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Administrator Guide
Last Updated: 2023-06-23
Example: Require Workers to Use Time Off Before FMLA

Example: Require Workers to Use Time Off Before FMLA

This example illustrates how to define a rule that hides a leave type from workers who haven't exhausted a specific time off plan balance as of the first day of their request.
You want to set up a leave type for FMLA so that workers must exhaust their balance on a time off plan for paid time off (PTO) before they can request leave.
Create the FMLA leave type. Example:
FMLA> USA FMLA Non-Military
.
Security:
  • Custom Field Management
     domain in the System functional area.
  • 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 which time off plan to check when a worker enters the dates for a leave of absence request.
    1. Enter these values:
      Field
      Value
      Field Name
      Time Off Plan is USA Paid Time Off (Salaried)
      Business Object
      Time Off Plan
      Function
      True/False Condition
    2. Click
      OK
      .
    3. Select these values on the
      Calculation
       tab:
      Field
      Value
      Field
      Time Off Plan
      Operator
      in the selection list
      Comparison Type
      Value specified in this filter
      Comparison Value
      Select the time off plan that you want to check. Example:
      USA Paid Time Off (Salaried)
      .
  2. Click
    Create Another Calculation
    .
    Create a calculation that retrieves the time off plan balance when
    Time Off Plan is USA Paid Time Off (Salaried)
     is true.
    1. Enter these values:
      Field
      Value
      Field Name
      Retrieve Time Off Plan Balance of USA Paid Time Off (Salaried)
      Business Object
      Worker
      Function
      Sum Related Instances
    2. Click
      OK
      .
    3. Select these values on the
      Calculation
       tab:
      Field
      Value
      Related Field
      All Eligible Time Off Plans for Worker
      Sum
      Instances where condition is true
      Time Off Plan is USA Paid Time Off (Salaried)
      Field to Sum
      Time Off Balance for Worker
    4. Click
      OK
      .
    5. Click
      Done
      .
  3. Access the
    Create Leave of Absence Rule
     task.
    1. As you complete the task, consider:
      Field
      Value
      Description
      PTO Balance Must Be Used Before FMLA Can Be Requested
      Comment
      True if the PTO time off plan balance is less than or equal to zero. You can use this rule in an Absence eligibility rule. Workday evaluates the balance as of the First Day of Leave.
      And/Or
      And
      Source External Field or Condition Rule
      Retrieve Time Off Plan Balance of USA Paid Time Off (Salaried)
      Relational Operator
      less than or equal to
      Comparison Type
      Value specified in this filter
      Comparison Value
      Zero
    2. Click
      OK
      .
  4. Access the
    Edit Leave Type
     task for the FMLA leave.
    1. Select the leave type. Example:
      FMLA> USA FMLA Non-Military
      .
    2. Click
      OK
      .
    3. On the
      Details
       tab, in the
      Eligibility Criteria
       section, select the new
      PTO Balance Must Be Used Before FMLA Can Be Requested
       rule from the
      Additional Criteria
       prompt.
      When workers request this leave, Workday checks their eligibility as of the first day of leave.
    4. Click
      OK
      .
When requesting leave of absence, after they select the first day of absence, eligible workers can select the leave type if their PTO balance is less than or equal to zero. Managers can select the leave type when entering absence on behalf of their eligible workers.