Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2024-07-12
Concept: Absence Calculations

Concept: Absence Calculations

You can create numeric, boolean, and date calculations as part of accrual calculations or eligibility criteria in different parts of Absence Management. Examples: Time off plans, accruals. You can create simple calculations, or you can nest calculations by selecting an existing calculation as an operand of another. You can use these types of calculations:
  • Absence balances.
  • Aggregate.
  • Arithmetic.
  • Conditional.
  • Constant value.
  • Date constant.
  • Date extract.
  • Date difference.
  • Date increment.
  • Instance set comparison.
  • Lookup.
  • Lookup tables.
  • Value comparison.
Example: The monthly accrual for Betty Liu is based on her length of service. You can use these types of calculations to determine her accrual rate and to prorate this value by her full-time equivalent (FTE), respectively:
  • Lookup, for her length of service.
  • Arithmetic.
Workday only supports custom fields under specific conditions in calculations. See Concept: Requirements for Custom Fields in Calculations..

Using Workday-Delivered Report Fields in Absence and Payroll

Absence and Payroll share the same calculation engine. You can use some fields in both Absence and Payroll, while some are intended for use only in Payroll. Using a report field in the wrong product area can lead to issues such as stack-trace errors and incorrect calculations. To identify whether the field is suitable for use in Absence, check:
  • That the
    Category
     on the field includes
    Time Off
    .
  • The field name. Typically, field names ending with
    Period Start Date
     or
    Period End Date
    , are suitable for use in Absence. Field names ending with
    Sub-Period Start Date
     or
    Sub-Period End Date
     are suitable for use only in Payroll.
As you review your Absence configuration for Payroll only fields, keep in mind that the calculations might currently be in use by both Absence and Payroll. Before you edit a calculation in Absence, check the usage to make sure that it's not also in use in Payroll. If it's in use in Payroll, create a new calculation for use in Absence.
You can use these report fields and instance value calculations (IVCs) to pull worked hours into absence calculations.
Report Field or IVC
Description
Pay Component for Workday Payroll Related Payroll Result Line
This report field provides the pay component of the Workday Payroll related payroll result line. Use to retrieve worked hours for specific pay components.
Payroll Hours Related Result Lines for Period
This report field provides completed hours for the worker where the result lines are for prorated or unprorated hours-related calculations and the period end date is within the date range of the absence period.
Payroll Hours Related Result Lines YTD
This report field provides completed hours for the worker where the result lines are for prorated or unprorated hours-related calculations and the period end date is within the date range of the balance period start and end dates.
Workday Payroll Related Result Line Amount
This IVC provides the amount of the Workday Payroll related result line.
Example: To calculate the amount of time off to grant Betty Liu each period, you want to:
  • Sum the number of hours she's paid for in a period.
  • Multiply the sum of hours worked by 0.25 hours of vacation per hour worked.
You can create:
  • An aggregate calculation that uses the
    Payroll Hours Related Result Lines for Period
     report field to sum the actual hours that Betty Liu works.
  • An arithmetic calculation that uses the result of the aggregate calculation.

Unsupported Periods in Absence

Workday doesn't support using calculations that reference academic pay periods or disbursement plan periods in Absence calculation fields as they don't use Absence period schedules. See: