, click Leave Summary.
- To learn more about a specific employee’s leave balance, click their record in the table.
- After you’ve clicked the employee’s record and arrived at the Balance Details tab, you can stay on the same tab or view other leave details in other tabs. To view the employee’s leave in detail, click one of the four tabs:
- Balance Details
- Leave Application
- Credit Application
- Balance Change Log
Balance Details
After clicking the employee’s record in Leave Summary, in the Balance Details tab, view the leave balance the employee has per leave type. The data depends on whether the leave type is based on Periodical balance, Credit balance upon approval, or No balance, just track taken.
To view more information on the employee’s entitlement to a specific leave type, click the leave type in the table. Information will be displayed in the right panel.
To change dates, click the calendar icon and select the month you want to view.
Periodical balance
In each Leave Type (Rule) row that has a Periodical balance type, understand the following metrics:
- Balance: the remaining leave days that the employee can take. It is the difference between Total days and Taken days.
- Taken: the leave days the employee has taken.
- Total: the total number of leave days the employee has accumulated. This consists of Entitled days, Carryover days and Adjustment.
- Entitled: the leave days employees are entitled to in the current month, based on the leave rule settings of the leave type. Leave days will be calculated automatically according to First Accrual and Last Accrual settings. Learn more about first and last accrual.
- Carryover: the number of unused leave days carried over from the previous period. Learn how to set maximum carryover and expiry.
- Adjustment: the overall change in leave days reflected when admins credit or deduct leave balance manually from a leave type. This could be through a minor adjustment or an import.
- Expired: the number of leave days from Balance or Carryover that have expired. By default, Balance expires by the end of the current year, and Carryover expiry can be set after a certain number of days or months. If the backdated application setup has been enabled, employees can use expired leave days to apply for backdated leave. Learn how to enable backdated applications.
Credit balance upon approval
In each Leave Type (Rule) row that has a Credit balance upon approval balance type, understand the following metrics:
- Balance: the remaining leave days that the employee can take. It is the difference between Total days and Taken days.
- Taken: the leave days the employee have taken.
- Total: the total number of leave days the employee has accumulated. It should be the same as the Adjustment leave days.
- Adjustment: the number of leave days credited to the employee’s leave balance once approved. Learn more about Balance Release Settings for this leave type.
No balance, just track taken
In each Leave Type (Rule) row that has a No balance, just track taken balance type, leave days taken by employees will be recorded in the Taken column according to the reset date setting, and N/A will be displayed for the rest of the columns. Learn more about Balance Release Settings for this leave type.
Leave Application
After you’ve clicked the employee’s record in the leave summary and then the Leave Application tab in the specific employee’s leave records, you can see when they requested for leave. You can click a leave application in their record to view more information on it.
- To change dates, click the calendar icon and select the range of dates you want to view.
- To filter the leaves further, click the Status and Leave Type dropdown menus and select the type of leaves you want to view.
- In the table:
- Leave Type: the leave type of the leave days requested by the employee.
- Duration: the number of leave days requested by the employee.
- Date: the leave dates requested by the employee.
- Submission Date: the date the leave request was submitted by the employee.
- Last Approver: the last employee who approved or rejected the leave request.
- Approval Date: the date the leave request was approved or rejected.
- Status: the status of leave requests.
- In the table, click a specific record to view the leave application. You can see:
- the leave request description;
- the documents provided by the employee;
- the timestamps showing when the employee submitted their leave request and when approvers accepted or rejected the request;
- the display pictures of approvers responsible for reviewing the leave request; and
- remarks provided by the approvers if any.
Credit Application
After you’ve clicked the employee’s record in the leave summary and then the Credit Application tab in the specific employee’s leave records, you can view records of when they requested for leave days to be credited to their leave balance. You can click a credit application in their record to view more information on it. This only applies to Credit balance upon approval leave types.
- To change dates, click the calendar icon and select the range of dates you want to view.
- To filter the leaves further, click the Status and Leave Type dropdown menus and select the type of leaves you want to view.
- In the table:
- Leave Type: the leave type of the balance requested by the employee.
- Credit: the number of leave days credited to their leave balance once approved.
- Valid Period: the date range where the employee can request leave under this leave type.
- Submission Date: the date the balance request was submitted.
- Last Approver: the last employee who approved the balance request.
- Approval Date: the date the balance request was approved.
- Status: the status of leave requests.
- In the table, click a specific record to view the credit application. You can see:
- the request description and documents provided by the employee if any;
- the timestamps showing when the employee submitted their balance request and when approvers accepted or rejected the request;
- the display pictures of approvers responsible for reviewing the balance request; and
- remarks provided by the approvers if any.
Balance Change Log
After you’ve clicked the employee’s record in the leave summary and then the Balance Change Log tab in the specific employee’s leave records, you can view a log of every change made to an employee’s leave balance. You can click a change to view more information on it.
- To change dates, click the calendar icon and select the range of dates you want to view.
- To filter the leaves further, click the Leave Type and Activity dropdown menus and select the type of leaves you want to view.
- In the table:
- Leave Type: the type of leave that changed.
- Activity: the reason for the change. This includes policy updates and credit applications.
- Balance Change: the number of days changed.
- Operator: the employee behind the manual change. If System is displayed in the column, this indicates that leave policy updates or rule updates have been made.
- Time: the date of the change.
- In the table, click a specific record to view the change that has been made to an employee’s leave balance. You can see:
- the balance change;
- a table comparing previous and current balance; and
- the operator, activity, time and remarks regarding the change.
