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Administrator Guide
Last Updated: 2026-06-12
Create Time Off Plans That Track Balances

Create Time Off Plans That Track Balances

  • Create period schedules and balance periods.
  • Create time offs and accruals.
  • Security:
    Set Up: Time Off (Calculations - Absence Specific)
     and
    Worker Data: Time Off (Time Off Balances)
     domains in Time Off and Leave functional area.
Time off plans that track balances identify accruals that add to the plan balance and time offs that subtract from the balance. They specify the unit of time to use for time off requests and accruals. They also specify the default eligibility rules workers must meet to accrue and take time off. Time off plans that track balances identify a period schedule and the plan balance period, and they can specify a carryover limit. Plans that track balances can pass time off to Workday Payroll or Workday Payroll Interface for use in payroll calculations.
All time off, accruals, and other calculation values associated with a time off plan must use the same unit of time.
  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 no display name exists, self-service users see the name of the time off plan.
  3. Select
    Position Based
     to track time off for workers by position.
    You can't change this setting after time off requests, accruals, or other time off data exist 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.
    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 if you select the
    Require Position on Time Off Request
     option when creating or editing the time off. For worker-based plans, 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 select
    Position Based
    , you can't use front-loaded or based-on-as-of-date accruals with this time off plan because these service steps don't support position-based plans:
    • Automated Accrual Adjustment
    • Bulk Automated Accrual Adjustment
    However, you can create a worker-based time off plan and select the
    Require Position on Time Off Request
     option on the time off configuration. Worker-based time off plans can use front-loaded or based-on-as-of-date accruals.
  4. Select a
    Period Schedule
    .
    The period schedule defines accrual frequencies (except for accruals with a custom frequency), and reporting periods for the plan. Plan eligibility rules that refer to period start or end dates also use the period schedule.
    Example: Select
    Monthly
     to calculate accruals, and to process and track time off requests and adjustments on a monthly basis.
    Don't use daily period schedules in time off plans. Workday recommends that you select a weekly schedule at a minimum.
  5. Select
    Track Balance
     to enable balance tracking.
  6. (Optional) In the
    Default Payslip Name
     field, enter the name to use for the time off plan on payslips, if different from the time off plan name.
    This field doesn’t apply to Payroll Interface.
  7. Select a
    Unit of Time
    .
    A worker can have both hour-based plans and day-based plans, but each plan must use a single unit of time.
    All time off, accruals, limits, and other calculation values associated with a time off plan must use the same unit of time. Workday doesn't convert hourly values to daily values or daily values to hourly.
  8. On the
    Balance
     tab, consider:
    Option Description
    Balance Period
    Specify the period of time over which to accumulate balances for accruals, time offs, and the time off plan balance (accruals minus time off).
    Workday provides most of the balance periods that you need for time off plans; however, you can create your own, if necessary.
    This field isn't effective dated. If you modify the balance period, Workday applies the new balance period starting on the date you created the time off plan.
    Balance Visibility
    Select a balance visibility option to control whether workers, managers, and administrators can view time off balances. It also specifies the period of visibility after a worker loses eligibility for the plan:
    • Eligible in balance period (based on As of Date)
      : Display balances if the worker is eligible for time off at any point during the balance period. The balance reflects the
      As Of
      date that the worker enters to view balances.
      Example: The balance period is January 1 to December 31. Sue is eligible for time off from January through March. She can view her balances using an
      As Of
       date in June, but not February 1 of the next year.
    • Eligible in period (based on As of Date)
      : Display balances if the worker is eligible at any point in the period that includes the
      As Of
      date.
      Example: John loses eligibility for time off midway through the January 1 - 31 period. He can see his balances if he selects an
      As Of
      date of January 31, but not if he selects February 1.
    • Eligible in period or prior periods (based on As of Date)
      : Display balances if the worker is or was eligible for time off on or before the
      As of
      date.
      Workers who are no longer eligible can view time off and accrual totals as of the last period they were eligible.
