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Administrator Guide
Last Updated: 2024-09-20
Steps: Remove Invalid Time Off Entries After Termination

Steps: Remove Invalid Time Off Entries After Termination

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 invalid time off entries that result from the completion of a
Termination
 business process event. Invalid time off entries that remain on a worker's calendar after termination can negatively impact reporting, balance calculation, and integrations.
The
Remove Invalid Time Off Entries After Termination
 service step initiates the
Correct Time Off
 business process to remove approved time off entries after the worker's
Termination Date
. Workday automatically creates a
Correct Time Off
 event for the approved time off entries that occur after the
Termination Date
 and adjusts the units down to zero.
  1. Edit Business Processes.
    On the
    Termination
     business process, add the
    Remove Invalid Time Off Entries After Termination
     service step after the
    Completion
     step and after either of these steps, depending on which one you use:
    • Auto-Manage Business Processes
       service.
    • Manage Business Processes for Worker
       action.
    The
    Remove Invalid Time Off Entries After Termination
     service step only corrects approved time off entries. In- progress time off entries require the
    Auto-Manage Business Processes
     service or
    Auto-Manage Business Processes
     action to handle business process cancellation.
    After the
    Remove Invalid Time Off Entries After Termination
     service step completes, the service step won't reflect any corrections or rescinds of the termination event because Workday doesn't support
    Correct
     or
    Rescind
     actions on time off business processes. We recommend that you include the
    Remove Invalid Time Off Entries After Termination
     service step later in your
    Termination
     business process definition to reduce the likelihood of it completing prior to any termination corrections or rescinds.
  2. (Optional) Configure a condition rule on the
    Remove Invalid Time Off Entries After Termination
     service step. From the related actions of the service step on the
    Business Process Steps
     tab, select
    Business Process
    Create Condition Rule
    .
    Example: To configure a rule that only removes time off entries after voluntary terminations, add a rule with these values:
    And/Or
    Source External Field or Condition Rule
    Relational Operator
    Comparison Type
    Comparison Value
    And
    Involuntary Termination
    equal to
    Value specified in this filter
    No
  3. (Optional) Add a delay to a step on the
    Termination
     business process.
    Example: To add a delay to the
    Automated Leave Processing
     service step, configure a delay step with these values:
    And/Or
    Source External Field or Condition Rule
    Relational Operator
    Comparison Type
    Comparison Value
    And
    Completed Leave Request Events
    equal to
    Value specified in this filter
    No
  4. Review the
    Correct Time Off
     business process definition. Evaluate whether you need to add new condition rules to any workflow steps or notifications when the correction is initiated by the
    Remove Invalid Time Off Entries After Termination
     service step.
    Example: You might want to remove approval steps and notification rules. You can either:
    • Add a condition rule to the existing approvals and notifications to prevent them triggering.
    • Create a rule-based business process definition without any approvals or notifications. As a related action on the
      Correct Time Off
       business process, select
      Business Process
      Copy or Link Business Process Definition
      . Select the
      Rule Based Workflow Definition Name
       option, and enter a name for the rule-based business process definition. As a related action on the rule-based business process, select
      Business Process
      Rule-Based Business Process Configuration
      . Add a rule that uses the
      Initiated by Remove Invalid Time Off Entries Service
       report field to return True if the time off correction is initiated by the service step.
      Example: Create a rule with these values:
      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
      Yes
      In the
      Rule Based Workflow Definition
       column, select the rule-based business process definition that you just created.
  5. 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 time off entries that occur after the termination dates in
    Termination
     business process events until the next Weekly Service Update when we automatically initiate the background job to run every 15 minutes in your tenant.
    If a
    Rescind
     action occurs on the
    Termination
     business process, you need to reenter time off entries that start after the original
    Termination Date
    . If a correction to the
    Termination Date
     occurs, you might need to manually remove or re-enter time off entries.