Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2023-06-23
Example: Set Up Cascading Leave

Example: Set Up Cascading Leave

This example illustrates how to configure:
  • Short-term leave to cascade to long-term leave when entitlement for short-term leave depletes.
  • Long-term leave to cascade to personal leave when entitlement for long-term leave depletes.
At your company, when employees use up their short-term leave entitlements, they move to long-term leave, and then when long-term leave depletes, to personal leave. Set up cascading leaves to make this process as streamlined as possible.
Define these leave types to track balances, making all either position-based or worker-based:
  • Short-Term Leave
  • Long-Term Leave
  • Personal Leave
Security: These domains in the System functional area:
  • Business Process Administration
  • Manage: Business Process Definitions
  • Set Up: Tenant Setup - BP and Notifications
Set Up: Leave of Absence
 domain in the Time Off and Leave functional area.
  1. Configure
    Short-Term Leave
     to cascade to
    Long-Term Leave
    :
    1. Access the
      Edit Leave Type
       task.
    2. Select the
      Short-Term Leave
      Leave Type
      .
    3. On the
      Cascading Leave
       tab, select
      Long-Term Leave
       as the
      Next Leave Type
      .
  2. Configure
    Long-Term Leave
     to cascade to
    Personal Leave
    :
    1. Access the
      Edit Leave Type
       task.
    2. Select the
      Long-Term Leave
      Leave Type
      .
    3. On the
      Cascading Leave
       tab, select
      Personal Leave
       as the
      Next Leave Type
      .
  3. Configure the
    Request Leave of Absence
     business process to support cascading leaves:
    1. From the related actions menu of the business process, select
      Business Process
      Edit Definition
      .
    2. In the
      Business Process Steps
       grid, add a step with these values after the completion step and click
      OK
      :
      Field
      Value
      Type
      Service
      Specify
      Automated Leave Processing
      When you add this service step, Workday automatically adds this step condition:
      This Leave Request is not returned or in the process of returning
      This condition prevents automated leave processing from running on leaves when Workday is in the process of returning workers from these leaves.
      Automated leave processing can automatically:
      • Initiate the
        Return from Leave
         business process when workers use up all of their leave entitlement or reach their estimated last day of leave.
      • Return workers from leave when you configure the
        Termination
         business process to synchronize termination and return-from-leave dates for employees terminated while on leave.
      • Return workers from leave and cascade them from 1 leave to the next when they exhaust their entitlements.
      If your
      Request Leave of Absence
      or
      Request Return from Leave of Absence
       business process has other steps such as
      Approval
      ,
      To Do
      , and so on, Workday respects those steps. The
      Automated Leave Processing
       step only automates the initiation step.
      Automated Leave Processing
       doesn't support retroactive leave events. When you enter a leave in the past, Workday doesn't cascade leave if the date that you want to cascade is in the past.
    3. In the
      Step
       column, select
      Business Process
      Maintain Step Delay
       from the related actions menu.
    4. For
      Delay Is Based On
      , select the
      Field
       option, and then select a field.
      For cascading leave, Workday recommends that you select
      Last Date of Entitlement or Estimated Last Day or Actual Return Date
      .
      Workday automatically adds a condition for the step delay, that you can view, but not change, in the
      If
       column of the
      Business Process Steps
       grid.
    5. To enable Workday to recalculate the step delay for corrected leaves, Workday recommends that you select the
      Recalculate Delay upon Correct
       check box.
  4. Consider which user to configure as the processing user for delayed steps.
    To calculate the entitlement correctly, the processing user needs access to all of the fields in the calculation. This step isn't necessary when all fields in the calculation are secured to
    Public Reporting Items
     in the Tenant Non-Configurable functional area. Workday uses the processing user that you select for all delay steps. Before you select this user, consider the impact of this decision on delay steps on other business processes.
    1. Access the
      Edit Tenant Setup - Business Processes
       task.
    2. Select a user from the
      User for Business Process Time Delay Background Processes
       prompt.
      When you don't specify a user, Workday uses the scheduler as the initiating user. The scheduler only has access to the
      Public Reporting Items
       domain. If you use a field in the entitlement calculation that's secured to a restricted domain, the scheduler can't resolve it, resulting in an incorrect estimated last day of leave.
Workday automatically generates requests to return employees from leave, regardless of the leave type, when they meet the conditions specified by the delay step. It also generates a request for the next leave type for employees returning from
Short-Term Leave
 or
Long-Term Leave
.