Setup Considerations: Time Off Adjustments
You can use this topic to help make decisions when planning your configuration and use of time off adjustments. It explains:
- Why to set them up.
- How they fit into the rest of Workday.
- Downstream impacts and cross-product interactions.
- Security requirements and business process configurations.
- Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.
What It Is
Time off adjustments enable you to change time off plan balances for a worker during a single processing period.
Business Benefits
- Provides flexibility by enabling you to reduce or increase time off balances for workers in exceptional circumstances and update payroll with the latest information automatically.
- Makes it easier to track time off in lieu.
Use Cases
With time off adjustments, you can:
- Adjust a worker’s balance for sick leave or compassionate leave time offs.
- Record time off retroactively if the worker or manager didn't request it in Workday.
- Use time off adjustments to offset an automated termination adjustment.
- Suspend time off limits for workers.
Questions to Consider
Question | Consideration |
|---|---|
Which time offs and time off plans do you want to adjust? | You can only adjust time offs for plans that track balances. You can specify adjustments in hours or days, based on the units of the time off plan.
You can only adjust time offs that allow adjustments. |
When do you want to enter your adjustments? | The timing of accrual processing can reduce or eliminate a time off adjustment. Whether Workday records the adjustment as paid time off depends on:
|
Does your time off have a lower limit set? | Time off limits can reduce or eliminate a time off adjustment. Example: A Paid Time Off plan has a lower limit of zero hours. Joan has an accrual balance of 9 hours and takes off 6 hours. If you enter a time off adjustment of 5, Workday records only 3 adjusted hours as paid time off, because any amount over 3 hours exceeds the time off lower limit.
You need to consider time off lower limits together with validations on the time off such as Maximum Unpaid Time Off Units Allowed . If there's no unpaid days validation on the time off, time off adjustments can result in a negative time off balance. |
Do you use absence tables? | You can use an absence table to group time off requests that span multiple related time offs. Workday doesn't re-evaluate time off balances or time off events in absence tiers automatically when you adjust time offs. However, you can manually recalculate a worker's or multiple workers' balances. |
Does the time off span multiple periods? | You can adjust time offs and accruals for any period, including periods for which a worker is ineligible. You can't, however, configure time off adjustments that span multiple periods. If you want to adjust a time off for multiple periods, you need a separate entry for each period.
A time off adjustment adds to or subtracts from the time off units of a worker for a single processing period. By contrast, an override replaces the standard accrual calculation with the override units and can span more than 1 processing period. You can't override individual time offs. Overrides apply to accruals only. |
When do you want to include the adjustment in your time off calculations? | You can select any reference date within the selected period. Workday updates balances dynamically after you make adjustments. |
Do want to run retroactive pay processing for a period you're adjusting? | If you use Workday Payroll, when you enter a time off adjustment for a prior period and run retro processing, Workday Payroll picks up the adjustment and retroactively updates the employees pay. |
Do you know whether the worker is eligible for the time off adjustment you want to make? | Before making an adjustment, you can:
|
Do you need to adjust time off balances for workers who relocate to a different country or region? | When workers relocate, their eligibility for time off plans might change. You can configure time off plans to transfer their balances to another time off plan, pay out time off balances, or both when they lose eligibility due to a job change.
Transfer balance payouts create time off adjustments for the worker. You can edit the reference date on the time off adjustments to change the country or pay results for the payout. |
Do you need to adjust time off balances for multiple workers? | To adjust time off balances for multiple workers, you can link adjustments to batch IDs created using the Put Absence Input web service. Batch IDs enable you to manage time off adjustments for multiple employees at the same time. You can also delete adjustments that you make in error. |
Recommendations
For optimum performance, Workday recommends that:
- When running theRecalculate Worker Time Off Balancestask, don't select all workers, all time off plans, or a start date more than 13 months before the current date.
- Schedule bulk recalculations to run at night or during off-peak hours.
Requirements
Enable the
Adjustments Allowed
option for the time off.Limitations
- Because absence tiers re-evaluation doesn’t occur automatically after a time off adjustment, if you adjust time offs that are part of an absence table, you'll need to re-evaluate the tiers. To reduce the likelihood of impacting existing time off events, we recommend that you don't make time off adjustments for absence table time offs retrospectively.
- You can configure a time off as the one to use for termination adjustments to offset the plan balance at termination. However, Workday doesn't process balance adjustments of greater than 1000 units.
Tenant Setup
No impact.
Security
Configure these domains in the Time Off and Leave functional area:
Domain | Consideration |
|---|---|
Process: Calculated Balances (Run)
| Users with access to this domain can run calculated balances process for a time off plan for a specific start date. |
Set Up: Time Off (Calculations - Absence Specific)
| Users with access to this domain can define absence-specific calculations such as:
|
Worker Data: Time Off (Adjustments and Overrides)
| Users with access to this domain can adjust time off for workers. |
Worker Data: Time Off (Limit Overrides)
| Users with access to this domain can suspend time off limits for workers. |
Business Processes
Business Process | Consideration |
|---|---|
Correct Time Off
| Enables:
|
Change Job
| Workday recommends that you add an Automated Accrual Adjustment service step after the Completion step to the Change Job business process. |
Termination
| Enables users to adjust time off balances for terminated workers.
Workday recommends that you add an Adjust Time Off Balances service step after the completion step of the Termination business process. |
Time Off Balance Transfer
| This subprocess enables the transfer of a time off balance to another plan when a worker's eligibility changes. |
Reporting
Reports or Dashboards | Consideration |
|---|---|
Time Off Balances and Liability by Organization
| You can view your liability for employees' time off plan balances as of a specific date before deciding which time offs you need to adjust. |
Accrual and Time Off Adjustments/Overrides
| Find out what adjustments and overrides you've made to time offs for organizations within a specified time period. |
Accrual and Time Off Adjustments/Overrides by Batch ID
| View a batch of time off adjustments and overrides that you made for multiple workers using the Put Absence Input web service. You can use a batch ID to identify the batch. |
Time Off Balance
| View time off balances for a worker before determining whether to make an adjustment. |
You can use these data sources to create custom reports:
Data Source | Consideration |
|---|---|
Accrual and Time Off Adjustments/Overrides
| This data source doesn't include terminated workers, so custom reports that use this data source won't display workers with terminated adjustments. |
Workers for Organizations parm for Time Off Liability Reporting
| Use this data source to view the liability of an organization for time off balances and decide where you might need to make time off adjustments. |
Integrations
Web Service | Consideration |
|---|---|
Put Absence Input
| Use this web service to load time off adjustments or updates to existing adjustments for workers into Workday. You can use batch IDs to bulk load adjustments for multiple workers. |
Get Absence Inputs
| Use this web service to extract time off adjustment details for workers from Workday. |
Connections and Touchpoints
Touchpoint | Consideration |
|---|---|
Time Tracking | You can adjust time off entered. |
Workday Payroll | Adjustments that you make can affect payroll earnings that are based on a worker's time off. |
Third-party payroll | Third-party payroll interfaces can detect time off adjustments that affect payroll earnings. |
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.