Reference: Tips for Configuring Time Off Entry Validations

When you create time offs or absence tables, you can define validation rules to prevent users from entering invalid requests. This topic provides tips and guidelines for creating validations.

Use the same units in validation rules and time off plans.: Example: If the unit of time for a vacation plan is day
, use 0.5 as the increment value for workers entering half-days.

Avoid conflicting rules.: Example: You can define a validation rule that requires workers to enter vacation time in increments of 4 hours. You can also define a separate set of rules defining the minimum and
maximum vacation entry as 8 hours. The increment rule is unnecessary because the maximum and minimum rules prevent vacation requests that are less than 8 hours.

Ensure that rules of the same type apply to different sets of time off types.: If you define validation rules of the same type, make sure that the rules apply to different sets of time off entries.

Example of conflicting rules:

Maximum vacation entry = 8 hours (Time Off Entries to Include = Individual Time Off Entry)
Maximum vacation entry = 12 hours (Time Off Entries to Include = Individual Time Off Entry)
Rules that don't conflict:

Maximum vacation entry = 8 hours (Time Off Entries to Include = Individual Time Off Entry)
Maximum vacation entry = 12 hours (Time Off Entries to Include = All Time Off Entries for Worker (for Time Off Validation Set) for Same Date)
where the validation set includes vacation and floating holiday.

Apply maximum and multiple request rules consistently.: If you apply maximum or multiple request rules to a validation set, each time off must have the same limits and include the same time offs. Otherwise, the same combination of time off requests that is valid in 1 situation might not be valid in another.

Example: These rules exist for vacation and floating holidays:

Time Off
Maximum Request

Time Off Entries to Include

Time Off Validation Set

Vacation
8
All Time Off Entries for Worker (for Time Off Validation Set) for Same Date

Vacation
Floating Holiday

Floating Holiday
8
All Time Off Entries for Worker (for Time Off Validation Set) for Same Date

Floating Holiday

Workday applies a different maximum depending on the order of the time off entries:

Bob enters 8 floating holiday hours and later requests 8 vacation hours for the same day. Workday denies the second request because the vacation rule limits the sum of vacation and floating holiday hours to 8.
If Bob entered the vacation hours first, both requests would go through. Requests for floating holiday don't trigger the 8-hour maximum for combined vacation and floating holiday time.

To apply these rules consistently, make the floating holiday rule identical to the vacation rule. Change the validation set to include both floating holiday and vacation.

Time Off	Maximum Request	Time Off Entries to Include	Time Off Validation Set
Vacation	8	All Time Off Entries for Worker (for Time Off Validation Set) for Same Date	Vacation Floating Holiday
Floating Holiday	8	All Time Off Entries for Worker (for Time Off Validation Set) for Same Date	Floating Holiday

Set a maximum for the sum of entries for the same time off and same day.: To apply a maximum time off limit to the sum of all time off entries for a time off (Example: To all vacation entries for a day):

Select All Time Off Entries for Worker (for Time Off Validation Set) for Same Date
in the
Time Off Entries to Include
field.
Don't select Individual Time Off Entry
. If you do, the maximum applies to each time off request.
Include only vacation time off in the
Time Off Validation Set
.

Prevent multiple entries for the same time off and same day.: Select All Time Off Entries for Worker (for Time Off Validation Set) for Same Date
in the
Time Off Entries to Include
field. Include only the selected time off in the
Time Off Validation Set
.

The restriction applies even if you don't meet the maximum time off request. Example: If the maximum vacation request is 8 hours and workers enter 4 hours, they can't enter additional vacation requests for the same day.

Base maximum time off on work and holiday schedules using Workday-provided calculation rules.: This setting can be especially useful for workers with variable work schedules.

Examples:

A worker is on the schedule to work 12 hours on a given day. The rule retrieves and enforces a time off maximum of 12 hours for that day.
A worker is on the schedule to work 8 hours and enters a request for 12. The rule enforces a limit of 8 hours.
A worker accidentally enters a request for 8 hours on a holiday. The rule enforces a limit of zero hours.

This table lists delivered calculation rules and usage guidelines. To use a rule, select it in the
Value
field on the
Validations
tab of the
Create Time Off
page.

Calculation Rule Name
Time Off Plan Units
Required Calendars
Maximum Value Returned

Worker Holiday/Work Schedule Calendars: Scheduled hours to work EXCLUDING holiday hours if positive, else 0 (no rounding)

Hours
Work Schedule
Holiday

Greater of zero or the total number of scheduled work hours minus holiday hours.

Worker Work Schedule Calendar: Workday hours for date (based on As of Date) no rounding

Hours
Work Schedule
Number of scheduled work hours.

Worker Holiday Calendar: 0 if date is a holiday, else 8

You can copy the rule and change the maximum to any hourly value.

Hours
Holiday
Zero if the time off date is a holiday and 8 if the time off date isn’t a holiday.

Worker Holiday Calendar: 0 if date is a holiday, else 24

You can copy the rule and change the maximum to any hourly value.

Hours
Holiday
Zero if the time off date is a holiday and 24 if the date isn’t a holiday.

Worker Work Schedule/Holiday Calendars: 1 if workday hours MINUS holiday hours > 0, else 0

Days
Work Schedule
Holiday

One if work hours > holiday hours and zero if work hours < holiday hours.

Work Schedule Calendar: 1 if date is a work day, else 0

Days
Work Schedule
One if the time off date is a work day and zero if the time off date isn’t a work day.

Worker Holiday Calendar: 0 if date is a holiday, else 1

Days
Holiday
Zero if the time off date is a holiday and 1 if the time off date isn’t a holiday.

Calculation Rule Name	Time Off Plan Units	Required Calendars	Maximum Value Returned
Worker Holiday/Work Schedule Calendars: Scheduled hours to work EXCLUDING holiday hours if positive, else 0 (no rounding)	Hours	Work Schedule Holiday	Greater of zero or the total number of scheduled work hours minus holiday hours.
Worker Work Schedule Calendar: Workday hours for date (based on As of Date) no rounding	Hours	Work Schedule	Number of scheduled work hours.
Worker Holiday Calendar: 0 if date is a holiday, else 8 You can copy the rule and change the maximum to any hourly value.	Hours	Holiday	Zero if the time off date is a holiday and 8 if the time off date isn’t a holiday.
Worker Holiday Calendar: 0 if date is a holiday, else 24 You can copy the rule and change the maximum to any hourly value.	Hours	Holiday	Zero if the time off date is a holiday and 24 if the date isn’t a holiday.
Worker Work Schedule/Holiday Calendars: 1 if workday hours MINUS holiday hours > 0, else 0	Days	Work Schedule Holiday	One if work hours > holiday hours and zero if work hours < holiday hours.
Work Schedule Calendar: 1 if date is a work day, else 0	Days	Work Schedule	One if the time off date is a work day and zero if the time off date isn’t a work day.
Worker Holiday Calendar: 0 if date is a holiday, else 1	Days	Holiday	Zero if the time off date is a holiday and 1 if the time off date isn’t a holiday.

Steps: Set Up Time Offs

Steps: Create Calendars