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Employee Reports: Checking Leave Liability

This article will provide two options to check employees Leave Liability balance.

Updated: November 2025

Why check Leave Liability? 

  1. Your accountant may request this for your End of Financial Year accounts,
  2. To monitor Risk to your cashflow if an employee was to leave and you need to pay out a large leave balance,
  3. To see if an employee has sufficient leave to cover a leave request. 

 

What are the best reports?

There are two reports you can use: 

Quick Reports is the easiest way to generate this information :

Follow this LINK on how to create a Quick Report.

 

Employee Reports are the alternative .  

This report will provide you with the following information:

How to Run the Employee Leave Liability Report 

GlobalNav_Path_EmployeeReportsFrom the Dashboard, go to Reports/Archive' and select 'Employee Reports' from the dropdown menu.

This will display the employee summary report for the current financial year.

Viewing the Employee Summary Report 

The Employee Summary Report shows the business summary for all employees collectively:

EmployeeReports_YearTotals (3)

  1. The financial year period of the current report is displayed here.
  2. To change the financial year of the report generated, use these buttons.
  3. To download this file as a CSV file, select the date needed  and click this 'Download report' button.
  4. The year summary for all employees will be the first report displayed.
  5. This is the TOTAL Gross Wages for all your employees combined displayed in the 'Pay Factor Totals' area.
  6. Your Employer KiwiSaver Contribution TOTAL for all employees is displayed in the 'Pay Factor Totals' area.
  7. This is the leave summary for the selected year period. In this column, you will find specific leave types and the pay numbers in which they were included. Leave types shown are:
    1. Days allocated annual leave
    2. Sick leave
    3. Public holidays worked
    4. Public holidays off
    5. Alternative leave
  8. First, you will find a summary total for the specific leave type. In this example, it is a summary total for days of annual leave, the total for all employees adding up to 13 days. 
    1. Below this summary total line, each pay number that annual leave was included with the total for that pay is listed. This will all add up to the total in the summary line (8)
  9. The TOTAL Leave Liability is a break down of leave types included 
  10. This figure displays the TOTAL leave liability for your business for the reporting period.

 

Pro Tip - Blue BlockPro Tip: This information can be generated as a CSV file and downloaded. You can open and view CSVs in any spreadsheet software. A specified to-date can be selected for this.

Viewing the Individual Employee's Report  

Scroll down this report page to view each individual employee's report. Here is an example of one of these reports:

EmployeeReports_Employee Total (2)

  1. The employee's name for the report is displayed here.
  2. This is the leave taken summary for this employee, showing the leave deduction (in days) for each pay.  This information can also be found in the employees Timesheet and Reporting tab 
  3. The TOTAL Leave Liability breakdown.
  4. This figure displays the TOTAL leave liability for this employee for the date requested. 

Other ways of accessing Employee Leave Liability

Employee leave liability can be viewed in several ways:
  • Generating other reports, such as quick reports and custom reports.
  • On the Timesheet. The individuals current liability will be displayed . This is a rolling balance and can not be displayed as at a  specified date.