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Administrator Guide
Last Updated: 2023-06-23
Manually Schedule Storage of Time Off Balances

Manually Schedule Storage of Time Off Balances

  • Configure time off plans to track balances.
  • Security:
    Process: Calculated Balances (Run)
     domain in the Time Off and Leave functional area.
You can manually schedule processes to store time off balances and accrual amounts for time off plans to:
  • Optimize performance for time off transactions and reports.
  • Provide balances for payroll processes of earnings mapped to time off.
Workday uses stored balances as a starting point for calculating balances for subsequent dates, instead of returning to each worker's initial processing period.
To maintain a minimum level of performance, Workday checks every month whether a time off plan has stored balances as of a date within the previous 13 months. If it hasn't, Workday automatically stores balances as of 13 months before the third Sunday of that month. However, for optimal performance, Workday highly recommends that you manually schedule processes customized for your time off plans and business requirements.
  1. Access the
    Schedule Time Off Calculated Balance Process
     task.
  2. In the
    Run Frequency
     field, specify when you want the process to run.
  3. On the
    Time Off Plans
     tab, specify:
    Field
    Description
    Process Name
    Example:
    All Time Off Plans with an Annual Period Schedule
    .
    Time Off Plans
    You can process plans with different period schedules together. Example: Plans with a monthly period schedule and plans with a quarterly period schedule.
    For the best performance, include each plan in 1 schedule only.
  4. If you selected
    Run Now
     or
    Run Once in the Future
    , specify how far back in time you want to store balances.
    Count the number of days between the current date (or the future run date) and the period for which you want to store balances. Enter the result in the
    Days Before Run Date
     field. Workday calculates and stores balances for the first date of that period.
    Don't run the process for the current period or future periods. The
    Days Before Run Date
     shouldn’t be set to zero. As a best practice, set this value to 91 days or more.
    Example: Your time off plan has a monthly period schedule. Today is 2020-11-11 (the run date) and you want to store balances for the plan December 2019 period. You determine that there are 315 days from 2019-12-31 and today, and 345 days from 2019-12-01 to today. So, you enter a number from 315 to 345 in the
    Days Before Run Date
     field. When the process runs, Workday calculates and stores balances for 2019-12-01.
  5. If scheduling the process to run later, enter instructions on the
    Schedule
     tab and click
    OK
    .
    When you click
    OK
    , the process runs immediately unless you scheduled it to run in the future.
When the process runs, Workday calculates and stores the updated balances and accrual amounts.
After the process completes, it automatically recalculates and stores balances and accrual amounts in response to retroactive absence-related transactions for a worker. Example: Time off and leave requests entered for dates before you last ran the process. Workday doesn't recalculate balances and accrual amounts in response to:
  • Job changes entered after the fact.
  • Retroactive configuration changes to time off, accruals, or time off plans.
Example: After you run the process on April 1, Kevin enters time off for March 15. You also increase the accrual rate for vacation time to 4 extra hours a month for all workers, effective March 1. Workday automatically recalculates and stores Kevin's time off balances to reflect his March 15 day off. Workday doesn’t recalculate balances or accrual amounts in response to the accrual change.
These examples demonstrate scheduling options for storing balances:
Run once a year on the second Friday of February.
  • Run Frequency
     =
    Monthly Recurrence
  • Month(s)
     =
    February
  • Recurrence Type
     = Day of the Week:
    Second Friday
  • Start Time
     =
    12:30 AM
Run on the last day of each calendar quarter.
  • Run Frequency
     =
    Monthly Recurrence
  • Month(s)
     =
    March, June, September, December
  • Recurrence Type
     = Day(s) of the Month:
    Last Day of the Month
  • Start Time
     =
    12:30 AM
Run at midnight tonight for a prior period (a catch-up run).
You have 3 monthly time off plans that have been in use for 2 years. You've never run the process. To catch up, you decide to store balances as of 1 year ago. Enter these values the first time you run the process:
  • Run Frequency
     =
    Run Once in the Future
  • Days Before Run Date
     = 365
  • Start Time
     =
    12:00 AM
Run once more for a more recent period and then schedule the process to run on a recurring basis.
  • To edit or delete a schedule with a recurring frequency, access the
    View Schedules for Time Off Calculated Balance Process
     report.
  • To cancel a run or remove stored balances, use the
    Cancel Time Off Calculated Balances Run
     task.
    When selecting the run, check the run date displayed after the process name to ensure that you cancel the correct run.