    • Never show balance
      .
    To decide whether to track and display balances for time off plans with intermittent time off, consider if you'll use the intermittent time off to reduce a:
    • Leave balance.
    • Leave balance, as well as a time off plan.
    Calendar Display
    Select to display the time off plan name, the time off type name, or both, with a worker's time off balances.
    Hide from Worker Self Service
    Select to hide the balance for the time off plan from workers. Useful for balances that workers don't need to see, such as Jury Duty or Bereavement.
    Overrides Allowed
    Enable the balance override for the start date of any period that the worker is eligible for. You can use the
    Maintain Time Off Plan Override Balances
     task to configure overrides.
    Balance Transfer Default(s)
    (Optional) Select which time off plans Workday transfers balances to when a worker loses eligibility for this plan because of a job change. See Steps: Transfer Time Off Balances.
  9. In the
    Carryover
     section, consider:
    Option Description
    Date
    Specify when to reset year-to-date balances for time offs and accruals, and carry over remaining time off plan balances:
    • Balance Period Start Date
      : Carry over balances on the first day of the next time off plan balance period. Typically, this option is appropriate when the period schedule aligns with the start of the plan balance period.
      • Example: A monthly period schedule and a January to December balance period.
      Prerequisite
      : Select a period for
      Balance Period
       that has a
      Period Date Indicator
       set to
      Based on Period End Date
      . To verify, click the related actions of the selected balance period to preview the details.
    • First Period of Balance Period Start Date
      : Carry over balances on the first day of the first period in the next balance period of the plan. Example: Time offs or accruals can occur in a period that spans 2 plan years. This option enables Workday to update the balance for the new year.
    Example: The balance period (plan year) is January 1 to December 31, 2011. The period schedule is biweekly and the December 24, 2011 - January 4, 2012 period crosses 2 plan years.
    • If you select
      Balance Period Start Date
      , carryover occurs on January 1, 2012.
    • If you select
      First Period of Balance Period Start Date
      , carryover occurs on December 24, 2011.
    Carryover occurs before accruals when both happen the same day.
    Limit
    Specify the maximum number of units workers can carry over from 1 balance period to the next. Example: A constant value of 10 days or a calculation that returns 50% of the balance from last year.
    To ensure that carryover balances expire, enter a value. If workers can carry over their full balance, enter a value that they can't reach based on the plan accrual, such as 999999999 Days.
    Units that exceed the limit display as
    Carryover Forfeited
     throughout Workday.
    Amount of Time before Expiration
    The number of days or months after the carryover date that carryover units expire. Select a constant value, such as 15, or a conditional calculation.
    • Leave this field empty if carryover units never expire for any workers.
    • Use a conditional calculation that returns zero, if carryover units only expire under certain conditions.
      Examples:
      • Carryover units for full-time workers expire after 30 days but never expire for part-time workers. Define a calculation that returns 30 for full-time workers and zero for part-time workers.
      • Carryover units for the 2014 balance period never expire, but expire after 30 days beginning with the 2015 balance period. Create a calculation that returns zero for the 2014 balance period and 30 days for the balance periods that follow.
    Unit of Time for Expiration
    Select
    Days
     or
    Months
     as the unit of time for measuring the expiration date.
    Example: If carryover units expire 2 months after the carryover date, select:
    • 2
       for
      Amount of Time Before Expiration
      .
    • Months
       for
      Unit of Time for Expiration
      .
    Include Carryover in Time Off Plan Balance Upper Limit Calculation
    Select the check box to include carryover units in the upper limit calculation.
    Example: You can configure a time off plan where carryover expires after 3 months and doesn't force the worker's balance to exceed the plan configuration.
    Use Time Off Accrual Before Carryover Balance
    Select the check box to have time off requests reduce a worker's accrued time off before their carryover balance. If the check box is unchecked, the time off requests reduce the carryover balance before the accrual.
    Use the
    Maintain Time Off Plan Carryover Overrides
     task to override the time off plan defined carryover rule for an individual worker. See .
