Upcoming usage helps you to track time off requests that have been submitted or approved, but not yet paid out. This article explains how we calculate the amount.
What is it?
Upcoming Usage refers to time off requests that have a status of Submitted or Approved, fall within the upcoming usage period, and have not yet been paid out. The upcoming usage period includes the previous, current, and all future pay periods. Time off is considered paid out when the hours appear on an employee's paystub.
Calculating upcoming usage
- Verify pay period dates: Navigate to the employee’s timesheets, and note the start and end dates for the previous, current, and future pay periods.
- Add up submitted and approved time off requests: Navigate to the employee’s time off requests, and add up the hours for the relevant time off type (such as Vacation) that have a status of Submitted or Approved and fall within the pay period dates noted in step 1.
- Add up paid out time off on paystubs: Navigate to the employee's paystubs, and add up the time off hours for the pay period dates noted in step 1.
- Calculate upcoming usage: Subtract the hours that were paid out (step 3) from the hours requested (step 2.)
Example: If an employee requested 16 hours of Vacation last pay period, and 14 hours were paid out on their last paystub, their Upcoming Usage would be 2 hours.
Negative upcoming usage
Negative upcoming usage may appear if time off is manually added to timesheets without going through an approved time off request.
Example: John Doe’s upcoming usage starts at 0. His manager manually adds 8 hours of Vacation to his timesheet instead of submitting a time off request on his behalf. Once the timesheet is processed, and the Vacation time is paid out on John's paystub, his Upcoming Usage becomes -8.