Concept: Eligibility for Time Off Plans, Time Off, and Accruals

Workers are eligible for time off and accruals based on:

The eligibility rules that you add to a time off plan.

The eligibility fields on the time off plan.

Workday first evaluates worker eligibility for a time off plan before evaluating eligibility rules associated with the time off plan.

Eligibility Rules

Pointers for Defining Eligibility Rules

And/Or Logic

Time Off Plan Filters

Where to Add Eligibility Criteria

Eligibility Rules

You can create calculations to use as eligibility rules on time off plans. The eligibility rules specify the conditions that workers must meet for a period to take time off and accrue it. Each rule identifies:

The condition.

When the worker must meet the condition such as the period start date or period end date.

Example: Employees must work full-time at Global Modern Services as of the period start date. Employees who meet this condition remain eligible for the time off plan for the entire period. Even if they switch to a part-time position or change companies later in the period.

By default, all accruals and time off associated with a time off plan have the same eligibility criteria as the plan. If eligibility criteria for a particular accrual, or time off, differ from the plan, you can configure the accrual or time off to override the eligibility criteria of the plan.

Additionally:

The only eligibility criteria that you need to define for a time off plan is the worker type. All workers of the specified type are eligible for the plan, including accruals and time off, if:

The time off plan has no other eligibility criteria.

The time off and accruals have no eligibility override instructions.

When an accrual has eligibility override instructions, workers must meet the accrual eligibility criteria (not the plan) to receive the accrual.

Example: Workers must work full-time to be eligible for the time off plan. Full-time workers with 2 or more years of service are eligible for a bonus accrual within the plan. Override criteria for the bonus accrual must specify that the worker:

Is full-time.

Has completed 2 or more years of service.

Workday checks a worker's eligibility for a time off during the entry of a time off request. The

Type

prompt displays only those time offs that the worker is eligible for, on either:

The request date.

The first day of the request, if using the calendar to select multiple dates for the same request.

Workday also checks eligibility for each date requested through the calendar, displaying an error message when a worker isn't eligible for dates within the request.

For intermittent time off, a worker must meet the eligibility criteria for both the time off and its related leave. Workday applies the time off eligibility rules first.

Pointers for Defining Eligibility Rules

You can use instance set comparison calculations, logic calculations, and value comparison calculations to define eligibility criteria. Workday delivers calculations and report fields that you can use within your own calculations, most of which are based on the period start date or period end date. The dates depend on the period schedule of the time off plan.

When defining eligibility criteria:

Ensure they cover workers hired or terminated midperiod, if they’re eligible for a plan.

Example: Your eligibility criteria specify that workers must be full-time as of the period start date. Consequently, you add criteria for newly hired workers based on period end date. Conversely, you base criteria for most workers on period end date. You then include criteria for terminated workers based on period start date.

Understand how to use And/Or logic.

If using Workday-owned calculations and report fields, use the calculations and report fields in the Absence
or Common
category.

Don’t use calculations related to subperiods as they are for Payroll use only.

If you use custom organizations in your time off rules, avoid using:

Report fields involving default organizations.

Custom organizations having dynamic membership rules that return more than 3,000 workers or that

Include Subordinate Organizations in Rule

Workday recommends that you use static or semidynamic usages for membership rules that return more than 3,000 workers. Alternatively, use another organization report field that returns a subset of the workers eligible for a plan.

Calculations must use the period start date or include an additional calculation to check that the worker isn't terminated as of the period end date. This avoids terminated workers inadvertently becoming eligible for time off plans, time offs, accruals, or both.

And/Or Logic

When you define eligibility rules, you can select one or more calculations in the same row or in different rows. This distinction is important:

AND logic applies to criteria in the same row.

OR logic applies to criteria in separate rows.

When criteria are in a single row, workers must meet all criteria (AND logic). When you define multiple rows of criteria, a worker must meet all criteria in at least 1 row (OR logic).

Criteria with AND logic: Example: Employees must work for GMS Company AND have an employee type of Regular
to qualify for time off.

Worker Eligibility

Company = GMS
Employee Type is Regular
Criteria with OR logic: Example: Employees must work for GMS Company OR have an employee type of Regular
to qualify for time off.

Worker Eligibility

Company = GMS

Employee Type is Regular
Criteria with both AND/OR logic: Example: Employees must work for GMS Company AND have an employee type of Regular
OR they must work for ABC Company.

Worker Eligibility

Company = GMS
Employee Type is Regular

Company = ABC

When eligibility criteria consist of more than 1 row, list more inclusive rules first to improve performance. Example: If employees must have a location of either the United States or Mexico and most employees are in the United States, list it first.

Time Off Plan Filters

You can enable a time off plan for different worker types as well as individual countries or country regions. 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 plan filters don't consider period start dates or period end dates. You might need to define more specific eligibility rules to add to the plan.

When defining time off plan eligibility criteria, keep in mind:

AND logic applies to criteria in the same row.

OR logic applies to criteria in different rows.

A few examples of the effects of different combinations of time off plan filters and eligibility rules include:

Country/Country Region	Eligibility Rule	Eligible Workers
France	None	Workers located in France as of the period start date OR the period end date.
France	Country Location as of Period End Date = France	Workers located in France as of the period end date.
France	Pay Rate Type as of Period End Date = Hourly	Workers located in France as of the period end date OR workers located in France as of the period end date AND whose pay rate type is hourly.