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Administrator Guide
Last Updated: 2024-08-23
Place Workers on Leave

Place Workers on Leave

  • Set up a leave of absence.
  • Configure the
    Request Leave of Absence
     business process and security policy in Time Off and Leave functional area.
Place a worker on leave when they’re unable to access Workday to enter their own request. Example: Long-term sick leave.
  1. Access the
    Place Worker on Leave
     task.
  2. Enter the leave dates:
    Field
    Description
    Last Day of Work
    Workday automatically populates this field with the date before the
    First Day of Absence
    .
    First Day of Leave/Absence
    The worker's business site location on the day controls the available
    Leave Type
     values.
    Estimated Last Day of Leave/Absence
    Workday considers a worker off leave the day after this date.
    The total length of the leave of absence must be less than 50 years.
  3. Select the
    Leave Type
     to identify why the worker is taking a leave of absence.
  4. If applicable, select the
    Position
     to which this leave applies.
    • If you select position-based leave, the
      Position
       prompt becomes enabled. When a worker has only 1 position that is eligible for the leave, Workday displays that position.
    • If the worker is taking a leave of absence for all positions, enter a separate request for each position.
    • A plus sign (+) after the name of a position identifies it as a secondary position.
  5. (Optional) If applicable, select a previous event of this leave type in the
    Links back to Prior Event
     field.
    This field is available when:
    • The leave type has entitlements per event.
    • This leave event is in the same balance period as a previous event of the same leave type.
    Linking events enables them to draw from the same entitlement balance. When workers have multiple eligible prior leave of absence events, you can select which event to link to. Intermittent time off is an exception. Workday draws from the balances of eligible events in chronological order, depleting the balance for the first event, before moving on to the next.
  6. When the location of the worker or position is Canada, enter the
    Last Date for Which Paid
    .
    Workday automatically populates this field with the value of
    Last Day of Work
    .
  7. Attach any documentation required for the leave.
    You can attach supporting documents when:
    • Reviewing and correcting requests.
    • Returning a worker from leave.
  8. Click
    Submit
     or
    Save for Later
    .
    If you click
    Save for Later
    , you can access the request from
    My Tasks
     and click
    Revise
    .
    When you configure a leave type for balance tracking, requests in a
    Save for Later
     status don't reduce the available entitlement balance.
When you submit the request, Workday routes it to the
My Tasks
 of the appropriate reviewers. Reviewers can approve, deny, or return the request for revision. They can also change the leave return date and include attachments.
If the leave type inactivates the worker, Workday automatically sets the worker's status to inactive upon approval of the request. To correct or rescind the event, select it as a related action on the leave request from the
View Worker History
 task.
To view leaves of absence, use these reports:
  • Workers on Leave
    .
  • Leave Results for Worker (includes leave balance)
    .
  • Leave Results for Organization (includes leave balances)
    .
  • Workers Returning from Leave
    .
  • Maintain Worker Documents
    .