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Administrator Guide
Last Updated: 2024-10-04
Create Time Off Validations

Create Time Off Validations

  • Create a time off.
  • Security:
    Set Up: Time Off (Calculations - Absence Specific)
     domain in Time Off and Leave functional area.
Define rules to warn users of invalid time off requests or prevent workers from entering them.
Workday sets requests displaying warnings that workers submit through the time off calendar to
In Progress
.
Requests for intermittent time off are subject to validation rules for both the time off and the related leave of absence. Time off validations apply when entering time off. Leave validations apply when submitting a time off request or saving it for later. Workday automatically saves requests that fail a leave validation.
  1. Access the
    Edit Time Off
     task.
  2. On the
    Validations
     tab, add a row in the
    Data Entry Validation
     table for each validation you need to add.
    Any values you enter must be compatible with the unit of time defined for the time off plan balance.
    Complete the fields appropriate for the validation rule. The table lists fields that apply to all rules last.
    Field
    Description
    Consecutive Day Maximum
     and
    Consecutive Day Minimum
    For the value, specify the:
    • Maximum number of consecutive days a worker can take time off.
    • Minimum number of consecutive days workers must enter in a single request.
    Specify a positive number or a calculation that evaluates to a positive number.
    To require an exact number of consecutive days off, combine the
    Consecutive Day Maximum
     validation with a
    Consecutive Day Minimum
     validation that has the same value.
    These validations:
    • Reference the
      Days to Include
       option on the time off plan when determining which days are consecutive. Example: When
      Days to Include
       is:
      • All Days
         and a worker takes time off on Thursday, Friday, Monday, and Tuesday, Workday evaluates the time off as 2 sets of 2 consecutive days, not 4 consecutive days.
      • Weekdays (Mon - Fri)
         and a worker takes the same days off, Workday evaluates the time off as 4 consecutive days.
    • Ignore the
      Include All Selected Days
       setting.
    Workday uses these validations to evaluate short-term time offs. Defining a consecutive day maximum or minimum greater than 30 days can slow down time off performance.
    The
    Consecutive Day Minimum
     validation isn't available for time offs entered through Time Tracking.
    Increments
    Specify the increments for entering time off.
    Example: Select a constant value, such as 4 hours or 0.5, or a calculation that returns different values for full-time and part-time workers.
    Maximum
    Specify the maximum amount of time off workers can request.
    Example: Select a constant value, such as 8 hours or 1 day, or a calculation that returns different limits based on a worker's work schedule calendar, holiday schedule calendar, or both.
    You can set limits dynamically based on the number of hours the worker is scheduled to work on the time off date. Example: 8 hours Monday, Tuesday, Wednesday, and Thursday; 12 hours on Friday, and zero hours on holidays.
    Example: You can use the
    Published Scheduled Hours for All Positions for Calendar Day (Workday Scheduling)
     instance value calculation (IVC) in a
    Maximum
     validation on a time off such as vacation as part of a calculation to return 0 if the worker’s published hours are greater than 0. This prevents or warns the worker that they’re requesting a planned absence for a day that they’re scheduled to work.
    Specify whether the maximum applies to:
    • Each request (
      Individual Time Off Entry
      ).
    • All time off entries for the same date.
    • Requests for the same date for the time offs you select in the
      Time Off Validation Set
       field.
    If the time off belongs to a position-based time off plan, you can apply the maximum to all or selected time off entries for the same position and date.
    Maximum Unpaid Time Off Units Allowed
    Enter the maximum amount of unpaid time off allowed for a worker at any point in time. Must be a positive number. Applies only to time off plans that track balances and have a lower limit, or a time off limit override.
    To prevent unpaid time off, enter
    0
     (zero).
    Minimum
    Specify the minimum amount of time off workers can request for each time off entry, not the sum of time off entries each day. Example: Select a constant value, such as 4 hours or 0.5, or a calculation that returns different values for full-time and part-time workers.
    Multiple Time Off Requests Not Allowed for Same Date
    Specify whether the rule applies to:
    • All time off entries for the same date.
    • Requests for the same date for the time offs you select in the
      Time Off Validation Set
       field.
    If the time off belongs to a position-based time off plan, you can apply the rule to all or selected time off entries for the same position and date.
    Time Off Date before Maximum Override Balance Date Not Allowed
    Prevents the entry of time off requests for dates before the most recent
    Override Balance Date
     on the
    Maintain Time Off Override Balances
     task. (Applies only to time off plans that track balances.)
    Example: If the most recent
    Override Balance Date
     is 2016-01-01, workers can't enter time off requests for dates before this.
    Do Not Allow Request
    Display an error message when a request fails the validation.
    Depending on the type of validation, you can clear the check box to generate a warning message instead. Example: Clear this check box for a
    Maximum Unpaid Time Off Units Allowed
     validation to enable workers to submit requests for unpaid time off. A manager or administrator can reject the request.
    Applies to all validation rules.
    Allow Override for Entry on Behalf of Worker
    Enable managers or administrators to override the validation rule when entering, revising, or correcting time off on behalf of workers. A warning message displays when managers, administrators, or partners enter invalid requests.
    Applies to all validation rules.
    Custom Text
    Select a message that displays after the standard error or warning message, unless you select
    Display Custom Text First
    . Custom text doesn't display on mobile devices. Use the
    Maintain Time Off Data Validation Custom Text
     task to define custom text.
    Applies to all validation rules.
    Hide Default Validation Text
    Select to hide the default validation text when a worker enters a time off request if custom text is defined on the validation.
    Workday displays the validations from the effective dated snapshot of the time off plan when the worker entered their time off request. Updates in subsequent snapshots don't display.
This example shows how to apply validation rules. Sondra enters a request for 4 hours of Floating Holiday and a second request for 5 hours of Vacation time for June 7.
  • If you limit Vacation requests to a maximum of 8 hours and select
    All Time Off Entries for Worker for Same Date
     in the
    Time Off Entries to Include
     field, Workday rejects Sondra's second request because it exceeds the maximum time off for all time off entries for that date.
  • If the
    Multiple Time Off Requests Not Allowed for Same Date
     rule is in effect instead, and the validation set includes Floating Holiday and Bonus, Workday accepts Sondra's second request because there are no restrictions on Vacation requests.
(Optional) Access the
Maintain Time Off Data Validation Custom Text
 task to display a custom message.