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Administrator Guide
Last Updated: 2025-05-02
Create Time Offs

Create Time Offs

Security: Set Up: Time Off (Calculations - Absence Specific) domain in the Time Off and Leave functional area.
You can create definitions for time offs, enabling workers to record time away from work. When workers request time off, they can select from the time off definitions for which they're eligible.
  1. Access the
    Create Time Off
     task.
    As you complete the task, consider:
    Option Description
    Code
    Enter a time off code for web services and EIB uploads.
    Require Position on Time Off Request
    Select to:
    • Require workers on a worker-based plan to enter a position to request time off against.
    • Use the approval step on the
      Request Time Off
       business process to route the request to the specified security group for approval.
      Example: If
      Group
       is set to
      Manager
      , Workday routes the request to all managers. However, the position in the request helps managers identify who should take action. If you specify a
      Routing Modifier
       on the approval step, when workers have 2 positions, Workday can route the request to either the primary manager or non-primary managers. By adding a condition rule that evaluates whether the request includes time off entries for the primary position or additional positions, you can route requests to the relevant managers based on which positions are included in the request. If there are multiple non-primary managers, Workday routes the approval to all additional managers. See Set Up Multiple Position Routing.
    • Automatically pay the worker's pay rate on the payslip.
    Time Off Type
    When you use the same time off type with more than 1 time off, ensure that workers are eligible for only 1 time off at a time. This prevents workers from requesting more than 1 time off with the same name and reducing their time off plan balance twice.
    Allow to Sell Time Off
    Select to enable:
    • Eligible workers to sell back any portion they accrued from this time off.
    • Setting up the options for sell time off on the
      Sell Options
       tab.
    Hide From Time Tracking
    When selected, workers can only enter time offs using the Absence Management
    Request Absence
    ,
    Request Time Off
    ,
    Enter Absence
    , or
    Enter Time Off
     tasks.
    Picked up by Payroll Interface one Period in Arrears
    Select to include time off:
    • From the prior processing period.
    • Taken before the prior period start date but approved after the last payroll interface run.
    Clear to include time off:
    • From the current period.
    • Taken in prior periods but approved after the last payroll interface run.
    Visible for Team Absence
    Select to make this time off available for selection on the team calendars.
    Comments
    Enter a high-level summary on the time off to explain what to use it for and any calculations you had to create.
  2. As you complete the
    Details
     tab, consider:
    Option Description
    Priority
    Assign a priority for processing the time off when multiple time offs subtract from the same time off plan. Workday processes time offs in the order from highest priority to lowest when a worker takes more than 1 time off during the same processing period. Enter a unique value as the priority for each time off. Example: Multiple time offs subtract from the same time off plan balance, and a worker requests absence against each time off object during the same processing period.
    The priority, combined with a lower time off limit on the time off plan and limit override value on the time off, or both, can affect paid and unpaid time off.
    Adjustments Allowed
    Select to allow adjustments to be made on this time off.
    Hide from Worker Self Service
    Select to prevent workers from requesting time off through self-service pages.
    Alternatively, you can set up segmented security for time off to control access to specific time offs using time off security segments and segment-based security groups. When you opt in to this feature, Workday removes this check box.
    Selecting the check box doesn't prevent workers and managers from viewing workers' time off balance. Also, managers can select the time off when entering time off on behalf of workers.
    Time Calculation Tag
    Select time calculation tags to assign to time off units.
    Workday Time Tracking uses time calculation tags to identify time off units in time calculations and totals. Example: Display time off totals to workers when they enter time.
    Entry Option
    Select an option to specify how workers can enter requests for the time off:
    • Enter through Time Off Only
       (using the Absence Management
      Request Absence
      ,
      Request Time Off
      ,
      Enter Absence
      , or
      Enter Time Off
       tasks).
    • Enter through Time Tracking Only
      .
    • Enter through Time Tracking or Time Off
      .
    Display Start and End Time
    Displays when you select an
    Entry Option
     value of
    Enter through Time Off Only
    .
    Select for workers to enter values for start and end times when entering time off.
    Start and End Time Required
    Displays when you select an
    Entry Option
     value of
    Enter through Time Off Only
     and the
    Display Start and End Time
     check box.
    Select to require workers to enter values for start and end times when entering time off.
    Calculate Quantity Based on Start and End Time
    Displays when you select 1 of these
    Entry Option
     values:
    • Enter through Time Off Only
       and the
      Start and End Time Required
       check box.
    • Enter through Time Tracking and Time Off
      .
    Select to prevent workers from overriding the number of hours for the daily quantity. When you select the check box:
    • The quantity of time that workers request per day equals the duration of time between the start time and end time.
    • Workday ignores the daily quantity default.
    • Workday automatically selects the
      Display Start and End Time
       and
      Start and End Time Required
       check boxes.
    • Workday populates the
      Daily Quantity
       value on the time off request, so workers can't override the value.
    Available on the
    Edit Time Off
     task when the time off is linked to an hour-based plan only.
    When you don't select the check box, workers can override the number of hours for the daily quantity when entering time off. Example: You select the
    Display Start Time and End Time
     check box on the time off. A worker later requests time off and enters a start time of 8:00 AM and an end time of 5:00 PM. Workday autopopulates the
    Daily Quantity
     field with 9 hours, but the worker can override this value by entering 8 hours.
    Enable Crossing Midnight
    Available only when you select 1 of these
    Entry Option
     values:
    • Enter through Time Off Only
      , and you also select the
      Display Start and End Time
       check box.
    • Enter through Time Tracking Only
      , and you also select the
      Calculate Quantity Based on Start and End Time
       check box.
    • Enter through Time Tracking or Time Off
      , and you also select the
      Calculate Quantity Based on Start and End Time
       check box.
    Note: We disable the
    Enable Crossing Midnight
     check box when you select 1 or more tags from the
    Time Calculation Tag
     prompt.
(Optional) Configure the other tabs based on your business requirements. See Steps: Create a Time Off.