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Administrator Guide
Last Updated: 2023-06-23
Manually Adjust or Override a Worker's Accrual

Manually Adjust or Override a Worker's Accrual

  • Review setup considerations for accrual adjustments and overrides.
  • Enable the
    Adjustments/Overrides Allowed
     option.
  • Security:
    Worker Data: Time Off (Adjustments and Overrides)
     domain in Time Off and Leave functional area.
An accrual adjustment adds to or subtracts from the accrual units of a worker for a single processing period. By contrast, an override replaces the standard accrual calculation with the override units and can span more than 1 processing period. Before adjusting an accrual, review the worker's current time off plan balance on the
Time Off Balance
 report.
  • If the worker isn’t eligible for the accrual, Workday processes the adjustment only if you modify the accrual eligibility criteria. This rule doesn't apply to front-loaded or based-on-as-of-date accruals. You can only create adjustments for those accruals for which the worker is eligible.
  • Workday applies override instructions before adjustments.
    Example: The standard accrual is 12 hours and you enter an override of 15 and an adjustment of 2. The employee accrues 17 hours.
  • Accrual limits and the timing of accrual processing can reduce or eliminate an adjustment.
  • If the accrual occurs more than once during the period, Workday applies the adjustment to each accrual. 
This topic describes how you can manually adjust accruals in Workday. You can also use the
Put Absence Input
 web service to adjust accruals.
  1. Access the
    Maintain Accrual and Time Off Adjustments/Overrides
     task.
  2. Select the
    Worker
    .
  3. On the
    Adjustments
     tab, add a row for each adjustment.
    As you complete the task, consider:
    Option Description
    Select Accrual/Time Off
    Select the accrual or time off from the
    Eligible As Of Today
     or
    Not Eligible As Of Today
     prompts.
    If you select an accrual the worker is ineligible for, modify the accrual eligibility criteria so that Workday can process the adjustment.
    Units
    Enter the number of units to add to the worker's standard accrual or enter a negative number to subtract from the standard accrual units.
    Period
    The period to adjust. Workday automatically displays periods associated with the time off plan that includes the accrual.
    To select a period for which the worker is ineligible for the accrual, select from the
    All Periods for Start Period
     folder.
    Reference Date
    Displays the first day of the period.
    If an accrual expires, you can change the reference date to any date in the selected period and your accrual adjustment will be effective as of that date.
    Position
    Applies only if the accrual is associated with a position-based time off request.
    Batch ID
    You can link the adjustment to a batch ID created using the
    Put Absence Input
     web service.
    Batch IDs enable you to manage accrual adjustments and overrides for multiple workers at the same time. You can view adjustments and overrides in the
    Accrual and Time Off Adjustments/Overrides by Batch ID
     report. You can also delete previously loaded adjustments and overrides using the
    Delete Accrual and Time Off Adjustments/Overrides by Batch ID
     task and then reload them.
  4. On the
    Automated Adjustments
     tab, add a row for each front-loaded or based-on-as-of-date accrual adjustment.
    As you complete the task, consider:
    Option Description
    Units
    Enter the number of units to add to the worker's standard accrual or enter a negative number to subtract from the standard accrual units.
    Reference Date
    Workday automatically populates the first day of the period.
  5. (Optional) If you're adjusting an accrual that the worker or position isn’t eligible for, modify the accrual eligibility.
    1. Access the
      Edit Time Off Plan
       task or the
      Edit Accrual
       task, depending on where you defined eligibility for the accrual.
    2. Add 1 or more of these calculations to the eligibility rules:
      • Absence Input (Ongoing) Exists for the Job for Absence Component
      • Absence Input (Period-Specific) Exists for the Job for Absence Component
      • Absence Input Exists for the Job for Absence Component
      These rules work for both worker-based and position-based time off plans.
      Add the calculation on a separate row.
  6. (Optional) If you're overriding an accrual for the worker to occur in a period that's not the scheduled period for that accrual, modify the scheduling logic to allow overrides as an exception.
    1. Access the
      Edit Accrual
       task and select the accrual.
    2. On the
      Calculations
       tab, add 1 or more rows to the
      Scheduling
       grid with 1 or more of these calculations:
      • Absence Input (Period-Specific) Exists for the Job for Absence Component
      • Absence Input Exists for the Job for Absence Component
Adjusting an Accrual for a Worker
The standard vacation accrual calculation is 6 hours each month. As a bonus, you want to give Julie an additional 4 hours of accrual for March. The bonus lets her accrue 10 hours that month. Enter these values:
Select Accrual/Time Off
Units
Period
Vacation Accrual
4
03/01/2011 - 03/31/2011
Donating Time Off to Another Worker
Peter accrues 10 hours of paid time off (PTO) each month. He wants to donate 16 hours to Martha. To record the transfer of hours, enter an adjustment of 16 units for Peter and 16 units for Martha. For Peter, the time off results for the period then display an accrual of -6 hours for the period.
Adjusting an Accrual for which a Worker is Not Eligible
Workday processes the accrual for floating holidays at the beginning of the year. Because Julie was hired midyear, she didn't receive an accrual, but you want to give her 2 hours of accrual. To give Julie the hours:
  1. Access the
    Edit Time Off Plan
     task.
  2. Enter a worker eligibility override that uses the calculation
    Absence Input (Period Specific) Exists for the Job for Absence Component
    .
  3. Access the
    Maintain Accrual and Time Off Adjustments/Overrides
     task.
  4. Enter an accrual adjustment for 2 hours in the current period.
Overriding a Worker's Accrual
The standard accrual calculation for a new hire is 4 hours each month for the first year of employment. Julie has negotiated a higher rate of 6 hours each month for her first year. You want to override Julie's standard accrual for March 1, 2011 (her start date) through February 29, 2012, so that she accrues 6 hours each month for her first year.
Select Accrual
Units
Start Period
End Period
Vacation Accrual
6
03/01/2021 - 03/31/2021
02/01/2022 - 02/29/2022
To view accrual adjustments, access these reports:
  • Accrual and Time Off Adjustments/Overrides
    . View for a selected organization.
  • Accrual and Time Off Adjustments/Overrides
    by Batch ID
    .