Overview
This article explains how to run the Leave Liability As At Date report and what to expect from the results.
You can use the Leave Liability As At Date report to view employee leave liability balances as at a specific point in time.
⚠️ Important: This report is not identical to the standard Leave Liability Report available under Payroll Admin > Leave Reports.
Because of differences in how historical calculations are processed, we recommend the following:
Run the standard Leave Liability Report every month, even if not immediately required
This ensures you always have a consistent format
It also ensures balances reflect current hourly rates at the time of running
Only adjust the “As At Date” when running the historical report
Do not customise or modify other report settings
The report is complex and designed specifically to reconstruct historical leave balances
Changing filters or configuration may produce inaccurate results
Additional items to consider:
- This report cannot be used for future dated leave forecasting.
- The format isn't exactly the same as the standard leave Liability Report that you run from the Payroll Admin tab > Leave Reports menu - so it is recommended to run this leave liability report each month whether you need it or not and that way you will always have the same format and the current hourly rate at that time.
- When running this As At report, other than putting in the Date as per the instructions, please do not try to customise it in any other way to get a different outcome.
The report is very complex in the back end to be able to go back in time and undo accruals and leave taken as at a set date. - This report result also only gives the accrual balances based on the period end date of the pay run and not pro rata'd up until the date you have specified.
For Example - if As at Date is 30/6/26 and the closest Pay Run Period end date is 20/6/26 then it will be the balance as at that 20/6 date. - The Hourly Rate shown on the report is the employee Current Hourly Rate, it is not possible for this report result to retrieve the historical Hourly Rates.
How the “As At Date” Works
The report calculates leave balances based on the nearest Pay Run Period End Date prior to the date selected.
Example:
If the As At Date is 30/06/2023
And the closest pay run period end date is 20/06/2023
The report will show balances as at 20/06/2023
Limitations to Be Aware Of
The report does not pro-rata leave accruals up to the selected As At Date
It only uses completed pay run period end dates
Hourly rates shown in the report are current rates, not historical rates
Historical pay rates cannot be retrieved in this report
How to Run Leave Liability Report As At a Specific Date in the Past
If you need to run a Leave Liability Report as at a specific date in the past then you can follow these steps to access and then customise the As At Date on your own report.
1. Navigate to the Payroll Admin tab > Leave Reports > PR-Employee Leave Accrued Liability (as at period end) - Click on this
2. You then have to edit this search as the date is currently as at 01/07/2021 by default, proceed to Click on Edit this Search button.
3. On the Criteria Tab you will see a Start Date line and Description field (see below), Click in the Start Date box. To the right you should see an icon with an upwards arrow - Click on this arrow box.
4. Now you can enter the date that you want to run the leave liability report as at. Then click the Set button.
You will then be redirected to the below screen/Criteria Tab.
Make sure you click on the OK button (yellow arrow below) against the Start Date line.
5. Now you can rename the Search Title field with something that best communicates to you, the click the Save As button.
If you wish you can then Add this Report to your Shortcuts dashboard so you can easily access this in the future.
Summary
This report is designed for historical leave liability estimation using pay run period snapshots. For ongoing accuracy and consistency, it is best practice to also run and retain the standard Leave Liability Report on a monthly basis.