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Administrator Guide
Last Updated: 2024-12-13
Override Time Off Plan Balances

Override Time Off Plan Balances

  • Configure the time off plan to track balances and enable overrides.
  • Security:
    Worker Data: Time Off (Time Off Balances)
     domain in Time Off and Leave functional area.
Override a worker's time off plan balance or a carryover balance.
When you override a worker's time off plan balance, Workday doesn't update the balance again for dates on or before the override date, including retroactive time off entries. You can prevent users from entering time off requests for dates before the balance override date. Add the
Time Off Date before Maximum Override Balance Date Not Allowed
 validation to the time off.
To override the time off plan balances for a group of workers with balances that third-party applications maintain, use the
Put Override Balance
 web service. Verify that balances loaded correctly with the
View Override Balances by Batch ID
 report. If necessary, use the
Delete Override Balances by Batch ID
 task to delete uploaded balances.
  1. Access the worker's
    Time Off Balance
     report and make a note of the balance and carryover balances for the time off plan.
  2. Access the
    Maintain Time Off Plan Override Balances
     task for the worker.
    Don't use this task to override expiration rules defined on an accrual. Instead, access the
    Maintain Accrual Expiration Overrides
     task to handle accrual expiration exceptions or special employee circumstances. See Override Accrual Expiration Dates for a Worker.
  3. As you complete this task consider:
    Field
    Description
    Time Off Plan
    Select the plan that you want to override from the plans that the worker is eligible for today, in the past, or in the future. Workday categorizes the plans that the worker is:
    • Eligible for as of today.
    • Not eligible for as of today.
    Override Balance Date
    Select the date for which you want to override the plan balance or carryover balance. Workday overrides balances as of the period start date. This prompt displays the start date for periods in which the worker is eligible. If the eligibility rules evaluate as of the period end date, the worker isn’t eligible as of today, so the period start date won’t be available for selection. For time off plans:
    • With an
      Accrual Frequency Method for Time Off Plan
       option of
      Custom Frequency
      , select from the start date of the period to override:
      • The balance carryover date.
      • Any date on which the accrual can occur.
      • The balance carryover expiration date.
    • Without a custom accrual frequency, select from the start date of the period to override any carryover expiration date.
    Position
    (Optional) The worker's position for position-based time off plans.
    Units
    A positive or negative number for the new balance amount. For any balance that you don't want to change, enter the current amount that you recorded in step 1.
    Workday sets the balance to zero if you don't enter a value.
Select the
View Calculated and Override Balances
 from the worker's related action menu to see override balances for a worker.
Access the
View Override Balances for Organization
 report to view all workers with a time off plan balance override by organization.