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Administrator Guide
Last Updated: 2024-03-08
Maintain Related Absence Occurrences

Maintain Related Absence Occurrences

  • Enable Quantity per Occurrence on absence table tiers. See Reference: Edit Tenant Setup - HCM.
  • Create or edit absence tables for each absence table type that workers can select when requesting time off. Select a numeric constant value calculation for the
    Quantity per Occurrence
     value on an absence table tier to configure a waiting period that allocates a quantity of time off units per absence occurrence. Don't add a
    Maximum Unpaid Time Off Units Allowed
     validation on any tier. Workday doesn't support this validation for related absence occurrences.
  • Enable absence tables for occurrences. See Configure Absence Occurrences.
  • Security:
    Worker Data: Related Absence Occurrences
     domain in the Time Off and Leave functional area.
In several European countries, statutory sick leave gives workers an entitlement for each occurrence of sickness. However, if a doctor determines that new periods of sickness are related to previous ones, all related sicknesses share the same entitlement.
When workers are sick and entitled to receive sick payments for time off, organizations sometimes apply an unpaid waiting period at the start of the sickness that only applies for that specific occurrence. If a worker's sickness is related to a previous sickness, Workday applies the same waiting period to the second occurrence, as Workday treats it as a continuation of the first one. The worker only starts receiving sick payments when an occurrence or related occurrence exhausts the waiting period quantity. Example: You have a 3-day unpaid waiting period and you enter 5 days time off for sickness from August 7 to August 11. The remaining 2 days are paid. If you have a subsequent occurrence from the August 21 to August 25, the first 3 days are unpaid and the next 2 days are paid if the occurrences are unrelated.
You can relate absence occurrences by linking them within a group. This changes the tier allocation behavior because the waiting period applies to the combined occurrences. Workday calculates the tier splitting automatically based on the links in the group.
  1. Access the
    Maintain Related Absence Occurrences
     task.
  2. As you complete the task, consider:
    Option Description
    Workers
    Select workers that have absence occurrences that you want to relate.
    Start Date
    Select a start date to filter groups based on a specific start date.
    End Date
    Select an end date to filter groups based on a specific end date.
  3. Click
    OK
    .
    If the workers that you select don't already have groups created, Workday displays an empty grid. Otherwise, Workday enables you to edit the groups and create new ones.
  4. To relate absence occurrences for a worker, link them within a group:
    1. Add a row and select a worker.
    2. In the
      Links in Group
       columns, add a row for each related absence occurrence and select an occurrence from the
      Absence Occurrence for Worker
       prompt. Workday displays the date range of the occurrence and the name of the absence table related to the time off.
    3. Select link start and end dates to group entire or partial date ranges from an absence occurrence.
  5. Click
    OK
    .
    Workday filters groups based on the criteria in the initial pop-up window. If you add new groups for other workers or different start and end dates, Workday saves the groups but hides them when you click
    OK
    . You can view the new groups when you access the task again and select matching criteria.
Workday runs an absence table reevaluation job automatically and reapplies the
Quantity per Occurrence
 value across the related absence occurrences, treating them as a single occurrence in terms of tier splitting.
Access the
Absence Tier Time Off Entry Details
 report to view how Workday allocates time off units to absence table tiers for each time off entry in the related absence occurrences. The
Automatic Time Off Correction Event
 column indicates corrections to the tier allocation when the links that you add in the
Maintain Related Absence Occurrences
 task impact tier allocation and units cascade to the next tier.
Linking doesn't change the number of absence occurrences for reporting purposes, but Workday treats them as one in terms of tier splitting and allocating time off units. These reports continue to display the related absence occurrences separately:
  • View Absence Occurrences Detail
  • View Absence Occurrences Summary