Workday-HCM: Request and Manage Time Off

Overview:

This document explains how employees can request Time Off, Leaves of Absences, and how to request a return from a Leave of Absence.

Please note that Time Off corrections/cancelations must be done on a computer via the Workday Site. The mobile app will not allow for cancelations.

Videos Associated:

The recommended browser for accessing Workday is Google Chrome. However, Mozilla Firefox and Apple Safari may also be used.

Considerations by Institution

Communication with your manager, department, or Human Resources department should continue to

take place outside of Workday regarding an employee’s time away from work.

Icons referred to in this document

Menu

Prompt

Required Field

Request Time Off

Notes:

Time Off requests are typically shorter breaks from work, normally less than two weeks.
Please refer to your institution’s policy for time off and definitions for Absence types.

Select the Absence application under the Menu.

Note: If you do not have the Absence Application, refer to the Getting Started in Workday job aid to learn how to add applications.

Select Request Absence under the Request column.

The Absence Calendar displays.
Select the day(s) you will be away from on the Absence Calendar.

Notes:

You can select or drag on the calendar the days you will be away. Or you can select a date range.
You can view your time off balance on the left side of the calendar.
If you are not taking a full day off, you can modify your request with the Edit Quantity per Day

option.

Select Request Absence on the bottom left of the screen once you have chosen your date(s).
Select the type of absence you are requesting in the Type Prompt on the Select Absence Type pop up.

Note: Please refer to your institution’s policies regarding which absence type to select and the definitions of the different absence types.

Select Next.
Adjust your request on the Request Absence screen.
(Optional) If you are not requesting full days off, you can select Edit Quantity per Day to request specific hours off.

Note: On the Edit Quantity per Day pop up, adjust the hours and provide comments regarding your absence request as needed.

(Optional) Enter any comments in the Comment text box for your absence approver’s review.
(Optional) Attach any supporting documentation needed for your absence request.

Note: Some types of absences requests may require specific documentation.

Select Submit.

Notes:

An Absence Request will be sent to your manager for their review.
You will receive a notification if your request was successfully completed, denied, or corrected.

Request Leave of Absence

Notes:

Leave of Absence is longer in duration and typically requires documentation to receive approval. Examples include FMLA, disability, or sabbaticals.
Please refer to your institution’s policy regarding definitions for Leave of Absence.

Select the Absence application under the Menu.
Select Request Absence under the Request column.

Select the days you will be away from work on the Absence Calendar.

Notes:

You can select or drag on the calendar the days you will be away. Or you can select a date range.
You can view your time off balance on the right of the calendar.

Select Request Absence on the bottom left of the screen once you have chosen your date(s).
Select the Type Prompt on the Select Absence Type screen and choose Personal Leave of Absence. Note: Please refer to your institution’s policies regarding which absence time to select for your specific Leave of Absence.

Select Next.
Adjust your request on the Request Absence screen as needed.
Select the Reason Prompt to specify your leave of absence.

Note: On the Edit Quantity per Day screen, you can adjust the hours and provide comments regarding your absence request.

(Optional> Enter any comments in the Comment text box for your absence approver’s review.
(Optional) Attach any supporting documentation needed for your absence request.

Note: Some types of absences requests may require specific documentation.

Select Submit.

Notes:

An Absence Request will be sent to your manager for their review.
You will receive a notification if your request was successfully completed, denied, or corrected.

Request Return from Leave of Absence

Notes:

Once an employee is aware of their ability to return to work from a Leave of Absence, they need to complete the Request Return from Leave of Absence.
Please refer to your institution’s policy regarding a return from a Leave of Absence.

Select the Absence application under the Menu.
Select Return from Leave of Absence under Request column.

Select the First Day Back at Work and specify the date you will return to work.
Select the checkbox next to the specific leave of absence in the Request Return from Leave of Absence screen.
Select the Actual Last Day of Absence to verify your last day of leave.

(Optional) Provide any comments in the Comment text box.
(Optional) Attach any documentation needed for your return.
Select Submit.

Notes:

The Human Resources Department will receive an Absence Return notification for their review.
You will receive a notification if your request was successfully completed, denied, or corrected.
A Delegation notification will be sent to the employee for their review. See Delegation Job Aid for more information.

View My Absence and View Absence Balance

Select the Absence application under the Menu.
Select My Absence under the View column.

Select Absence Requests tab to view a list of all requests and their status.
Select Absence Balances as of Current Date tab to see a detailed list of remaining time for categories like Sick, Personal Leave, Vacation, etc.

Notes This information is based on approved requests as of the date viewed.

(Optional) Select the Absence application from the Menu and select Absence Balance to view your balances as of a specific date.