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Administrator Guide
Last Updated: 2025-03-14
Steps: Remove Invalid Time Off Entries After Job Changes

Steps: Remove Invalid Time Off Entries After Job Changes

Security: These domains:
  • Business Process Administration
     and
    Manage: Business Process Definitions
     in the System functional area.
  • Set Up: Time Off
     in the Time Off and Leave functional area.
You can configure Workday to automatically remove approved time off entries after the completion of
Change Job
 business process events when either the:
  • Workers are no longer eligible for the approved time off.
  • Entries are no longer valid days to include due to changes in holiday calendars or work schedule calendars as part of the
    Change Job
     event.
Invalid time off entries that remain on a worker's calendar after a job change can negatively impact reporting, scheduling, balance calculation, and integrations.
You can use the
Remove Invalid Time Off Entries After Job Change
 service step to initiate the
Correct Time Off
 business process and remove invalid, approved time off entries on or after the effective date of the worker's job change. This step removes the need to find and manually remove these time off entries. Workday automatically creates a
Correct Time Off
 event for the approved invalid time off entries and adjusts the units down to zero.
  1. Edit Business Processes.
    On the
    Change Job
     business process, add the
    Remove Invalid Time Off Entries After Job Change
     service step after either of these steps, depending on which one you use:
    • Auto-Manage Business Processes
       service.
    • Manage Business Processes for Worker
       action.
    This allows you to manage any in-progress events for a worker including time off requests or corrections. The
    Remove Invalid Time Off Entries After Job Change
     service step only corrects approved time off entries. In-progress time off entries require the
    Auto-Manage Business Processes
     or
    Manage Business Processes for Worker
     steps to handle business process cancellation or approval.
    You must add the
    Remove Invalid Time Off Entries After Job Change
     service step after the completion step (where
    Complete
     equals
    Yes
    ). Workday displays an error if you try to add this step before the completion step.
  2. After you add the
    Remove Invalid Time Off Entries After Job Change
     service step for the first time, Workday displays a warning message. Access the
    Evaluate and Process Events Impacting Absence
     task to run a background job immediately that initiates evaluation and correction of ineligible future time off entries and accrual adjustments. From this point onwards, Workday initiates the background job automatically every 15 minutes.
    If you don't run the
    Evaluate and Process Events Impacting Absence
    task, Workday continues to flag invalid time off entries that occur on or after the effective date in the
    Change Job
     business process event until the next Weekly Service Update when we automatically initiate the background job to run every 15 minutes in your tenant.
    If Workday doesn’t display a warning message when you add the service step to the business process definition for the first time, this means that the background job is already running and there’s no need to run the
    Evaluate and Process Events Impacting Absence
     task.
    If
    Rescind
     or
    Correct
     actions occur on the
    Change Job
     business process, you might need to manually remove or re-enter time off entries that start on or after the effective date of the job change. This is because a rescind or correction of the
    Change Job
     event won’t impact any automatic time off corrections by the
    Evaluate and Process Events Impacting Absence
     task.
  3. Create a separate rule-based business process definition for the
    Correct Time Off
     business process because the
    Remove Invalid Time Off Entries After Job Change
     service creates correction events that follow the business process definition.
    If you want the service step to automatically remove invalid time off entries without review and approval, create a business process with just a single initiation step (Step a), as follows:
    1. From the related actions menu of the
      Correct Time Off
       business process, select
      Business Process
      Copy or Link Business Process Definition
      . 
    2. Select
      Rule Based Workflow Definition Name
       and enter a name. Example:
      Remove Invalid Time Off Service
      . Click
      OK
      .
    3. From the related actions menu of the
      Correct Time Off (Remove Invalid Time Off Service )
       business process, select
      Business Process
      Rule-Based Business Process Configuration
       and click
      OK
      .
    4. From the related actions menu of Step a, select
      Business Process
      Set as Completion
       and click
      OK
      .
    5. As a related action on the business process, select
      Business Process
      Edit Definition
      .
    6. Remove any additional steps and click
      OK
      .
  4. Create a condition rule that uses the
    Initiating Business Process of Remove Invalid Time Off Entries Service
     report field to identify when the initiating business process is
    Change Job
    :
    1. From the related actions menu of the initiation step, select
      Business Process
      Create Condition Rule
       and click
      OK
      .
    2. Enter a description. Example: A name such as
      Time Off Correction Initiated by Remove Invalid Time Off Service After Change Job?
       helps identify the business process condition rule.
    3. Enter a comment to explain the condition. Example:
      If time off correction is initiated by Remove Invalid Time Off After Job Change, then exit of a - Correct Time Off notifies Employee as Self
       .
    4. Add a rule with these values:
      And/Or
      Source External Field or Condition Rule
      Relational Operator
      Comparison Type
      Comparison Value
      And
      Initiating Business Process of Remove Invalid Time Off Entries Service
      in the selection list
      Value specified in this filter
      Change Job
      Other possible comparison values are:
      • Assign Work Schedule
        .
      • Termination
        .
      • Blank, if the correction was not initiated by the service step.
  5. To notify employees that Workday is correcting their time off as a result of a
    Change Job
     event, create a custom notification on the rule-based business process definition:
    1. From the related actions menu of the business process, select
      Business Process
      Add Notification
       and click
      OK
      .
    2. Complete the task:
    Option Description
    Triggers
    From the
    On Exit
     prompt, select
    a - Correct Time Off
    .
    Conditions and Rules
    Add a rule and select the business process condition rule that you created previously.
    Groups
    Select the
    Employee as Self
     security group.
    Email Message Content
    Enter the details:
    • Subject:
       Add a row to enter text for the subject line. Example:
      Time off Correction Submitted on Your Behalf
      .
    • Body:
       Add a row to enter body text. Example:
      Workday submitted a time off correction on your behalf due to a Change Job event that resulted in invalid time off entries after eligibility changes or the dates changing to non-working days.
  6. To ensure that Workday only sends notifications to employees for corrections initiated by the service step as part of the
    Change Job
     business process, create a rule that triggers the rule-based business process when True:
    1. From the related actions menu of the rule-based business process that you created previously, select
      Business Process
      Rule Based Business Process Configuration
       and click
      OK
       .
    2. Add a rule. From the
      Rule
       prompt, select
      Create Condition Rule
      , and click
      OK
      .
    3. Enter a description. Example: A name such as
      Time Off Correction Initiated by Remove Invalid Time Off Service
       helps identify the business process condition rule.
    4. Enter a comment to explain the condition. Example:
      True if the event is a time off correction that was initiated by a Remove Invalid Time Off Entries Service.
    5. From the
      Copy Condition from Rule
       prompt, select the business process condition rule that you created previously. Example:
      Time Off Correction Initiated by Remove Invalid Time Off Service After Change Job?
    6. Create a rule with these values and click
      OK
      :
      And/Or
      Source External Field or Condition Rule
      Relational Operator
      Comparison Type
      Comparison Value
      And
      Initiated by Remove Invalid Time Off Entries Service
      equal to
      Value specified in this filter
      Select the check box.
You can initiate the
Change Job
 business process to verify that the
Remove Invalid Time Off Entries After Job Change
 service step is working. See Reference: Change Job Initiation. On the
Manage Absence
 report, if workers requested time off but have a job change that makes them ineligible for the time off, as of the effective date, Workday removes the time off entries from their calendar, or reallocates the time off to a different absence tier that they're now eligible for when sufficient balances exist.