  10. On the
    Calculation
     tab, select an
    Accrual Frequency Method for Time Off Plan
     option to specify when to add the accrual to a worker's plan balance:
    • Start of Period
      : Before subtracting time off. Valid for front-loaded and based-on-as-of-date accruals.
      Workers often reach upper limits sooner and lower limits later than if you use
      End of Period
      .
    • End of Period
      : After subtracting time off. Invalid for front-loaded accruals. Valid for based-on-as-of-date accruals.
    • Custom Frequency
      : Add accrual on the dates that you define in the next 3 fields. Invalid for based-on-as-of-date accruals or front-loaded accruals.
  11. If you selected
    Custom Frequency
     for
    Accrual Frequency Method for Time Off Plan
    , define the frequency.
    On the
    Calculation
     tab, consider:
    Option Description
    First Accrual Date
    Select the calculation that returns the first date of the accrual, such as
    Worker: Hire Date
     or
    Worker: Time Off Service Date
    , or create a date calculation to return this date.
    Example: Create a date increment/decrement calculation that returns a worker's hire date plus 30 days. The accrual occurs on the last day of the month, if both are true:
    • The hire date falls on the 31st day of the month.
    • The next month has fewer than 30 days.
    Workers must still meet scheduling criteria for the accrual to occur on this date.
    Accrual Recurs Every
    Enter the number of recurring units of time (days or months) after the first accrual date when the accrual is to occur.
    Example: Enter
    1
     if the accrual occurs every month on the anniversary of the first accrual date.
    Accrual Recurs Unit of Time
    Specify if the recurrence interval represents
    Days
     or
    Months
    .
  12. On the
    Calculation
     tab, consider:
    Option Description
    Time Off Plan Balance Lower Limit
    Control how much time off to pay when workers exceed their available balance.
    Select a constant value, such as -40 hours or 5 days, or a calculation to define the amount. Workday considers the time off units that reduce the balance below the limit as unpaid.
    Example: The vacation plan has a lower limit of -16 hours. John uses all of his vacation time (balance = zero) and then takes 10 more hours. Workday pays all 10 hours because they all fall within the lower limit. However, if John requests an additional 10 hours, Workday pays only 6 of them and tracks the remaining hours as unpaid time.
    You can use time off validation rules to prevent workers from requesting unpaid time off.
    Enter zero to indicate that Workday shouldn’t pay time off when workers reduce their time off balance to zero. Enter a negative value to enable workers to receive paid time off when their balance falls below zero.
    Time Off Plan Balance Upper Limit
    Specify the maximum number of hours or days workers can accumulate in their time off plan balance. You can also select a calculation that returns the amount.
    The balance amount that exceeds the limit displays as
    Forfeited
     accrual hours on Workday pages and reports.
    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.
    Examples:
    • You can use calculations that return 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.
    • Arithmetic calculations such as
      Scheduling Worker - Scheduled Shifts: Shift Hours (Based on As of Date) no rounding
       enable you to configure dynamic values to guide workers to enter correct values.
    To define a default quantity for a time off that overrides the default quantity of the plan, use the
    Create Time Off
    or
    Edit Time Off
     tasks.
    Workday generates an error if the generated quantity either:
    • Exceeds the maximum validation value.
    • Causes a request to fail other validations that you defined.
    Days to Include
    Workday automatically checks your selected days against the time off validations and the options that you select for this field. Your selections, together with the
    Restrict Requests to Days to Include on Calendar
     check box, control the days for which workers can enter time off.
    The
    Workdays (Non-Holiday)
     and
    Workdays (Work Hours exceed Holiday Hours)
     options require you to set up holiday and work schedule calendars.
    When you select the
    Configure Days To Include
     option, you can:
    • Select specific days from the
      Included Days
       prompt. Workday counts these days when workers request time off. Example: The Global Modern Services international office doesn't have Monday to Friday as the standard working week. Using this option they define Sunday to Thursday as the working week.
