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Administrator Guide
Last Updated: 2023-06-23
FAQ: Enabling Workers Retain Their Historical Absence Data

FAQ: Enabling Workers Retain Their Historical Absence Data

How can I enable workers retain their historical absence data after we rehire them or they have service or termination date changes?
You can use these instance value calculations (IVCs) when you configure:
  • Accruals, including accrual frequency on time off plans and scheduling rules.
  • Accrual and time off eligibility overrides.
  • Balance periods.
  • Carryover limits.
  • Limit overrides on accruals and time offs.
  • Lower and upper limits.
  • Time off plan eligibility rules.
When you rehire workers, or they have service or termination date changes, Workday uses the IVCs to calculate the correct dates as of the period.
IVC
Description
  • Recent Hire Date as of Period End Date
  • Recent Hire Date as of Period Start Date
The most recent hire date for the worker based on the period start date or end date.
  • Recent Continuous Service Date Based on Period End Date
  • Recent Continuous Service Date based on Period Start Date
The most recent continuous service date for the worker based on the period start date or end date.
  • Recent Seniority Date Based on Period End Date
  • Recent Seniority Date Based on Period Start Date
The most recent seniority date for the worker based on the period start date or end date.
Use to enable workers hired multiple times remain eligible for all periods in which they were previously eligible.
  • Recent Termination Date based on Period End Date
  • Recent Termination Date based on Period Start Date
The most recent termination date for the worker based on the period start date or end date.
Use to enable workers terminated multiple times retain historical eligibility.
  • Recent Time Off Service Date Based on Period End Date
  • Recent Time Off Service Date Based on Period Start Date
The most recent time off service date for the worker date based on the period start or end date.
Use to enable workers hired multiple times, or with job changes, and multiple time off service dates in their history remain eligible for all periods.
  • Recent Union Seniority Date Based on Period End Date
  • Recent Union Seniority Date Based on Period Start Date
The most recent union seniority date for the worker based on the period start or end date.
Use to enable workers to remain eligible for accruals on off plans, based on union-membership eligibility rules.
Other instance value calculations that you can use in Absence components to provide the most recent and accurate historical data for workers include:
  • Recent Benefits Service Date Based on Period End Date
  • Recent Benefits Service Date Based on Period Start Date
  • Recent Company Service Date Based on Period End Date
  • Recent Company Service Date Based on Period Start Date
  • Recent Date Entered Workforce Based on Period End Date
  • Recent Date Entered Workforce Based on Period Start Date
  • Recent Original Hire Date Based on Period End Date
  • Recent Original Hire Date Based on Period Start Date
  • Recent Retirement Eligibility Date Based on Period End Date
  • Recent Retirement Eligibility Date Based on Period Start Date
  • Recent Severance Date Based on Period End Date
  • Recent Severance Date Based on Period Start Date
  • Recent Union Seniority Date Based on Period End Date
Workday populates the
Original Hire Date
field automatically from the earliest
Hire Date
. However, if you manually change the
Original Hire Date
field using the
Edit Service Dates
task, Workday doesn't continue to populate the
Original Hire Date
field. The existing
Worker: Original Hire Date
calculation returns the latest
Original Hire Date
value, regardless of the period that Workday needs to evaluate, which can result in incorrect values for historical accrual and time off balances.
As a calculations administrator with modify access to the
Set Up: Time Off (Calculations - Generic)
 domain, you can use the
Recent Original Hire Date Based on Period Start Date
 and
Recent Original Hire Date Based on Period End Date
 IVCs in Absence components instead of the
Worker: Original Hire Date
field to reference the recent original hire date for a worker as of the period start or end dates. These IVCs consider the worker's original hire date as part of accruals or in time off plan eligibility to determine which workers are eligible for specific time off plans.
Should I change time off plans, accruals, and time offs to use the related IVC for hire date, service date, or termination date calculations?
If these absence components use hire date, service date, or termination date calculations, consider whether you need to change their configurations to use the corresponding IVC. Example: Instead of
Continuous Service Date
, you can use
Recent Continuous Service Date based on Period Start Date
 or
Recent Continuous Service Date based on Period End Date
.
Consider whether the calculation usages are in:
  • Multiple areas. Example: If the usage is in more than 1 accrual, determine whether the IVC is required in each case.
  • Multiple effective-dated snapshots of time off plans, accruals, and time offs. To prevent Workday retroactively recalculating historical periods based on a hire date, service date, or termination date change, uptake the IVC on all effective-dated snapshots of the absence component.
    To correct historical periods, you might need to recalculate time off plan balances for workers.
  • Workday-delivered calculations that reference hire date, service date, or termination date calculations. In this case, you need to create new calculations that use the IVC manually.
When you change a service date, in which periods does Workday reflect the change?
Workday doesn't support entering an effective date on these business processes but derives service date changes from business process events:
Business Process
Effective Date
Hire
Hire Date
 is the effective date for these service date changes:
  • Hire Date
  • Continuous Service Date
Workday reflects service date changes initiated from a
Hire
 event in the period that you hire the worker and in all future periods.
Service Dates Change
The initiated date is the effective date for these service date changes:
  • Continuous Service Date
  • Seniority Date
  • Time Off Service Date
Workday reflects service date changes in the period in which you initiate the change, and in all future periods.
Workday also populates the
Seniority Date
 from the
Hire Date
 automatically during the
Hire
 business process.
Termination
Termination Date
 is the effective date.
Workday reflects termination date changes initiated from a
Terminate
 event in the period in which the termination date falls and in all future periods.
When you backdate a service date, Workday doesn't update prior periods.