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Last Updated: 2026-06-12
Example: Set Up Supplemental Sick Leave at Reducing Rates of Pay

Example: Set Up Supplemental Sick Leave at Reducing Rates of Pay

This example illustrates how to configure cascading leave of absence to streamline moving workers from paid to supplemental and unpaid leave.
When workers go out on leave of absence, such as long-term sick leave, your company offers them paid or supplemental sick leave entitlements at reducing rates of pay. When they use up all of their paid leave, Workday cascades them to unpaid leave. You want to set up cascading leave to streamline the process, using a rolling forward balance calendar.
Define these FMLA leave types, making all either position-based or worker-based:
  • 100% Supplemental Sick Leave
  • 60% Supplemental Sick Leave
  • Unpaid Sick Leave
Security: These domains in the System functional area:
  • Custom Field Management
  • 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. Access the
    Create Calculated Field
     task.
    Create a true/false condition that determines whether the worker has more than 5 years of service.
    1. Enter these values:
      Field
      Value
      Field Name
      Years of Service > 5 years
      Business Object
      Worker
      Function
      True/False Condition
    2. Click
      OK
      .
    3. Select these values on the
      Calculation
       tab:
      Field
      Value
      And/Or
      And
      Field
      Length of Service in Months from Benefits Service Date
      Operator
      greater than
      Comparison Type
      Value specified in this filter
      Comparison Value
      60
    4. Click
      OK
      .
  2. Click
    Create Another Calculation
    .
    Create a calculated field that evaluates the supplemental sick leave entitlement. If the
    Years of Service > 5 years
     condition is true, the supplemental sick leave entitlement for the worker is 10 days.
    1. Enter these values:
      Field
      Value
      Field Name
      Supplemental Sick Entitlement
      Business Object
      Worker
      Function
      Evaluate Expression
    2. Click
      OK
      .
    3. Select these values on the
      Calculation
       tab.
      Field
      Value
      Field Type
      Numeric
      Default Value
      Zero
    4. Add a row with these values:
      Field
      Value
      Condition
      Years of Service > 5 years
      Return Value If Condition Is True
      10
    5. Click
      OK
       and
      Done
      .
  3. Set up the next leave to cascade to when workers use up all of their entitlement for the current leave.
    1. Access the
      Edit Leave Type
       task.
    2. Select the leave type. Example:
      100% Supplemental Sick Leave
      .
    3. On the
      Balance/Leave Taken
       tab, select the
      Track Balance
       check box.
    4. Configure the leave type to use a rolling-forward balance calendar. Enter these values:
      Field
      Value
      Balance Start Date
      Leave Balance Calendar - Effective Date (First Day of Leave)
      Balance Calendar End Date
      Leave Balance Calendar - Effective Date (First Day of Leave) plus 12 months
      Unit of Time
      Days
      Calendar Display
      Do not show balance
    5. In the
      Leave Entitlement
       section, for
      Entitlement Units
      , select the
      Calculation
       option, and select the new
      Supplemental Sick Entitlement
       calculated field.
    6. In the
      Leave Taken
       section, for
      Days to Include
      , select
      All Days
      .
    7. On the
      Cascading Leave
       tab, select
      60% Supplemental Sick Leave
       from the
      Next Leave Type
       prompt.
    8. Repeat Steps 3a to 3f to configure the
      60% Supplemental Sick Leave
       type in the same way.
    9. On the
      Cascading Leave
       tab, select
      Unpaid Sick Leave
       from the
      Next Leave Type
       prompt.
    10. Click
      OK
      .
  4. Edit the
    Request Leave of Absence
     business process. Add the
    Automated Leave Processing
     service step after the completion step.
    1. From the related actions menu, select
      Business Process
      Edit Definition
      .
    2. Add a new row with these values:
      Field
      Value
      Order
      c
      Type
      Service
      Specify
      Automated Leave Processing
    3. Click
      OK
      .
  5. Add a step delay on the
    Automated Leave Processing
     service step to determine when automated leave processing should:
    • Return workers from their current leave.
    • Initiate the
      Request Leave of Absence
       business process to cascade them to the next leave.
    1. From the related actions menu of the step, select
      Business Process
      Maintain Step Delay
      , and click
      OK
      .
    2. For
      Delay Is Based On
      , select the
      Field
       option, and then select
      Last Date of Entitlement or Estimated Last Day or Actual Return Date
      .
    3. To enable Workday to recalculate the step delay for corrected leaves, select the
      Recalculate Delay upon Correct
       check box.
    4. Click
      OK
      .
  6. Configure the user to use as the processing user for delayed steps.
    1. Access the
      Edit Tenant Setup - Business Processes
       task.
    2. Select a user from the
      User for Business Process Time Delay Background Processes
       prompt.
      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. Because the
      Length of Service in Months from Benefits Service Date
       field is secured to
      Worker Data: Current Staffing Information
       in the Staffing functional area, you need to select a processing user who has access to this domain. 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.
  7. Test the configuration.
    1. Access the
      Manage Absence
       report.
    2. Click
      Switch Worker
      , select a worker, and click
      OK
      .
    3. Enter these values:
      Field
      Value
      First Day of Leave
      2022-04-01
      Estimated Last Day of Leave
      2022-04-15
      Leave Type
      100% Supplemental Sick Leave
      Note that the worker has a 10-day entitlement.
    4. Click
      Submit.
    5. In the pop-up window, click
      View Details
      .
    6. Expand the
      Details and Process
       section. On the
      Process
       tab, verify that Workday delays the
      Service: Automated Leave Processing
       step by 10 days, based on the worker's years of service, until 2022-04-10.
    7. Access the
      Job Profile
       for the worker after 2022-04-10.
    8. On the
      Worker History
       report, verify that:
      • The automated Leave Return request event for the worker occurs on the correct date.
      • Workday places the worker on a new leave the next day.
    9. Drill into the original leave request event. On the
      Process
       tab, verify that the
      Service: Automated Leave Processing
       step completed on the expected date.
    10. Drill into the automated Leave Return request. On the
      Details
      tab, verify that Workday returned the worker from supplemental sick leave on the correct date (2022-04-10).
    11. Drill into the cascaded Leave Request Event. On the
      Details
       tab, verify that Workday cascaded the worker to the correct:
      • Leave Type:
         Example:
        60% Supplemental Sick Leave
        .
      • First Day of Leave:
         Example: 2022-04-11.
      • Estimated Last Day of Leave:
         Example: 2022-04-20, based on the remaining units that the worker has for
        60% Supplemental Sick Leave
        .