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Administrator Guide
Last Updated: 2024-02-23
Configure Absence Occurrences

Configure Absence Occurrences

Security: These domains in the Time Off and Leave functional area:
  • Set Up: Leave of Absence.
  • Set Up: Time Off
You can select which absence tables, time offs, and leave types to enable for absence occurrences. When you enable absence types for absence occurrences, Workday creates standard absence occurrences based on the days to include settings on your time off plans and leave types. For absence tables, Workday joins all days to include from the time off plans on all tiers.
When implementing absence occurrences, wait until after any major planned data loads in your tenant complete before enabling absence occurrences.
  1. Access the
    Configure Absence Occurrences
     task.
    You can select the:
    • Select All
       check box to enable all instances of each absence type.
    • Enable for Absence Occurrences
       check box beside each absence table, time off, and leave type to enable a specific instance of each absence type.
  2. (Optional) Select the
    Custom Type
     tab to create custom occurrence types for groups of absence types. As you complete this tab, consider:
    Option Description
    Absences to Group
    Select absence types to group.
    To group time offs in absence tables that might already have requests against them as individual time offs, select them from the
    Time Offs within Absence Tables
     prompt category.
    Days to Include
    When you configure this prompt, Workday determines the days to include when joining a block of absences into a single occurrence and overrides the days to include configuration in each of the absence types in the group.
    The
    Workdays (Non-Holiday)
     and
    Workdays (Work hours exceed Holiday hours)
     options require the setup of holiday and work schedule calendars.
    These options only apply to the worker’s assigned work schedule calendar and not Workday Scheduling. Workday only includes the days that a worker is scheduled to work, based on their work schedule calendar. However, if a worker agrees to take a shift outside of their normal work schedule calendar, and their manager makes ad-hoc changes to reflect this, selecting the
    Workdays (Non-Holiday)
     option results in an absence occurrence when the worker is absent.
    Select the
    Configure Days to Include
     option to select the
    Include Holidays from Holiday Calendar
     check box and
    Included Days
     prompt.
    Include Adjacent Public Holidays
    Select this check box to extend the absence occurrence by joining public holidays that occur before or after the absence occurrence.
    Example: You select a
    Days to Include
     value of
    Weekdays (Mon-Fri)
    . A worker is absent from Tuesday to Friday and the Monday either before or after, or both, is a public holiday. When you:
    • Don't select the check box, Workday creates an absence occurrence from Tuesday to Friday.
    • Select the check box, Workday creates an absence occurrence that starts on the preceding public holiday (Monday) and ends on the following Monday (if also a public holiday), although there's no absence before or after the public holidays.
  3. Click
    OK
     to save your absence type changes.
  4. (Optional) Run the absence occurrence conversion so you can report on absence occurrences for specific dates.
    The conversion doesn't change the existing absence data. Instead, it creates absence occurrences for the existing absence data in your tenant. The conversion can take several hours to complete if you have a lot of absence data. Don't access absence occurrence data during an in-progress conversion as you might see some discrepancies.
    Click
    Cancel
     to run the conversion later, or to run the conversion now:
    1. Enter a
      Request Name
      .
    2. (Optional) Select a different
      As Of
       date, if required.
      By default, the
      As Of
       field value is a year prior to the current date. You can specify a different date from which to convert your workers' existing absence data into occurrences. The conversion might take longer if you specify a date far back in the past. If you don't change the date, Workday converts absence data for the past year.
    3. Select
      Include All Enabled
       to recalculate absence occurrences for all of the absence types that you enabled previously and the absence types that you just enabled. Otherwise, Workday only calculates absence occurrences for the absence types that you enabled this time.
    4. Click
      OK
      .
Workday creates an absence occurrence type for each absence type that you enable.
Run the
View Absence Occurrence Type
 report to view the types that you enabled. You can remove absence occurrences that you enabled for an absence type in error. Access the
Configure Absence Occurrences
 again and clear the
Enable for Absence Occurrences
 check box beside the type.
Workday doesn't enable absence occurrences on new absence types automatically. When you create time offs, absence tables, and leave types, consider enabling them for absence occurrences.