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Administrator Guide
Last Updated: 2025-01-10
Create Leave of Absence Rules

Create Leave of Absence Rules

Security:
Set Up: Leave of Absence
 domain in Time Off and Leave functional area.
You can create leave of absence rules to define:
  • Worker eligibility for leave types.
  • Validations that prevent the submission of invalid leave requests.
When you don't configure leave of absence rules, you can only limit eligibility for a leave type to workers in selected countries or regions.
Eligibility rules apply when entering leave requests. The
Leave Type
 prompt displays only those leave types that the worker is eligible for on the start date of the request. Example: Restrict eligibility to full-time workers, or require that workers work at least 1,250 hours in the last 12 months.
Validation rules apply when submitting leave requests. Workday applies the rule to each day of the requested leave. Example: The length of a worker's requested leave can't exceed the maximum number of days allowed each year. If the validation fails, Workday issues a warning or error and sets requests that are in error to a
Save for Later
 status.
Use report fields or create calculated fields to build rules. You can associate the same leave of absence rule with multiple leave types.
  1. Access the
    Create Leave of Absence Rule
     task.
  2. Enter the
    Description
    , which Workday displays in the validation warning or error message.
  3. As you complete the task, consider:
    Field
    Description
    Source External Field or Condition Rule
    Select a report field or calculated field.
    Fields available are based on these business objects:
    • Worker
    • Leave Request Event
    • Leave Type
    • Position
    For eligibility rules, select fields based on the
    Worker
     or
    Position
     business object only, as Workday applies these rules before the leave type or event information is known.
    Pay attention to names and descriptions when selecting values. Example:
    Worker, Job
    ,
    Primary Job
    , and
    Across Jobs
     indicate whether a field resolves for a worker, a worker's primary job, or all jobs. In general, when a field related to a position is called from a worker-based leave type, it resolves based on the primary position. If called from a position-based leave type, it resolves based on the applicable position.
    Relational Operator
    The type of report field or calculated field determines available options.
    Comparison Type
    Specify whether to compare the source to another field or to a value you enter.
    Comparison Value
    Select a comparison field or enter the value to compare to the source.
    Order
    Use this column to control the processing order for the statements.
  4. When 2 or more rows exist, set the
    And
     or
    Or
     option at the beginning of each statement to control how the statement is used with the line above.
    All conditions in an expression connected by
    And
     must be true for the expression to be true. Any of the conditions in an expression connected by
    Or
     can be true for the expression to be true.
  5. Use the parentheses columns when you've 3 or more rows and a combination of Ands and Ors.
    Example: To have (a and b) or c, use:
    • The opening parenthesis at the beginning of statement a.
    • And
       before statement b
    • The closing parenthesis at the end of statement b.
    • Or
       at the beginning of statement c.
  6. Click
    OK.
  7. (Optional) Define a message to display in place of the rule description when the rule is used to validate leave requests:
    1. From the related actions menu of the rule select
      Validation
      Configure Validation Message
      .
    2. Specify if the message begins with
      Text
       or a value from an
      External Field
      .
    3. Add rows to enter additional information for the message.
      Workday displays the concatenated text in validation error or warning messages.
When workers enter leave requests that exceed their leave balance, you want to display this message:
The leave balance for <leave type> is exceeded with this leave request. The leave balance prior to this request was <# of units>.
To configure the message, enter this message in the
Validation Message
 section of the
Configure Validation Message
 page:
Text/External Field (Radio Button)
Entry
Text
The leave balance for
External Field
Leave Type
 (report field based on Leave Request Event)
Text
is exceeded with this leave request.
Text
The leave balance prior to this request was
External Field
Outstanding Leave Balance for Leave Type this Balance Year (Prior to Current Leave)
 (report field based on Coordinated Leave/Time Off)
External Field
Unit of Time for Leave Tracking
 (report field based on Leave Request Event)
Text
.
 (dot or period character)
After you define leave of absence rules, you can:
  • Use the
    Create Leave Type
     or
    Edit Leave Type
     task to associate the rules with leave types, either as additional eligibility criteria or to perform data entry validation.
  • Review the rules using the
    View Leave of Absence Rule
     report or the
    All Condition Rules
     report.
    When accessing the
    All Condition Rules
     report, select
    Leave of Absence Rule
     as a filter.