Manage Your Time Off and Leave of Absence

The Absence application located on the Workday homepage is your main area to complete activities related to reporting absences and requesting time off.

On this job aid:

On your Home Page under Your Top Apps, click View all Apps,


 

When you click on the Absence application, there are three main areas to review:
absence app

• Request: this section is where staff can report absences and request scheduled time off
• View: this section is where staff can review any input time off, balances, and time off results by period
• Available Balance as of Today: this section provides a quick view summary of accrued hours

Reporting Time Off

If you miss scheduled work days because of illness or another reason, you will need to report these absences as time off. In most cases unscheduled absences will be for unforeseen sick time and emergencies. Unpaid absence times will reduce pay for that period. Other absences such as vacations and personal holidays should be scheduled in advance. Time is accrued differently for benefits eligible employees, student employees, non-benefits eligible, temporary, and seasonal staff. Absence requests will remain in the Time Approvers queue till it is approved. 

Absence types may include:

• Bereavement Leave
• Birthday
• Jury Duty
• Personal Time
• Sick Time
• Vacation Time
• FMLA
• Leave if Absence without pay

View Time Off and Leave of Absence

From the Absence application:

absence app

1. Click My Absence under the View section.
   view absence
   
   
2. A report of your Absence Request displays. The first tab will display your absence requests.
   
   
3. Click the Absence Balances as of Current Date tab to see your absence balances as of today's date. Depending on the type of absence plan, Workday tracks balances in either days or hours.

View Time Off and Leave of Absence Balances as of a Certain Date

From the Absence application:

1. Click the Absence Balance button under the View section.
2. Enter a date in the As Of field.
   
   balance
3. Click OK. The report Balances As Of Date displays reflecting the dates entered. Depending on the type of absence plan, Workday tracks the balances in either days or hours.
   

Submit Time Off and Leave of Absence Requests

From the Absence application:
absence app

1. Click Request Absence under the Request section.
   
   request absence
   
   
   
   

2. The unified absence calendar displays.
   unified calendar

   Note

   You will be able to see your other coworkers' absence requests by clicking View Teams. This gives insight into when your coworkers will be absent and decrease the likelihood of too many workers being out at the same time.

   
   
   

3. If your request is for one day or falls within the same month, Click the day you wish to take off or click and drag to select multiple days. Click a selected day to deselect it.
   calendar
   
   
4. (Optional) Click the Select Date Range button to enter an extended date range. This is useful when entering an absence request that might extend into a different month or over a long period.|
   
   date range
   
   
5. Click Request Absence. The number of days you requested displays dynamically on the button to help confirm your request.
6. Select the type of absence requested. Your options will include both time off and other absence types.
   
   Absence type
   
7. Click Next.
8. Quantity per day may default to a set amount or to your daily scheduled hours, depending on whether balances are tracked in days or hours.
   

9. (Optional) To change the Quantity of hours per Day (partial day requests), click Edit Quantity per Day. Enter the desired amount and any needed comments. You can also update all quantities to the same amount at once, using the Update All Quantities field. Click Done.

    request absence

10. Attach any appropriate supporting documents by dragging them to the Attachments field or clicking Select files.
11. Click Submit. You can view the status of your request at any time by returning to the My Absence report. Paid time off will route to your manager for approval.  Leaves of Absences will route to Employee Services for approval.

Cancel a Submitted Time Off Request

Submitted time off requests that have not yet been approved can be canceled. Once approved, you must correct the request to cancel it. 
From the Absence application:

1. Click Request Absence or Correct My Absence to access the unified absence calendar.
2. Click the time off entry on the calendar.
   
   
3. Click Cancel this Request.
   
   cancel request
   
   
4. Enter a comment. Commenting is required for cancellation.
   
   
   
5. Click Submit, then Done. No approval is required.

Cancel a Submitted Leave of Absence Request

You can cancel leave of absence requests that have been submitted but not yet approved. Once approved, you must correct the request to cancel it. From the Absence application:

1. Click Request Absence or Correct My Absence to open the unified absence calendar.
2. Click the leave of absence entry on the calendar.
3. Click the Absence Event's Related Actions.
4. Click Business Process > Cancel.
   
   event absence
   
   
5. Click Business Process > Cancel.

6. Enter a comment. Commenting is required for cancellation.

7. Click Submit, then Done. No approval is required.

   Note

   The user experience to cancel an absence request is different from time off request when initiated from the absence calendar. It is also possible to cancel both times off and leave of absence requests in the same manner. From your Inbox Archive tab, access the absence request and click Cancel to initiate the cancellation. The Archive tab only includes absence requests completed within the last 30 days.

   Modify Previously Submitted and Approved Time Off Requests

   From the Absence application:

1. Click Request Absence or Correct My Absence to access the unified absence calendar.
2. Click the time off entry on the calendar. Approved time will display in green.
   
   
   correct absence
   
   
3. Select the days you want to correct or click the Remove Row icon to remove the days.
   correct
   
4. In the Type field, enter the new type of time off (if applicable).
5. Enter an adjustment to requested hours in the Quantity per Day field.
6. Scroll down to attach any documentation to the request.
   
   
   
7.  Click Submit

View Time off

From the Absence application:
absence app

1. Click My Absence under the View section.
   
   
   
   
2. Under Absence Request tab, all requested time off will display:
   
   
   
3. Click on the Time Off Balances as of Current Date tab to review the accruals based on the specific time off plan.
   
   

Manage Your Time Off and Leave of Absence - Mobile

Sync Calendar Information – iPhone, iPad, & Android

The Time Off app allows you to see personal events when you request time off by syncing your personal calendars.
From the Time Off app:

1. Click Next when prompted to connect your calendars.
2. Click OK when prompted to allow Workday access to your calendars.
   
   
   connect calendar
   
   
3. Click OK when prompted to allow Workday access to your calendars.
4. Select which calendars to connect to Workday and click Connect to view personal calendar information in your Workday calendar.

Request Time Off - iPhone & Android

The Time Off app displays your time off balances and time off details. You can also use it to request time off.
From the Time Off app:

1. Tap the days you want to request for time off to highlight them. You can tap a highlighted day to deselect it.
   
   
   
   
   
2. Tap Next.
3. Select the Time Off Type. The Review Time Off screen displays.
4. (Optional) Tap a day to adjust the number of requested hours for each day and enter a comment.
5.  Tap Submit (Tap Done if on Android). A confirmation page displays. Your request routes to your manager for review and approval.

Request Time Off - iPad

The Time Off app displays your time off balances and time off details. You can also use it to request time off.

1. Tap the Time Off app.
2. Select the days you want to request for time off. Tap a highlighted day to deselect it.
   
   
   
   
   
3. Tap Next.
4. Select the Time Off Type. The Review Time Off screen displays.
5. (Optional) Tap a day to adjust the number of hours you request off each day. If necessary, you can enter a comment with this change. Tap Delete Day if you need to remove a day from this screen.
6. Tap Submit. A confirmation displays. Your request routes to your manager for review and approval.

Correct Time Off - iPhone

From their mobile devices, employees can correct time off that has been approved by a manager.
From the Time Off app:

1. Tap Request Time Off.
2. Select existing time off.
3. Update hours, as desired.
4. Click Submit.