PTO Approval Report

Use the PTO Approval Report form to run the on-demand PTO Approval Report.

The report displays a summary of all PTO requests not yet approved, planned, or already taken for a given time for the organization's employees. For example:

Enter the Selection Parameters to determine what displays on the report:

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Enter a Leave Start Date and a Leave End Date to run this report for a date range. This is required.

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Select the Status Class you want to display in the report from the drop-down (Active, On Leave, Terminated).

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Select the Type Class you want to display in the report from the drop-down (Full-Time, Part-Time).

Set the Sort Parameters:

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Select the Primary Sort for the report.

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You can select a Secondary Sort and Tertiary Sort.

Set the Report Parameters:

Select the Detail Sort:

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Employee Name: This is the default option. If used as the Detail Sort, the report sorts details by employee.

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Leave Type: The report sorts details by leave type.

Select the Report Type:

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Detail w/Break Totals: Includes a break and a sub-total for each of the sort options entered (except employee name), as well as a grand total for all employees.

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Detail Only: Includes the detail information without sub-totals, only a grand total for all employees.

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Summary Only: Does not include details, but only sub-totals for each of the sort options entered (except employee name) as well as a grand total for all employees.

Select the Page Break on Primary Sort to start a new page for the selected Primary Sort items.

Set the Other Parameters:

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Select Output File to create an output file of the report.

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Select Display PTO Comments if needed.

Enter the Report Filters to display on the report:

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Enter the field type. The field label displays. For example, if you enter a Location, the Location Name displays. The report displays records for that Location.

Click Run. The report output displays on-screen. For example:

The report columns that display are based on the criteria specified in the form:

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Emp ID: Employee ID

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Employee Name: Employee name displays as last name first.

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Request Date: The date and time the PTO request was submitted.

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Status: The PTO status (Approved, Pending).

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Leave Type: The type of leave requested.

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Leave Start Date: The PTO start date.

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Leave End Date: The PTO end date.

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Hours Requested: the number of PTO hours requested.

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Hours Available: Displays as Unlimited if it is unlimited PTO. It displays the value as of last payroll if PTO is accrued.

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Approver: The administrator who approved the PTO.

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Approval Date: the time and date the PTO was approved.

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PTO Comment: Additional comments on the PTO (optional).