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Administrator Guide
Last Updated: 2023-06-23
Example: Track Balances for Coordinated Leaves and Time Off

Example: Track Balances for Coordinated Leaves and Time Off

This example illustrates how to create validation rules that track balances for coordinated leaves and time off.
Your organization wants to track balances for the
FMLA
 and
FMLA - Military
 leave types to prevent employees from exceeding annual entitlement limits of 60 days for
FMLA
 leave and 130 days for
FMLA - Military
 leave. You also want to reduce the balance for
FMLA
 leave by time off taken as intermittent FMLA.
  • Create:
    • An
      FMLA Time Off Plan
       and an
      Intermittent FMLA
       time off that subtracts from the plan balance. Don't define an accrual; time off taken reduces the
      FMLA
       leave entitlement balance instead.
    • A leave of absence rule called
      Continuous Service Months >=12
       to use as an eligibility rule.
  • Security:
    Set Up: Leave of Absence
     domain in the Time Off and Leave functional area.
  1. Access the
    Maintain Leave Families
     task and create a leave family called
    Family Medical Leave
    .
  2. Access the
    Create Leave of Absence Rule
     task.
    Create a rule that compares the combined balance of time already taken for
    FMLA
     leave,
    FMLA - Military
     leave, and
    Intermittent FMLA
     time off to an employee's remaining leave entitlement. This rule determines if the remaining entitlement is sufficient to cover a new leave or time off request.
    Field
    Value
    Description
    Sufficient Balance Exists
    Source External Field or Condition Rule
    Sufficient Balance Exists for Leave or Time Off Request
    Relational Operator
    equal to
    Comparison Type
    Value specified in this filter
    Comparison Value
    True
  3. Access the
    Create Leave Type
     task and create an
    FMLA
     leave type:
    1. On the
      Details
       tab, select:
      Field
      Value
      Leave Type
      FMLA
      Leave Family
      Family Medical Leave
      Country / Country Region
      United States of America
      Additional Criteria
      Continuous Service Months >=12
      Workday also applies the eligibility criteria to requests for
      Intermittent FMLA
       time off.
    2. On the
      Validations/Supporting Data
       tab, select the
      Validations
       that apply to requests for
      FMLA
       leave and
      Intermittent FMLA
       time off:
      Field
      Value
      Leave of Absence Rule
      Sufficient Balance Exists
      Do Not Allow Request
      Select the check box.
      If you want to apply the same validation to requests for
      FMLA - Military
       leave, add it to the leave type too.
    3. On the
      Balance/Leave Taken
       tab, enter:
      Field
      Description
      Track Balance
      Select the check box.
      Balance Calendar Start Date
      Leave Balance Calendar - Effective Date (First Day of Leave) minus 12 months
      Balance Calendar End Date
      Effective Date of Leave Event
      Unit of Time
      Days
      Entitlement Units (Numeric)
      60
      Days to Include
      Weekdays (Mon-Fri)
      Include all Leave Types from Leave Family
      Select the check box.
      Intermittent Time Off
      Intermittent FMLA
      Because
      FMLA - Military
       and
      FMLA
       belong to the same family and are the only members of that family, you can select
      Include all Leave Types from Leave Family
      . Alternatively, you can select
      FMLA - Military
       in the
      Additional Leave Types
       field. However, you must also select
      FMLA
       as an additional leave type when you define
      FMLA - Military
       leave.
  4. Create a leave type for
    FMLA - Military
     leave:
    1. On the
      Details
       tab, select
      Family Medical Leave
       as the
      Leave Family
      .
    2. On the
      Balance/Leave Taken
       tab, enter:
      Option
      Description
      Track Balance
      Select the check box.
      Balance Calendar Start Date
      Leave Balance Calendar - Effective Date (First Day of Leave) minus 12 months
      Balance Calendar End Date
      Effective Date of Leave Event
      Unit of Time
      Days
      Entitlement Units (Numeric)
      130
      Days to Include
      Weekdays (Mon-Fri)
      Include All Leave Types from Leave Family
      Select the check box.
When employees enter requests for
FMLA
 leave,
FMLA - Military
 leave, or
Intermittent
FMLA
time off, Workday checks the combined amount of leave and time taken to determine if they have enough entitlement to cover the current request.
When employees request
FMLA
 leave,
FMLA-Military
 leave, or
Intermittent FMLA
 time off, Workday:
  • Checks the combined amount of leave and time taken.
  • Determines if they have enough entitlement to cover the current request.
Example results:
  • Julie has taken 55 days of
    FMLA
     leave over the last 12 months. She enters a new request for 10 days of
    Intermittent FMLA
     time off. The validation rule checks her FMLA entitlement balance for each day of requested time off. It generates an error for days 6 through 10, because she'll have exhausted her FMLA entitlement.
  • Larry enters a request for 15 days of
    FMLA
     leave. He's already taken 50 days of
    FMLA - Military
     leave within the last 12 months. Workday generates an error for the last 5 days of his request because Larry's
    FMLA
     entitlement balance has already been reduced by the 50 days of leave taken for
    FMLA - Military
    .