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Administrator Guide
Last Updated: 2025-11-14
Example: Transfer Time Off Balances

Example: Transfer Time Off Balances

This example illustrates how you can transfer time off balances when a worker’s eligibility for a time off plan changes.
Alan is moving from San Francisco to Copenhagen, effective 2020-02-16. He currently has time off balances on these plans:
Time Off Plan
Time Off Plan Balance
USA Paid Time Off Plan (Salaried)
103.125 hours
Floating Holiday Plan
6.25 hours
USA Sick Plan
2.5 hours
USA Vacation Plan
7.5 hours
Effective 2020-02-16, he's eligible for the DNK Vacation Plan.
You need to:
  • Transfer all balances from Alan's previous time off plans to the DNK Vacation Plan.
  • Pay 2 hours (0.25 days) of balance from Floating Holiday Plan to the DNK Vacation Plan.
Security:
Set Up: Time Off (Calculations - Absence Specific)
 domain in the Time Off and Leave functional area.
  1. Select
    Business Process
    Edit Definition
     from the related actions menu of the
    Change Job
     business process.
  2. Click
    OK
    .
  3. On the
    Business Process Steps
     tab, add 2 rows and select these options:
    Type
    Specify
    Group
    Action
    Maintain Time Off Plan Transfer Balance
    • Absence Administrator
    • Absence Partner
    Action
    Update Time Off Requests
    • Absence Administrator
    • Absence Partner
    • Manager
  4. Click
    OK
    .
  5. Access the
    Maintain Time Off Unit of Time Conversion Calculations
     task.
  6. Select
    Create Arithmetic Calculation
     from the
    Hours to Days
     prompt.
  7. On the
    Create Arithmetic Calculation
     page, enter these values:
    Field
    Value
    Name
    Hours to Days
    Category
    Absence
    1st Operand
    1
    Operator
    Divide
    2nd Operand
    8
  8. Select
    Create Arithmetic Calculation
     from the
    Days to Hours
     prompt.
  9. On the
    Create Arithmetic Calculation
     page, enter these values:
    Field
    Value
    Name
    Days to Hours
    Category
    Absence
    1st Operand
    1
    Operator
    Multiply
    2nd Operand
    8
  10. Access the
    Edit Time Off Plan
     task.
  11. Select
    USA Paid Time Off Plan (Salaried)
     from the
    Time Off Plan
     prompt.
  12. Select
    DNK Vacation Plan
     from the
    Balance Transfer Default(s)
     prompt on the
    Balance
     tab.
  13. Click
    OK
    .
  14. Access the
    Edit Time Off Plan
     task.
  15. Select
    Floating Holiday Plan
     from the
    Time Off Plan
     prompt.
  16. Select
    Floating Holiday Time Off
     from the
    Time Off for Balance Transfer Adjustment
     prompt on the
    Time Off
     tab.
  17. Click
    OK
    .
  18. Launch the
    Start Job Change
     initiating action.
    Change Alan's work location from San Francisco to Copenhagen:
    Field
    Value
    When do you want this change to take effect
    02/16/2020
    What do you want to do?
    Change Location
    Where will this person be located after this change
    Copenhagen
    Employee Type
    Regular
    Time Type
    Full Time
    FTE
    100%
    Company
    Global Modern Services (Denmark)
    Region
    EU-Northern
  19. Access the
    Maintain Time Off Plan Transfer Balances
     task from
    My Tasks
    .
    1. Select the worker and the time off balance transfer event that results from the
      Change Job
       business process.
  20. On the left panel, click the
    USA Paid Time Off Plan (Salaried)
     tab.
    Workday:
    • Converts
      103.125 hours
       to
      12.890625 days
      .
    • Transfers the time off balance from
      USA Paid Time Off Plan (Salaried)
       to the default time off plan,
      DNK Vacation Plan
      .
  21. On the left panel, click the
    Floating Holiday Plan
     tab.
  22. In the
    Transfer To
     grid, add a row for the
    DNK Vacation Plan
     and select these values:
    • Units
      :
      0.53125
       (4.25 hrs / 8)
    • Unit of Time
      :
      Days
  23. Enter
    0.25
     (Days)
    Units to Payout
     in the
    Payout Adjustment
     section.
  24. On the left panel, click the
    USA Sick Plan
     tab.
  25. In the
    Transfer To
     grid, add a row for the
    DNK Vacation Plan
     and select these values:
    • Units
      :
      0.3125
       (2.5 hrs / 8)
    • Unit of Time
      :
      Days
  26. On the left panel, click the
    USA Vacation Plan
     tab.
  27. In the
    Transfer To
     grid, add a row for the
    DNK Vacation Plan
     and select these values:
    • Units
      :
      0.9375
       (7.5 hrs / 8)
    • Unit of Time
      :
      Days
  28. Click
    Submit
    .
    If you transfer balances for more than 1 plan, Workday validates multiple transfers when you submit the time off transfer balance request.
Alan's new time off plan,
DNK Vacation Plan
, contains a balance of
14.671875 days
.
(Optional) You can view or edit Alan's balance in his previous and new time off plans using the
Maintain Time Off Override Balances
 task.
You can run the
Maintain Accrual and Time Off Adjustments/Overrides
 task to view or edit the payout adjustment on the
Floating Holiday Plan
.