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Administrator Guide
Last Updated: 2025-05-02
Example: Validate Time Off Requests Against Working Days in Workday Scheduling

Example: Validate Time Off Requests Against Working Days in Workday Scheduling

This example illustrates how to configure a time off plan in Absence Management to validate time off requests against working days in Workday Scheduling.
You're an Absence Administrator at Global Modern Services and want to configure a time off plan that checks whether the requested days in a time off request are working days in Workday Scheduling for a worker. If the worker doesn’t have a published schedule or isn’t part of a scheduling organization, Absence uses the configured
Days to Include
 setting
Workdays (Non-Holiday)
. This setting uses a Work Schedule Calendar (WSC) to determine the working days for workers. For hourly workers who don’t have a consistent work pattern stored in their WSC, a static fall-back option such as
Workdays (All Days)
 might be more appropriate.
Enrique Valdez is a manager who generates and publishes a schedule for his team in the
Time and Scheduling Hub
. See Steps: Set Up Schedule View for Managers.
  • Create a time off plan with an accrual and time off. Example: A vacation plan with these values:
    Field
    Value
    Name
    USA Vacation Plan (Hourly)
    Balance Period
    YTD - Current Calendar Year (based on Period End Date)
    Period Schedule
    Bi-weekly (Mon-Sun)
    Unit of Time
    Hours
    Effective Date
    09/21/2020
    Balance Visibility
    Eligible in period (based on As of Date)
    Calendar Display
    Plan and Type
    Overrides Allowed
    Yes
    Date
    First Period of Balance Period Start Date
    Accrual Frequency Method for Time Off Plan
    End of Period
    Time Off Plan Balance Lower Limit
    0
    Time Off Plan Balance Upper Limit
    200
    Daily Default Quantity
    8
    Days to Include
    Workdays (Non-Holiday)
    Accrual
    USA Vacation Plan Accrual
    Time Off
    USA Vacation Plan Time Off
    See Create Time Off Plans That Track Balances.
  • Assign a WSC to a worker. Example: A WSC with a 30-hour Monday-Friday, 8:00 AM - 3:00 PM pattern.
    Field
    Value
    Name
    Hourly PT 6 Hours (08:00-15:00) (Scheduling)
    Description
    For Hourly Part Time scheduling workers. FTE=0.75. 8AM to 3PM with lunch break.
    Pattern Start Date
    04/01/2024
    Pattern Start Day
    Monday
    See:
  • Security:
    Set Up: Time Off (Calculations - Absence Specific)
     and
    Worker Data: Time Off (Time Off Balances)
     domains in Time Off and Leave functional area.
  1. Access the
    Edit Time Off Plan
     task and select the time off plan. Example:
    USA Vacation Plan (Hourly)
    .
  2. On the
    Calculation
     tab, in the
    Time Off Taken
     section, select
    Use Scheduling Shifts
    .
  3. Select
    Restrict Requests to Days to Include on Calendar
     to restrict the worker from requesting non-working days and click
    OK
    .
  4. To verify the configuration, log into Workday as a manager and search for a worker on your team. Example:
    Enrique Valdez
     searches for
    Audrey Novak
    .
  5. From Audrey's Worker profile, select
    Calendar
    View Worker Calendars
     and click
    OK
    . Example: This team member is assigned a WSC with a pattern from 8AM-3PM Mon-Fri.
  6. Access the
    Scheduling
     report in the
    Time and Scheduling Hub
    . Audrey has a published schedule for the week of Jan 27-Feb 2, 2025. Enrique, Audrey’s manager, has assigned her an extra shift on Saturday, February 1 but she needs to request time off on that day.
  7. Log into Workday as Audrey and access the
    Manage Absence
     task.
  8. Request 2 days off: Thursday, Jan 30 and Saturday, Feb 1. Workday allows you to submit the request for Saturday even though it’s not a working day in Audrey’s WSC. This is because she has a published shift on this date in Workday Scheduling, which takes priority and is considered a working day. Workday considers it a working day if the worker has a working shift for any of their positions.
  9. Request vacation for Friday, January 31, when Audrey has no shifts. Workday doesn't allow the request even though it's a working day in her WSC and displays an error message. This is because Audrey’s published schedule in Workday Scheduling doesn’t schedule her to work on Friday and this takes priority. Click
    Discard
    .
  10. Audrey wants to book vacation time in July but her schedule isn’t published this far into the future. Request a week off from Sunday July 13-Saturday July 19, 2025 using the vacation time off plan. Workday detects that there’s no published schedule and falls back to the
    Days to Include
     setting of
    Workdays (Non-Holiday)
     using Audrey’s WSC. Because the selected days include non-working days, Workday doesn't submit those days for approval or display them on the absence calendar and automatically removes non-working days from the request.
  11. Log into Workday as an Absence Administrator or manager and access the
    View Absence Occurrences Detail
     report.
  12. Note that Workday reevaluates absence occurrences in line with absence requests and Workday Scheduling published shifts. For Audrey’s first request, Workday displays 2
    Workdays
     and 3
    Calendar Days
    . Friday is a non-working day as she has no scheduled shifts that day but there's a published schedule for the week.
  13. Log into Workday as Audrey's manager Enrique and publish another shift for Audrey on Friday and move the shifts that conflict with her approved time off to
    Unassigned Shifts
    . Making Friday a working day triggers Workday to split the absence occurrences for Audrey’s time off on Thursday, Jan 30 and Feb 1 into 2 individual occurrences.