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Administrator Guide
Last Updated: 2024-10-04
Steps: Transfer Time Off Balances

Steps: Transfer Time Off Balances

Review setup considerations for absence balances.
You can only transfer balances for time off plans that:
  • Allow overrides.
  • Aren't position-based.
  • Don't have expiring accruals configured.
  • Track balances.
Transfer balances from a time off plan to another, pay out time off balances, or both, when a worker loses eligibility for a time off plan.
Example: Kristin relocates from New York to Paris. As a result, she loses eligibility for the
USA Paid Time Off
plan and gains eligibility for the
FRA Paid Vacation
 plan. Transfer her current balance of 80 hours to her new time off plan.
You can't transfer negative time off balances.
  1. Add these action steps to the
    Change Job
     business process:
    • Maintain Time Off Plan Transfer Balance
    • Update Time Off Requests
    See Edit Business Processes.
  2. (Optional) Access the
    Maintain Time Off Unit of Time Conversion Calculations
     task.
    Configure unit conversions when you transfer balances to a time off plan that uses a different unit of time. Example: Convert 8 hours to 1 day.
    Security:
    Set Up: Time Off (Calculations - Absence Specific)
     domain in Time Off and Leave functional area.
  3. (Optional) Map default time off plans for balance transfers and time offs for balance transfer adjustments.
    1. Access the
      Create Time Off Plans
       task.
    2. Select a
      Balance Transfer Default(s)
      .
    3. Select a
      Time Off for Balance Transfer Adjustment
      .
  4. (Optional) Update eligibility to allow workers to gain eligibility for a time off plan, based on the effective date of their balance transfer, and not the period start and end dates of the plan.
    1. Access the
      Create Time Off Plans
       task.
    2. On the
      Eligibility
       tab, use the
      Time Off Eligibility Impacted Mid Period
       logic calculation in an eligibility rule.
      Workday recommends that you use this calculation only for eligibility rules in time off plans and not for calculations in accruals or scheduling rules.
      To prevent errors and resolve the calculation for null values when transferring balances, Workday uses default values of
      1/3/0001
       and
      1/2/0002
       for the transfer balance effective date.
  5. Transfer a worker's current balance to their newly eligible plans, pay out their balances, or both.
    You can review tasks for the
    Maintain Time Off Plan Transfer Balance
     action step in
    My Tasks
     when a worker loses eligibility for a time off plan. If their time off plan has balance transfer defaults, they automatically populate in the
    Maintain Time Off Plan Transfer Balances
     task and you can change them as necessary.
  6. Change the time offs in a worker's time off requests to time offs that are compatible with their newly eligible plans.
    You can review tasks for the
    Update Time Off Requests
    action step in
    My Tasks
    . If a worker has time off requests that occur after the effective date of the time off plan eligibility change, the task prompts you to update future time off requests.
When a worker loses eligibility for a time off plan, Workday automatically displays events in
My Tasks
 prompting you to:
  • Transfer the worker's time off plan balances.
  • Update any time off requests.
When the balance transfer successfully completes, you can view the updated balance on any task or report that displays the balance.
This example illustrates how you can use the
Time Off Eligibility Impacted Mid Period
 logic calculation in an eligibility rule on these tasks:
  • Create Time Off Plan
  • Edit Time Off Plan
Workers at Global Modern Services in San Francisco or Boston are eligible for either of these time off plans, based on their job location, or whether they become eligible midperiod due to a job change:
  • Semi-Monthly (Worker-Based Time Off Plan CA)
  • Semi-Monthly (Worker-Based Time Off Plan MA)
You set the
Country / Country Region
 values on the
Eligibility
 tab of the time off plans to
California
 and
Massachusetts
, respectively. On the
Semi-Monthly (Worker-Based Time Off Plan MA)
 time off plan, you add a logic calculation to the
Worker Eligibility
 grid with:
Operator
Calculation
OR
Time Off Eligibility Impacted Mid Period
Alex Jones changes job location from San Francisco to Boston on 2015-12-29. You can enter a time off request against
Monthly (Worker-Based Time Off Plan MA)
 for Alex for 2015-12-25 and 2016-01-02 because they changed job midperiod, but not for 2015-12-10.
Optionally, you can use the
Maintain Time Off Override Balances
 task to view or edit the worker's balance in previous and new time off plans. You can also use the
Maintain Accrual and Time Off Adjustments/Overrides
 task to view or edit payout adjustments, if any. Any edits you make on these tasks override the edits on the
Maintain Time Off Plan Transfer Balances
 task.