Difference Between “Total” and “Deduct” Amounts in the Time‑Off Summary Report
When reviewing the Time‑Off Summary Report in PurelyHR, users will notice two important columns: Total and Deduct. While they may appear similar, they represent two different concepts, especially when evaluating activity across different calendar years, non‑deductible types, or Time‑Off Types that deduct from others.
This article explains what each value means and why they may differ.
What “Total” Represents
Total reflects the number of hours physically taken by the employee within the calendar year being viewed.
- It does not depend on when the hours were deducted.
- It simply reports when the time‑off occurred.
Example:
If an employee takes a day off on March 15, 2025, the hours will appear under Total for the 2025 calendar year, no matter when they were deducted.
What “Deduct” Represents
Deduct reflects the number of hours deducted from an employee’s balance within the calendar year being viewed.
- This is tied to when the balance was reduced, not when the time‑off was taken.
- Deduction and usage may not always fall in the same calendar year.
Example:
If a time‑off request for January 2, 2025 is submitted, approved and deducted in December 2024, the system will deduct the hours from the 2024 balance.
- Total → 2025
- Deduct → 2024
Why “Total” and “Deduct” May Not Match
There are several valid reasons these two values can differ.
1. Future Calendar Year Requests
When an employee requests time‑off scheduled for a future year, the deduction can occur in the current year depending on your account settings.
Scenario:
Requested date: January 5, 2026
Request submitted/approved: December 2025
- Totals → Appears under 2026, because the time‑off is physically taken then.
- Deduct → Appears under 2025, because the hours were deducted before the renewal.
2. Past Requests Added After a Calendar Year Renewed
If a past-dated request is added or approved after a new calendar year begins, the system will:
- Record the time‑off under Total for the year it happened
- Deduct the hours from the current year (because the previous year has already closed)
Scenario:
A 2024 request is submitted in January 2025.
- Totals → 2024
- Deduct → 2025
3. Non‑Deductible Time‑Off Types
Some Time‑Off Types are configured as Non‑Deductible.
These hours will never reduce a balance.
They appear in:
- Totals → Yes
- Deduct → No (always 0)
Example:
Jury Duty, Bereavement, or any other non‑deductible type.
4. A Time‑Off Type That Deducts from Another Balance
Some Time‑Off Types deduct from the balance of a different Time‑Off Type.
Example:
Family Leave may be configured to deduct from Personal Leave.
- The employee physically takes Family Leave
→ Appears under Total for Family Leave - But the deduction happens from Personal Leave
→ Appears under Deduct for Personal Leave
This is expected behavior for combined or linked Time‑Off Types.
Summary Table
| Scenario | Totals | Deduct |
|---|---|---|
| Future request deducted early | Year time‑off is taken | Year deduction occurred |
| Past request submitted after renewal | Year time‑off was taken | Current year |
| Non‑deductible type | Shows usage | Always zero |
| Type deducts from another | Usage shows under the type taken | Deduction shows under the linked type |
Need More Help?
If you need assistance reviewing specific employee records or Time‑Off Type settings, reach out to the PurelyHR support team and we’ll be happy to help.