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Administrator Guide
Last Updated: 2023-06-23
Create Absence Case Groups

Create Absence Case Groups

Security:
  • Set Up: Leave of Absence
     domain in the Time Off and Leave functional area.
  • Set Up: Time Off
     domain in the Time Off and Leave functional area.
Absence case groups define the conditions that automatically initiate absence cases for workers. Groups are based on a set number of days of absence in a defined period.
Absence case groups also apply when creating cases manually.
Regulatory requirements often define the conditions.
Example: Create an absence case group that aligns with the requirements of the Gatekeeper Improvement Act (Wet Verbetering Poortwachter) for workers in the Netherlands.
  1. Access the
    Create Absence Case Group
     task.
  2. Enter an
    Absence Case Group Name
    .
  3. As you complete the task, consider:
    Option Description
    Inactive
    (Optional) Inactivate the absence case group. Workday doesn't automatically create absence cases, and you can't manually create absence cases, for inactive case groups.
    Time Period Considered for Case (Days)
    Enter the number of consecutive days over which to evaluate qualifying absences. The time period begins on the first day of any given qualifying absence.
    Minimum Number of Qualifying Days
    Enter the minimum number of days of qualifying absences in the time period required to initiate an absence case.
    Minimum Number of Days Between First and Last Qualifying Days
    Example: If the last qualifying day must be 27 days after the first qualifying day in the time period to initiate an absence case, enter 26.
    Qualifying Leaves and Time Offs
    Select from the leaves and time offs that aren't in use by other active absence case groups.
  4. (Optional) In the
    Absence Case Outcomes
     grid, add a row for each possible outcome.
    You can select from this field when you create, correct, or close an absence case. Case outcome enables you to create a report of closed cases. Example: The case closes because the worker successfully reintegrates after a prolonged period of absence.
  5. (Optional) On the
    Supporting Data
     tab, select
    Show Workability Percentage
    .
    This option enables you to enter a workability percentage for the absence cases in this group.
If you've added the
Automated Absence Case Creation
 service step to the
Request Leave of Absence
 and
Request Time Off
 business processes, Workday creates an absence case for a worker when their leave or time off event meets the parameters of the absence case group. You can also manually initiate absence cases for the absence case group.
You've configured your business processes to initiate absence cases and you've created an absence case group with these parameters:
Parameter
Value
Time Period Considered for Case
28
Minimum Number of Qualifying Days
2
Minimum Number of Days Between First and Last Qualifying Days
26
Several of your workers are on various leaves and time offs that qualify for the absence case group. Whether Workday initiates absence cases depends on the details of their absences.
Hans
  • Hans is absent on these dates: July 1 - August 15.
  • Time period considered for case: July 1 - July 28.
  • On July 2, Hans meets the minimum number of qualifying days. The gap between the first and last qualifying days (July 1 and July 2) is zero days. Workday doesn't initiate an absence case.
  • On July 28, the gap between the first and last qualifying days grows to 26. The gap matches the parameters for the absence case group. Workday initiates an absence case.
Edgar
  • Edgar is absent on these dates:
    • July 1
    • July 27 - July 28
  • Time period considered for case: July 1 - July 28.
  • On July 27, Edgar meets the minimum number of qualifying days. The gap between the first and last qualifying days (July 1 and July 27) is 25 days. Workday doesn't initiate an absence case.
  • On July 28, the gap between the first and last qualifying days grows to 26. The gap matches the parameters for the absence case group. Workday initiates an absence case.
Lotte
  • Lotte is absent on these dates:
    • July 1
    • July 10 - July 15
    • July 27 - July 28
  • Time period considered for case: July 1 - July 28.
  • On July 10, Lotte meets the minimum number of qualifying days. The gap between the first and last qualifying day is 8 days. Workday doesn't initiate an absence case.
  • On July 28, the gap between the first and last qualifying days grows to 26. The gap matches the parameters for the absence case group. Workday initiates an absence case.
Gerard
  • Gerard is absent on these dates:
    • July 1
    • July 27 - July 28, for a time off that doesn't qualify for the absence case group.
  • Time period considered for case: July 1 - July 28.
  • Workday doesn't initiate an absence case because Gerard has only 1 qualifying day in the time period.
Jan
  • Jan is absent on these dates: July 10 - July 15.
  • Time period considered for case: July 10 - August 6.
  • Workday doesn't initiate an absence case because the gap between the first and last qualifying days is 4 days.
  • If Jan has another qualifying absence on August 6, Workday initiates an absence case because the gap is 26 days.