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Administrator Guide
Last Updated: 2026-03-13
Create Time Off Plans That Don't Track Balances

Create Time Off Plans That Don't Track Balances

  • Create time offs.
  • Create period schedules if plan eligibility rules refer to period start or end dates.
  • Security:
    Set Up: Time Off (Calculations - Absence Specific)
     domain in Time Off and Leave functional area.
Time off plans that don't track balances include 1 or more time offs. They specify the unit of time for recording and processing time off requests and the default eligibility rules for taking time off.
  1. Access the
    Create Time Off Plan
     task.
  2. Enter a
    Name
     and, optionally, a
    Display Name
    .
    Use these fields to identify the time off plan for administrators while displaying a more meaningful name for self-service users. If there’s no display name, self-service users see the time off plan name.
  3. To enable entering time off requests by position, select the
    Position Based
     check box on the
    Balance
     tab.
    You can't change this setting after time off requests, accruals, or other time off data exists for the plan.
    Workday displays the check box if you configure your tenant to support multiple jobs on the
    Edit Tenant Setup - HCM
     task (
    Position Setup Options
     field) for 1 or both of these worker types:
    • Contingent workers.
    • Employees.
    Select the worker's position when the time off plan is position-based. Workday bases eligibility and validation rules on the position for the time off request. But, you can also define these rules to reference the worker's primary position or all positions.
    If you don't select
    Position Based
    , Workday treats the plan as worker based. Workers on a worker-based plan can still enter their position on time off requests when you select the Require Position on Time Off Request option. Workday refers to the worker's primary position when applying eligibility and validation rules, unless your rules reference calculations that Workday applies across all jobs.
    If you don't select
    Track Balances
    , Workday doesn't track balances for the time off plan. You can't change this setting after you save this new time off plan.
  4. On the
    Calculation
     tab, consider:
    Option Description
    Unit of Time
    A worker can have both hour-based plans and day-based plans, but each plan can use only 1 unit of time.
    Period Schedule
    Select only if an eligibility rule refers to a period start date or end date.
    Example: If a worker must be full-time as of the current period start date to participate in a time off plan, you must select a period schedule.
    Days to Include
    Controls which days to include in time off requests, by default. It works with the
    Restrict Requests to Days to Include on Calendar
     check box to control the days on which workers can enter time off.
    The
    Workdays (Non-Holiday)
     and
    Workdays (Work hours exceed Holiday hours)
     options require the setup of holiday and work schedule calendars.
    Restrict Requests to Days to Include on Calendar
    Applies when using the calendar to request time off:
    • Select to restrict time off requests to the days specified by
      Days to Include
       option.
    • Clear to enable workers to enter time off for any day. Select
      Include All Selected Days
       to include days outside of the
      Days to Include
       selection.
    Daily Quantity Default
    Select a default value to display when you enter time off for this plan. If you select a conditional calculation, the default quantity is based on the first day requested.
    Example: You select a calculation that returns a worker's scheduled hours, or 8 for workers without a schedule. Jane enters a request for personal time off for Monday, Tuesday, and Friday. Because she's scheduled to work 4 hours on Monday, the default quantity for each day of the request is 4.
    To define a default quantity for a time off that overrides the default quantity of the plan, use these tasks:
    • Create Time Off
    • Edit Time Off
    Workday displays an error if the automatically populated quantity either:
    • Exceeds the maximum validation value.
    • Fails other validations that you defined.
  5. On the
    Time Off
    tab, associate time offs with the plan in the
    Subtracts from Balance
     grid.
    The override check boxes identify time offs that have an eligibility rule, lower limit, or quantity default that differs from the plan rules. The time off rules override the plan rules.
  6. On the
    Eligibility
     tab, consider:
    Option Description
    Enabled for Worker Type Plan Eligibility
    Specify whether the time off plan is available for employees, contingent workers, or all workers.
    Country/Country Region
    Select the countries or country regions in which the time off plan applies. This setting limits the number of eligibility rules that Workday must evaluate for a worker. It filters time off plans by country or country region before evaluating other eligibility criteria.
    • Position-based time off plans evaluate the location associated with each of a worker's positions.
    • Worker-based time off plans evaluate the location associated with the worker's primary position.
    Time off plans evaluate the location as of the period start date or the period end date. If your country eligibility rules are more specific, you must define additional eligibility rules. Example: Workers must live in the specific country as of the period end date. You can set the
    Country/Country Region
     for some or all of your time off plans with the
    Maintain Time Off Plan Country/Country Region Eligibility
     task.
    Worker Eligibility
    Select additional eligibility criteria for the time off plan.
    These eligibility rules apply to all time offs that you associate with the plan, unless you define additional rules for a specific time off.
Effect of Days to Include Option when Entering Time Off through the Calendar
Cynthia wants to take Vacation time off on Friday and the following Monday. On the calendar, she selects the date range of Friday through Monday.
The
Days to Include
 option for the Vacation plan is
Weekdays (Mon - Fri)
. If the
Restrict Requests to Days to Include on Calendar
 check box is:
  • Selected, Workday considers that Cynthia is requesting time off for 2 days.
  • Cleared, Workday displays the
    Include All Selected Days
     check box. If Cynthia selects it, Workday considers that she’s requesting time off for 4 days.