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Last Updated: 2024-03-08
Example: Count Absence Occurrences Starting in the Prior 12 Months

Example: Count Absence Occurrences Starting in the Prior 12 Months

This example illustrates how to create a calculation for a quantity-per-occurrence value on an absence table tier. The calculation counts the absence occurrences that start within the 12 months before the start date of the current occurrence. Workday counts occurrences up to, but excluding, the current occurrence. Workday only counts occurrence types that match the absence table in context.
Global Modern Services applies different waiting periods to paid sick time off plans depending on the country. Their
UK Sick Time Off
 absence table configuration includes a waiting period tier called
Waiting Period Plan 4
. Workday uses the
Quantity per Occurrence
 value to allocate time off units to the waiting period tier for each request. The quantity depends on the number of absence occurrences. Each tier in the absence table includes an hours-based plan. You create the time offs, time off plans, and
UK 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 4
0
0
Time Off D
None
Workdays (Non-Holiday)
0
2
Time Off Plan 5
4
0
Time Off E
0
Workdays (Non-Holiday)
4
3
Time Off Plan 6
4
0
Time Off F
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
    1
    .
  • 2
    , the quantity is
    3
    .
  • Greater than or equal to
    3
    , the quantity is
    4
    .
Otherwise, the quantity is zero. Each of these calculations uses the
Count of Absence Occurrences Starting in Prior 12 Months
 instance value calculation (IVC).
Create the absence table, leaving the
Quantity per Occurrence
 fields empty.
Create and assign calendars.
Set up absence occurrences.
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 prior 12 months
      Category
      Absence
      Comment
      True if the count of absence occurrences for the absence type starting in the prior 12 months is equal to 1.
      1st Operand
      Count of Absence Occurrences Starting in Prior 12 Months
      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 prior 12 months
      Category
      Absence
      Comment
      True if the count of absence occurrences for the absence type starting in the prior 12 months is equal to 2.
      1st Operand
      Count of Absence Occurrences Starting in Prior 12 Months
      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 prior 12 months
      Category
      Absence
      Comment
      True if the count of absence occurrences for the absence type starting in the prior 12 months is greater than or equal to 3.
      1st Operand
      Count of Absence Occurrences Starting in Prior 12 Months
      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 prior 12 months.
    1. Access the
      Create Conditional Calculation
       task and enter:
      Field
      Value
      Name
      Quantity Based on Count Starting in Prior 12 Months
      Category
      Absence
      Comment
      If count = 1 then 1
      If count = 2 then 3
      If count >= 3 then 4
      Else 0
      Default Response
      0
    2. Add these rows to the
      Calculation
      :
      Order
      Condition
      Result
      a
      If count = 1 starting in prior 12 months
      1
      b
      If count = 2 starting in prior 12 months
      3
      c
      If count >=3 starting in prior 12 months
      4
    3. Click
      OK
       and
      Done
      .
  3. Add the calculation to the absence table tier.
    1. Access the
      Edit Absence Table
       task and select the
      UK Sick Time Off
       absence table.
    2. In the
      Quantity per Occurrence
       column for the
      Waiting Period Plan 4
       absence tier plan, select
      Quantity Based on Count Starting in Prior 12 Months
      .
    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 12 months before a worker's time off request.
  • 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 makes a single time off request for 2 separate dates using the
UK Sick Time Off
 absence table for 5 hours each on:
  • Friday (2021-01-29)
  • Monday (2022-02-14
The
Count of Absence Occurrences Starting in Prior 12 Months
 IVC returns
0
 because:
  • The dates are over a year apart.
  • Seth doesn't have any other absence occurrences during this time.
  • Workday doesn't include the current occurrence.
Workday allocates:
  • 4 hours to the second tier (
    Time Off E
    ) and 1 hour to the third tier (
    Time Off F
    ) for 2021-01-29.
  • 5 hours to
    Time Off E
     for 2022-02-14.
Seth makes another 2 requests for time off for 5 hours each on:
  • Friday (2021-02-19)
  • Monday (2022-01-31)
Alison, Seth's manager, accesses the:
  • View Absence Occurrences Summary
     report to see that Seth now has absence occurrences starting in the prior 12 months.
  • Absence Tier Time Off Entry Details
     report to see that for Seth's time off request on 2021-02-19, the waiting period applies because the
    Count of Absence Occurrences Starting in Prior 12 Months
     IVC returns
    1
    , excluding the current occurrence. Workday allocates:
    • 1 hour to the waiting period tier (
      Time Off D
      ), overriding the zero balance.
    • 4 hours to
      Time Off E
      .
The waiting period also applies for the time off request on 2022-01-31. Workday allocates:
  • 1 hour to
    Time Off D
    .
  • 3 hours to
    Time Off E
    .
  • 1 hour to
    Time Off F
    , after depleting the balance of
    Time Off E
    .