Time Off Used Report

The article provides guidance on generating a report for approved time off requests within a specified date range. It explains how to access the report through the Reports section and details the filtering options available, including employee selection and time off categories. The report displays relevant data such as employee names, request dates, and total hours used. Users can refine results by applying various filters. Specific instructions are provided for exporting the report, including the inclusion of employee numbers. The article also advises on filtering to show a single employee's time off history, noting that additional filters may be required to narrow results effectively. Screenshots illustrate the report's layout and filtering process.

  • Jul 2, 2026
  • Knowledge

Title
Time Off Used Report
Article Text
Banner at the top of the article showing that the Time Off Schedule Report is included in the Core, Pro, and Elite packages

Can I run a report on time off used?

Purpose: To teach you how to run a report that shows approved time off requests that have started within a specified date range.

Expand AllCollapse All

Table of Contents

Time Off Used

Screenshot of the Time Off Used report, including employee rows with details such as name, category, dates, requested, approved, and hours, demonstrating how the report helps track time off used in detail. The screenshot has numbered annotations that match the explanatory steps in the guide. (1) A date range filter at the top lets you limit the report to requests that begin within the specified timeframe. (2) A filter menu with options to refine results further by standard filters, pay period, pay schedule, paid per, pay type, and/or time off category. (3) An example highlights how requests spanning outside the chosen date range are only partially counted, showing that only the hours within the selected range display in the report. (4) A totals section shows the total time off hours used per category as well as overall totals for each employee.

To view time off used information for your employees, go to Reports > Standard Reports > Time Off and select Time Off Used. Within the report, determine the specific details you would like to view.

  1. Date range: Selecting a date range will change the report to only include time off requests that have started within the specified date range. Any approved time off requests that have not started and are scheduled at a future date will not show in the report.
  2. Filter: Click All Employees to change the results that show in the report. In addition to the standard filters, you can filter by Pay Per, Paid Schedule, Pay Type, and Time Off Category. Results will vary based on what list values are in those fields.
  3. Time Off: If a time off request is for a date range that does not fully include the date range you have selected for the report, the total amount of time off used will only include the days taken off during the report's date range, not the request's date range. For example, Ashley's request is 12/30/2024 - 01/05/2025, but the date range for the report is 01/01/2024 - 12/31/2024, and therefore, the total amount of hours in the report only includes the hours from the report's date range (12/30/2024 - 12/31/2024), which results in 16 total hours. If you want to see the complete request, you need to adjust the report's date range to include 01/05/2025.
  4. Total amount: Here, you can view each employee's total amount used for each time off category and the total amount of hours and days used for all corresponding time off categories.

If you export this report, the Employee # will be included in the export.

Filtering the Time Off Used Report to Show a Single Employee

You cannot download or export an employee's Time Off History, so we recommend you filter the Time Off Used report instead. Keep in mind that the Time Off Used report doesn't include notes from the time off request or information about who approved it.

You might need to add multiple filters during this process. Depending on your company's size and setup, you may even find it impossible to filter down to a single employee. In most situations, filtering by Location and Job Title should narrow the results to a few employees. Then, when you export the report, you can edit the CSV or Excel file to include only the single employee's time off history.

Screenshot of the Time Off Used report filtered by location and job title. At the top, filters are visible with an orange outline around the filter bar. On the right, the export menu is expanded to show options to export the report as Excel, PDF, CSV, or print. The table displays rows of time off entries, and the overall image demonstrates how administrators can refine the report for a smaller group of employees and then export the results for further use.

The example report is filtered by the Lindon, Utah location and employees with the HR Administrator job title. To add another filter, click the green plus icon. To export the data, click the three dots icon and choose your preferred method. For more information about reporting actions, click here.

URL Name
587896