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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up Absence Occurrences

Steps: Set Up Absence Occurrences

  • Create absence tables, leave types, and time offs so that you can enable absence occurrences for these types.
  • Review setup considerations for absence occurrences.
You can configure absence occurrences to monitor the number of times and consecutive days that workers are absent, helping you to comply with regulatory and company-specific reporting requirements. You can configure absence occurrences for these absence types:
  • Absence tables.
  • Custom occurrence types that group different absence types.
  • Leave types.
  • Time offs.
  1. Enable these domain security policies in the Time Off and Leave functional area so that users can access absence occurrence reports:
    • Worker Data: Absence Occurrences
    • Worker Data: Absence Occurrences (Manager View)
    See Steps: Enable Functional Areas and Security Policies.
  2. Edit Domain Security Policies.
    Edit the domain security policy of these domains. Give View and Modify permissions to the security groups that need to access absence occurrence reports.
  3. Activate Pending Security Policy Changes.
  5. (Optional) Access the
    View Absence Occurrences Detail
     report.
    Perform compliance analysis for an organization or absence type.
    Example: You might need workers to take holidays for a specific number of consecutive days to meet local regulatory requirements. By selecting the
    Worker Does Not Have Matching Occurrences
     check box, you can see when workers haven't taken any vacation over a specific time period.
    By default, Workday doesn't join pending time off or leave events that require approval in absence occurrences. You can select the
    Include Pending Events
     check box to join pending events with approved events. Example: A worker's absence data contains 3 consecutive days with a status of approved, approved, and pending for their related time off or leave events. When you:
    • Don't select the check box, Workday returns an absence occurrence of 2 days.
    • Select the check box, Workday returns an absence occurrence of 3 days with a status of In Progress.
Workday runs a background job every 4 hours that automatically detects and recalculates absence occurrences based on certain changes. Example: When work schedules change for workers, their absence occurrences data might change due to changes to their working days.
When you inactivate a work schedule calendar, Workday doesn't recalculate absence occurrences for workers with direct assignments to the calendar before you inactivated it. You need to recalculate absence occurrences manually for these workers.
You can use the
Recalculate Absence Occurrences
 task to recalculate manually for a specific worker or occurrence type.