    • Specify that time off is available on a public holiday. Select the
      Include Holidays from Holiday Calendar
       check box.
    Use Scheduling Shifts
    Select to determine working days from Workday Scheduling. When workers are part of a scheduling organization, and have a published schedule for the week of their time off request, Workday uses the published schedule, otherwise Workday considers the
    Days to Include
     configuration on the time off plan. Workday uses the work schedule calendar when
    Days to Include
     is
    Workdays (Non-Holiday)
    .
    Although Workday Scheduling supports multiple positions, you can’t select this check box on position-based time off plans. However, when you select
    Use Scheduling Shifts
     on a worker-based time off plan, and a worker with multiple positions requests time off against the plan, if there’s a published schedule for the week for the worker for any position, Workday prevents them requesting time off on days that they’re scheduled to work.
    Restrict Requests to Days to Include on Calendar
    Applies when using the
    Request Absence
     task and
    Manage Absence
     report:
    • 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.
  13. On the
    Accrual
     tab, select the accruals that add to the time off plan balance.
    The grid identifies whether the selected accruals have an accrual frequency, eligibility rule, or upper limit that overrides the plan rules.
  14. 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.
  15. (Optional) In the
    Payout Time Offs
     section, consider:
    Option Description
    Time Off for Balance Transfer Adjustment
    Workday uses the time off to create an adjustment that offsets the plan balance when a worker loses eligibility because of a job change.
    Time Off for Termination Adjustment
    Workday uses the time off to create an adjustment that offsets the plan balance at termination.
    Time Off for Forfeiture Adjustment
    Workday uses the time off to create adjustments that offset the defined
    Forfeited Type
     on the
    Forfeiture Options
     tab of the time off.
  16. 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.
    Country/Country Region Enabled for All Positions
    (Optional) Available for worker-based time off plans only. Workday overrides this setting when you also select
    Require Position on Time Off Requests
     on time offs on the plan.
    Select to enable workers on international assignment to select the time off plans for their current assignment.
    You can select this option if you enable
    Country/Country Region
     values for the worker's country.
    Example: Marc works in Toronto, but goes on an international assignment to China. He becomes eligible for the
    China Vacation
     plan, but can't access the plan when requesting time off. The administrator has enabled the
    China Vacation
     plan in the
    Country/Country Region
     field. However, to make the
    China Vacation
     plan available for Marc, you need to select the
    Country/Country Region Enabled for All Positions
     check box. Workday automatically checks for country or country region plans that Mark is eligible for.
    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.
Effects of Days to Include Option: Restrict Requests to Days to Include on Calendar
Cynthia wants to take
Vacation
 time off on Friday and the next 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)
.
Workday processes time off requests differently depending on the
Restrict Requests to Days to Include on Calendar
 check box setting. If you:
  • Select it, Workday considers that Cynthia is requesting time off for 2 days.
  • Clear it, Workday displays the
    Include All Selected Days
     check box when workers enter time off. If Cynthia selects it, Workday considers her requesting time off for 4 days.
Effects of Days to Include Option: Configure Days to Include
Workday processes time off requests differently depending on the
Include Holidays from Holiday Calendar
 check box and
Included Days
 settings. When you:
  • Select
    Include Holidays from Holiday Calendar
    , Workday only includes days that you select in the
    Included Days
     prompt that are a holiday.
  • Clear it, Workday doesn't include any days that you select in the
    Included Days
     prompt that are a holiday.
As an HR Administrator for Global Modern Services, you select the
Include Holidays from Holiday Calendar
 check box. A holiday occurs on a Friday. However, because you only selected
Saturday
 and
Sunday
 from the
Included Days
 prompt, when processing a time off request for Friday, Saturday, and Sunday, Workday doesn't include Friday.
  • Review the
    All Time Off Plans
     report to verify the configuration of the time off plan.
  • Run the
    Evaluate Absence Calculation
     task to validate calculations for an eligible worker.