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Administrator Guide
Last Updated: 2026-04-03
Create Time Offs

Create Time Offs

Security:
Set Up: Time Off (Calculations - Absence Specific)
 domain in the Time Off and Leave functional area.
You can create definitions for time offs, enabling workers to record time away from work. When workers request time off, they can select from the time off definitions for which they're eligible.
  1. Access the
    Create Time Off
     task.
    Only fields within the tabs on this task are effective-dated. When you make changes to any fields outside of the tabs, Workday retroactively updates those fields with the new values in all existing time off definitions.
    Complete the task:
    Option Description
    Code
    Enter a time off code for web services and EIB uploads.
    Require Position on Time Off Request
    Select to:
    • Require workers on a worker-based plan to enter a position for requesting time off.
    • Use the approval step on the
      Request Time Off
       business process to route the request to the specified security group for approval.
      Example: If
      Group
       is set to
      Manager
      , Workday routes the request to all managers. However, the position in the request helps managers identify who should take action. If you specify a
      Routing Modifier
       on the approval step, when workers have 2 positions, Workday can route the request to either the primary manager or non-primary managers. By adding a condition rule that evaluates whether the request includes time off entries for the primary position or additional positions, you can route requests to the relevant managers based on which positions are included in the request. If there are multiple non-primary managers, Workday routes the approval to all additional managers. See Set Up Multiple Position Routing.
    • Automatically pay the worker's pay rate on the payslip.
    Time Off Type
    When you use the same time off type with more than 1 time off, ensure that workers are eligible for only 1 time off at a time. This prevents workers from requesting more than 1 time off with the same name and reducing their time off plan balance twice.
    Allow to Sell Time Off
    Select to enable:
    • Eligible workers to sell back any portion they accrued from this time off.
    • Setting up the options for sell time off on the
      Sell Options
       tab.
    Enable Forfeiture for Time Off Adjustment
    Select to:
    • Define
      Forfeiture Options
      .
    • Use this time off to create
      Forfeiture Adjustments
      .
    Hide From Time Tracking
    When the Scheduling functional area is enabled in your tenant, you can select this check box to have the time off type block a worker's schedule and prevent them from being scheduled for work. This configuration allows workers to protect their personal time, while still being able to enter time blocks on days when they have unavailable time but choose to work a shift. When you select this check box:
    • The time off event isn't visible in time tracking entry points, but remains visible in the
      Manage Absence
       report and the
      Request Absence
       task.
    • Workday excludes the time off event from all time calculations and reporting.
    • You must select
      Enter through Time Off Only
       from the
      Entry Option
       prompt.
    • You can't configure
      Time Calculation Tag
       values.
    Picked up by Payroll Interface one Period in Arrears
    Select to include time off:
    • From the prior processing period.
    • Taken before the prior period start date but approved after the last payroll interface run.
    Clear to include time off:
    • From the current period.
    • Taken in prior periods but approved after the last payroll interface run.
    Visible for Team Absence
    Select to make this time off available for selection on the team calendars.
    Comments
    Enter a high-level summary on the time off to explain what to use it for and any calculations you had to create.
  2. As you complete the
    Details
     tab, consider:
    Option Description
    Priority
    Assign a priority for processing the time off when multiple time offs subtract from the same time off plan. Workday processes time offs in the order from highest priority to lowest when a worker takes more than 1 time off during the same processing period. Enter a unique value as the priority for each time off. Example: Multiple time offs subtract from the same time off plan balance, and a worker requests absence against each time off object during the same processing period.
    The priority, combined with a lower time off limit on the time off plan and limit override value on the time off, or both, can affect paid and unpaid time off.
    Adjustments Allowed
    Select to allow adjustments to be made on this time off.
    Hide from Worker Self Service
    Select to prevent workers from requesting time off through self-service pages.
    Alternatively, you can set up segmented security for time off to control access to specific time offs using time off security segments and segment-based security groups. When you opt in to this feature, Workday removes this check box.
    Selecting the check box doesn't prevent workers and managers from viewing workers' time off balance. Also, managers can select the time off when entering time off on behalf of workers.
    Time Calculation Tag
    Select time calculation tags to assign to time off units.
    Workday Time Tracking uses time calculation tags to identify time off units in time calculations and totals. Example: Display time off totals to workers when they enter time.
    Entry Option
    When editing time offs that are part of a time off plan, select an option to specify how workers can enter requests for the time off:
    • Enter through Time Off Only
       (using the Absence Management
      Request Absence
      , or
      Manage Absence
      tasks).
    • Enter through Time Tracking Only
      .
    • Enter through Time Tracking or Time Off
      .
    Display Start and End Time
    Select to enable workers to enter values for start and end times when entering time off.
    Start and End Time Required
    Select to require workers to enter values for start and end times when entering time off.
    Calculate Quantity Based on Start and End Time
    Select to prevent workers from overriding the number of hours for the daily quantity. Applies only to time offs in time off plans with a
    Unit of Time
     value of
    Hours
    .
    When selected:
    • The quantity of time that workers request per day equals the duration of time between the start time and end time.
    • Workday ignores the daily quantity default.
    • Workday automatically selects the
      Display Start and End Time
       and
      Start and End Time Required
       check boxes.
    • Workday populates the
      Daily Quantity
       value on the time off request, so workers can't override the value.
    When not selected, workers can override the number of hours for the daily quantity when entering time off.
    Example: You select the
    Display Start Time and End Time
     check box on the time off. A worker later requests time off and enters a start time of 8:00 AM and an end time of 5:00 PM. Workday automatically populates the
    Daily Quantity
     field with 9 hours if a daily default is configured on the time off plan, but the worker can override this value by entering 8 hours.
    Default Start and End Time from Schedule
    Select to automatically populate the
    Start Time
     and
    End Time
     fields for each day from the worker's schedule. Workday uses either the worker’s published schedule from Workday Scheduling, if one exists, or the worker’s assigned work schedule calendar. If neither exists, Workday leaves the start and end times empty.
    Enable Crossing Midnight
    Select to enable workers to submit a single time off request for a time off that's configured with start and end times when that time off crosses midnight.
    When selected, Workday automatically selects these check boxes:
    • Display Start and End Time
    • Start and End Time Required
    • Calculate Quantity Based on Start and End Time
    Hide time off from plan balance when plan in absence table
    This option only applies to a time off when both are true:
    • Its time off plan includes other time offs that are part of an absence table.
    • It isn't part of the absence table.
    Select to hide the time off from the plan balance. The other time offs, that are within the same time off plan and are part of an absence table, continue to appear in the absence table balance.
    Time off balances are visible:
    • On the
      Balances
       tab of the
      Manage Absence
       calendar.
    • When users access the
      Request Absence
       task and click the
      View Balances
       link.
(Optional) Configure the other tabs based on your business requirements. See Steps: Set Up Time Offs.