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Last Updated: 2024-03-08
Example: Count Absence Occurrences Starting in the Current Balance Period

Example: Count Absence Occurrences Starting in the Current Balance Period

This example illustrates how to create a calculation for a quantity-per-occurrence value on an absence table tier. The calculation counts absence occurrences that start in the current balance period and match the absence table type. Workday uses the result to determine the quantity of time off units to allocate to the tier.
Global Modern Services applies different waiting periods to paid sick time off plans depending on the country. Their
USA Sick Time Off
 absence table configuration includes a waiting period tier called
Waiting Period Plan 1
. Workday uses the
Quantity per Occurrence
 value to allocate time off units to the waiting period tier for each request. Each tier in the absence table includes an hours-based plan. You create the time offs, time off plans, and
USA Sick Time Off
 absence table:
Priority
Absence Tier Plan
Time Off Plan Balance
Time Off Plan Balance Lower Limit
Time Off Name
Maximum Unpaid Time Off Units Allowed
Days to Include
Accrual per Period
1
Waiting Period Plan 1
0
0
Time Off A
None
Workdays (Non-Holiday)
0
2
Time Off Plan 2
4
0
Time Off B
0
Workdays (Non-Holiday)
4
3
Time Off Plan 3
4
0
Time Off C
None
Workdays (Non-Holiday)
0
You're preparing to configure the
Quantity per Occurrence
 value. You want to create a conditional calculation that allocates time off units based on the results of value comparison calculations. If the count is:
  • 1
    , the quantity is
    3
    .
  • 2
    , the quantity is
    4
    .
  • Greater than or equal to
    3
    , the quantity is
    5
    .
Otherwise, the quantity is zero. Each of these calculations uses the
Count of Absence Occurrences Starting in Current Balance Period
 instance value calculation (IVC).
Create the absence table, leaving the
Quantity per Occurrence
 fields empty.
Create and assign calendars.
Set up absence occurrences.
Enable quantity per occurrence on absence table tiers on the
Edit Tenant Setup - HCM
 task.
Security:
  • Set Up: Payroll (Calculations - Generic)
     domain in the Core Payroll functional area.
  • These domains in the Time Off and Leave functional area:
    • Set Up: Time Off (Calculations - Absence Specific)
    • Set Up: Time Off (Calculations - Generic)
    • Worker Data: Time Off (Time Off)
    • Worker Data: Time Off (Time Off Manager View)
  1. Create the value comparison calculations.
    1. Access the
      Create Value Comparison Calculation
       task and enter:
      Field
      Value
      Name
      If count = 1 starting in current balance period
      Category
      Absence
      Comment
      True if the count of absence occurrences for the absence type in the current balance period is equal to 1.
      1st Operand
      Count of Absence Occurrences Starting in Current Balance Period
      Operator
      equal to
      2nd Operand
      1
    2. Click
      OK
       and
      Done
      .
    3. Access the
      Create Value Comparison Calculation
       task and enter:
      Field
      Value
      Name
      If count = 2 starting in current balance period
      Category
      Absence
      Comment
      True if the count of absence occurrences for the absence type starting in the current balance period is equal to 2.
      1st Operand
      Count of Absence Occurrences Starting in Current Balance Period
      Operator
      equal to
      2nd Operand
      2
    4. Click
      OK
       and
      Done
      .
    5. Access the
      Create Value Comparison Calculation
       task and enter:
      Field
      Value
      Name
      If count >= 3 starting in current balance period
      Category
      Absence
      Comment
      True if the count of absence occurrences for the absence type starting in the current balance period is greater than or equal to 3.
      1st Operand
      Count of Absence Occurrences Starting in Current Balance Period
      Operator
      greater than or equal to
      2nd Operand
      3
    6. Click
      OK
       and
      Done
      .
  2. Create a conditional calculation for the
    Quantity per Occurrence
     value for a time off type starting in the current balance period.
    1. Access the
      Create Conditional Calculation
       task and enter:
      Field
      Value
      Name
      Quantity Based on Count Starting in Current Balance Period
      Category
      Absence
      Comment
      If count = 1 then 3
      If count = 2 then 4
      If count >= 3 then 5
      Else 0
      Default Response
      0
    2. Add these rows to the
      Calculation
      :
      Order
      Condition
      Result
      a
      If count = 1 starting in current balance period
      3
      b
      If count = 2 starting in current balance period
      4
      c
      If count >= 3 starting in current balance period
      5
    3. Click
      OK
       and
      Done
      .
  3. Add the calculation to the absence table tier.
    1. Access the
      Edit Absence Table
       task and select the
      USA Sick Time Off
       absence table.
    2. In the
      Quantity per Occurrence
       column for the
      Waiting Period Plan 1
       absence tier plan, select
      Quantity Based on Count Starting in Current Balance Period
      .
    3. Click
      OK
       and
      Done
      .
You can access the:
  • View Absence Occurrences Summary
     report to find out how many occurrences workers have that start within the period for which they're requesting time off.
  • Absence Tier Time Off Entry Details
     report to review how Workday splits the units by absence table tier, based on the quantity-per-occurrence calculation.
Tier Allocation
Seth requests 5 hours time off on Tuesday (2021-01-12), using the
USA Sick Time Off
 absence table. Alison, Seth's manager, accesses the:
  • View Absence Occurrences Summary
     report after approving the request. She can see that Seth currently only has 1 absence occurrence.
  • Absence Tier Time Off Entry Details
     report. She can see that for Seth's time off request, Workday allocates 3 hours to the tier time off for the waiting period (
    Time Off A
    ) and 2 hours to
    Time Off B
    .
Seth then retroactively requests 5 hours of time off for both Thursday (2020-12-31) and Monday (2021-01-04). Workday treats it as a single occurrence starting in the previous balance period. As the IVC only applies to the current balance period, Workday allocates:
  • 3 hours to
    Time Off A
     and 2 hours to
    Time Off B
     for Thursday.
  • 2 hours to
    Time Off B
     and 3 hours to
    Time Off C
     for Monday.
Seth also requests 5 hours time off on Wednesday (2021-01-13), using
USA Sick Time Off
. Workday displays an error message that prevents Seth completing the request due to an insufficient balance.
Seth discards the request and instead requests 5 hours time off on Thursday (2021-01-14). There's now a day between the requests, so Workday separates the occurrence allocating 4 hours to
Time Off A
 and 1 hour to
Time Off C
.
Alison reminds Seth to log a request of 5 hours for time off taken on the previous Friday (2021-01-08).
After Workday runs a reevaluation job, the time off request on Friday becomes the first occurrence based on the IVC. Workday reevaluates the time off units for the requests and allocates for Friday (2021-01-08):
  • 3 hours to
    Time Off A
  • 2 hours to
    Time Off B
    .
As part of a correction event for the 5-hour request on Tuesday (2021-01-12), Workday:
  • Adds 1 hour to
    Time Off A
     because Tuesday becomes the 2nd occurrence. The original allocation value changes from 3 to 4.
  • Allocates the remaining 1 hour for the request to
    Time Off C
    .
  • Deducts 2 hours from
    Time Off B
     as the request for Friday exceeds the tier balance of 4.
As part of a correction event for Thursday (2021-01-14), Workday:
  • Allocates 1 hour to
    Time Off A
     as Thursday becomes the 3rd occurrence. The original allocation value changes from 4 to 5.
  • Deducts 1 hour from
    Time Off C
    .