Vacation status

Purpose

See the vacation status of every employee in one place: accrued hours, used hours and the remaining balance for each employee as of a chosen date, along with how the balance develops month by month. Previously this was only visible on each employee's individual payslip.

Path: Salary > Queries > Employee Vacation Leave Balance

The menu entry is called Employee Vacation Leave Balance; the page itself is headed Vacation status.

The report in the menu under Salary and Queries

Before you start

You need access to the salary queries. If Vacation status is not in the menu, the page has not been granted to your role.
The report counts vacation hours from the company's payroll runs, whether or not they have been posted to the ledger. Payment lines that have been cancelled are left out. The same rule governs the vacation lines on the payslip, so the figures should agree with it.
If the company does not record accrued vacation hours for its employees — vacation is paid out with wages as it is earned — there is no vacation balance. The report then shows an explanation instead of an empty table.

Fields and actions

Field or action	Description
Executed	The date the report was run. Shown on the right-hand side of the report header.
Employer	The company the report covers, with its registration number.
Include inactive employees	By default only active employees are listed. Tick this to include inactive employees in both sections of the report. The report refreshes as soon as the box is ticked.
Status as of	The reference date for the Employee status section. Only pay periods up to and including this date are counted, and the holiday year is derived from it. Defaults to today.
Search	Runs the section it belongs to. Each section has its own button: the upper one works with the reference date, the lower one with the date range for the monthly overview.
Filter	Filters by employee. It applies as you type and affects both tables, the Total rows, and the Excel, PDF and email exports.
Date from and Date to	The period covered by the monthly overview. Defaults to the last twelve months.
Copy to Excel	Exports both sections to an Excel file with two sheets. The three export icons sit at the top right of the report.
Convert to PDF	Produces a PDF containing both tables.
Email page	Opens the mail dialogue with the report attached as a PDF.
Total	The bold bottom row of each table. It sums the rows that are visible at the time, so it follows the filter.

Ticking Include inactive employees adds employees who have left to both tables

Instructions

To view employee status:

Go to Salary > Queries > Employee Vacation Leave Balance
Enter a date in Status as of, or keep today's date
Click Search
Tick Include inactive employees if employees who have left should be included
Use Filter to find an individual employee
Click a column heading to sort by that column

Employee status with its controls and the two-tier column header

The filter narrows both tables and the Total row recalculates for the visible rows

The table shows one row per employee:

Column	Description
Employee and SSN	Identifies the employee.
Current year – Accrued, Used, Remaining	Vacation hours for the current holiday year: what has accrued, what has been taken, and the difference.
Previous year – Accrued, Used, Remaining	The same figures for the holiday year before it.
Older years – Remaining	Unused balance from holiday years older than the previous one.
Total remaining	The employee's entire unused vacation balance, that is all accrued hours less all used hours.

Above the table you can see which holiday years are being shown, for example Current holiday year: 1.5.2026 - 30.4.2027 · Previous year: 1.5.2025 - 30.4.2026. If different holiday periods are registered on the employees' trade unions, it says instead that the holiday year varies by trade union, and each employee's holiday year is then shown in the Excel and PDF exports.

To view accrued vacation by month:

Enter Date from and Date to
Click the Search button below the dates

Accrued vacation by month: each employee's balance at the end of each month

The table lists employees as rows and one column per month in the period. Each cell is the employee's balance at the end of that month, not the movement within it: any balance carried in from before the period forms the opening balance, and hours are added or subtracted as the months pass. A bold Total row for the whole company sits at the bottom.

To export the report:

Set the dates and the filter so the report shows what you want to export
Click Copy to Excel, Convert to PDF or Email page

The Excel, PDF and email icons at the top right

Exports follow the filter. If the filter matches nothing, nothing is exported and the message Nothing to export - the filter matches no rows appears. If the filter narrows the report to exactly one employee, that employee's address is prefilled when the report is emailed. The file name contains the reference date, for example Orlofsstada_2026-08-10.

How the balance is calculated

The vacation status follows the same rules as the vacation lines on the payslip, so the figures should agree with it.

Accrued hours come from the salary item for accrued vacation hours (item 191) and used hours from the item for used vacation hours (item 192). Hours are counted by the pay period of the payroll run.
The holiday year runs from 1 May to 30 April under the Icelandic Holiday Act. The report reads the period from the trade union registered on the employee, under Salary > File administration > Trade unions, so the split between years will be wrong if it is registered incorrectly there. The current holiday year starts in the present calendar year if the month of the reference date is at or after the start month of the period, otherwise in the year before.
Used hours are drawn from the oldest balance first. They consume the older years first, then the previous holiday year, and finally the current one. This is why the Used columns for the previous and current year can show figures even though the time off was recorded at another point — the columns show which balance was consumed, not when it was taken.
Total remaining is always all accrued hours less all used hours, regardless of how they split across years.
Employees who have neither accrued nor used vacation hours do not appear in the report.

Result

You have each employee's vacation status as of the chosen date, split into the current holiday year, the previous year and older years, together with the total balance. The monthly overview shows how the balance develops, and both can be exported to Excel or PDF or sent by email.