Concept: Buy Time Off

Your organization wants to set up Buy Time Off for workers to purchase additional time off twice a year, in June and December. For time off purchased in June, the time off balance is updated on July 1, and payroll deductions occur from July to December. For time off purchased in December, the time off balance is updated on January 1 of the following year, and payroll deductions occur from January to December of the following year.

You can create a buy schedule for June and December to allow workers to buy time off, defining when the balance will be updated for each schedule, and when payroll adjustments will start and end. Link this schedule to the accrual that is set up for buying. If you use Workday Payroll, create a deduction so that the time off purchased by the workers can be deducted from their paycheck in the corresponding pay periods.

If a worker purchases time off in both December and June, 2 deductions, 1 for each purchase, will be applied in the pay periods starting in July.

Your organization has a monthly time off plan with an accrual configuration that allows workers to purchase time off at any point during the year. The

Accrual Frequency

is set to

Start of Period

and the

Balance Updated in Period

is set to

Next Period

.

If a worker purchases time off on March 15, the time off balance will be updated on April 1. Payroll adjustments will be calculated from April 1 of the current year through March 31 of the following year.

Your workers can access the

Buy Time Off

task from the:

Search.
Absence
or
Time Off
worklets.
Time and Absence
related actions of their worker profile.
Time Off Balance
and
Time Off Bought
tabs on the
Time Off
section of their worker profile.
Actions menu on the
Manage Absence
report.

They can also access the

Buy Time Off

task on their mobile devices (Android, iPhone, and iPad) from their worker profile:

Time and Absence
related actions menu.
Time Off Bought
tab on the
Time Off
section.

On the

Buy Time Off

task, workers can select an accrual they want to buy time off from and the quantity of time off and consider:

When workers submit their buy time off requests, Workday routes the event for approval based on how you set up the

Buy Time Off

business process. Workers can only request time off against purchased quantities if the buy time off event is approved.

You can also set up the business process to auto complete.

When workers buy their time off, they can view details of the time off bought on the

Time Off Bought

tab on the:

My Absence
,
My Time Off
, and
View Time Off
reports.
Time Off Balance
tab on the
Time Off
section of their worker profile.

The details of the time off bought include the accrual that the time off was bought from, the quantity of time off, the date when the time off was bought, the date when the time off balance is updated, the status of the buy time off event, and the Cancel or Rescind options, if applicable.

Once the status of the buy time off event is successfully completed, the time off balance updates with the quantity bought on the date based on the configuration:

When workers can buy time off at any time and the
Balance Updated in Period
is set to:
Current Period
, the time off balance will be updated in the period corresponding to the date that the workers bought time off.
Next Period
, the time off balance will be updated in the next period corresponding to the date that the workers bought time off.
When workers can buy time off during fixed periods, the time off balance will be updated based on the period selected in the buy schedule.

The date when the time off balance is updated is based on the accrual frequency method that is defined on the time off plan, either

Start of Period

or

End of Period

, or as defined on the

Time Off Plan Overrides

tab on the accrual.

You can run the

Time Off Bought by Workers

report to view a list of workers who have bought time off within a selected date range and details of the time off bought, including the accrual from which the time off was bought, the date when the time off balance is updated and when payroll adjustments begin and end, the pay rate for the payroll adjustment, and the status of the buy time off event.

You can also view details of time off bought by a worker on the

Buy and Sell Time Off Adjustments

tab from the

Maintain Accrual and Time Off Adjustments/Overrides

task, including the accrual from which the time off was bought, the period and date in which the time off balance is updated, and the buy time off event. Workday only displays events in approved or completed status in the grid.

You can run the

All Accruals

report to view which accruals have been configured for buying.