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PTO balance report

Use BambooHR exports to build a PTO balance report for each employee. It includes accrued PTO, approved time off taken, carryover, and remaining balance.

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Someone typed

“show each bamboohr employee’s pto accrued, approved pto taken, carryover, and remaining balance this year from the time off requests; count only approved requests, ignore pending ones, and include carryover in the leftover total”

The agent read it as

show each BambooHR Employees employee’s pto accrued, approved pto taken, carryover, and remaining balance this year from the BambooHR Time Off Requests and BambooHR Time Off Policies; count only approved requests, ignore pending ones, and include carryover in the leftover total, including November's accrual

What the agent built

5 steps, each one an ordinary Mammoth step you can open and change.

File

BambooHR Employees

CSV export · 12 rows

File

BambooHR Time Off Policies

CSV export · 12 rows

File

BambooHR Time Off Requests

CSV export · 32 rows

Step

Calculate year-to-date accrual

Step 1

Step

Total approved PTO taken

Step 2

Join

Add policy balances

12 of 12 paired

Join

Add approved time off

12 of 12 paired

Step

Calculate remaining balance

Step 5

Result

Employee PTO Balances

12 rows

Schedule

Runs when you say

Proposed

File
BambooHR Employees
CSV export · 12 rows
File
BambooHR Time Off Policies
CSV export · 12 rows
File
BambooHR Time Off Requests
CSV export · 32 rows
Step
Calculate year-to-date accrual
Step 1
Step
Total approved PTO taken
Step 2
Join
Add policy balances
12 of 12 paired
Join
Add approved time off
12 of 12 paired
Step
Calculate remaining balance
Step 5
Result
Employee PTO Balances
12 rows
Schedule
Runs when you say
Proposed

Checked on the sample files: every step ran, 12 rows came out, and the join paired 12 of 12 rows; the join paired 12 of 12 rows.

Download BambooHR Employees sample (12 rows)BambooHR: Employees > Directory > Export CSV
Download BambooHR Time Off Policies sample (12 rows)BambooHR: Time Off > Policies > Export CSV
Download BambooHR Time Off Requests sample (32 rows)BambooHR: Time Off > Requests > Export CSV

What you get back

The result of that run, the rows to look at first.

Employee PTO BalancesSample data12 rows

Employee	PTO accrued	Approved PTO taken	Carryover	Remaining balance
Ava Mendoza	88	64	16	40
Noah Patel	102.67	64	24	62.67
Mia Chen	80.67	56	8	32.67
Ethan Brooks	110	48	0	62
Lila Turner	88	120	16	-16
Owen Reed	95.33	56	12	51.33
Zoe Kim	110	120	20	10
Caleb Stone	73.33	80	8	1.33
Sofia Diaz	102.67	80	16	38.67
Jasper Wells	88	80	8	16
Nina Lopez	80.67	40	12	52.67
Leo Gardner	110	96	0	14

12 rows in the result. Sample data: illustrative figures, not business results.

How do you show each employee’s PTO accrued and remaining balance this year?

Export BambooHR Employees, Time Off Requests, and Time Off Policies. This workflow calculates year-to-date accrual, counts only approved time off, adds carryover, and shows each employee’s remaining balance for the year, including November accrual.

How it works

How to use the Employee PTO Balances workflow

1Get early accessWe invite people in small batches, job by job. You'll land on this workflow, already built and checked on the sample files.
2Swap in your exportsUpload your own files as they come out of your tools. The agent checks the workflow on your rows.
3Change it in words, then turn it onSay what to change and see the new result before anything saves. Then choose when it runs.

Employee PTO Balances: questions

What export should you use?

Use the exported BambooHR Employees file, Time Off Requests file, and Time Off Policies file. The workflow reads those files and builds the report from them.

What happens to rows that do not match?

Rows that do not match the employee or policy rules are left out of the final totals. Approved requests are counted, while pending requests are ignored.

How do you change the rules?

Edit the steps in plain words, such as which requests to count, how to total accrual, and whether to include carryover. Then run the workflow again on fresh exports.