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Administrator Guide
Last Updated: 2023-06-23
Troubleshooting: Time Off

Troubleshooting: Time Off

This topic provides strategies for diagnosing and resolving these time off issues:

Workers can't request a particular type of time off.

The eligibility rules are incorrect for the time off plan or the time off. Eligibility rules on the time off override eligibility rules on the plan.
    Security:
    Set Up: Time Off (Calculations - Absence Specific)
     domain in the Time Off and Leave functional area.
  1. Access the
    Edit Time Off Plan
     task.
  2. On the
    Eligibility
     tab, create or edit rules to be based on the period end date and period start date to cover workers hired and terminated.
The period schedule doesn’t include the period for which the worker is requesting time off.
    Security:
    Set Up: Time Off (Calculations - Absence Specific)
     domain in the Time Off and Leave functional area.
  1. Access the
    View Period Schedule
     report.
  2. Select
    Period Schedule
    Edit
     from the related actions menu of the schedule and add the missing period.
The worker hasn't met the waiting period requirements.
    Security:
    Set Up: Time Off
     domain in the Time Off and Leave functional area.
  1. Access the
    Edit Time Off
     task.
  2. Configure an override on the
    Time Off Plan Overrides
     tab for a waiting period.

Workers hired midperiod don't accrue time off.

The eligibility rules for the time off plan include a period start date that's before the worker's hire date.
    Security:
    Set Up: Time Off (Calculations - Absence Specific)
     domain in the Time Off and Leave functional area.
  1. Access the
    Edit Time Off Plan
     task.
  2. On the
    Eligibility
     tab, create or edit rules to be based on the period end date to cover the new hires.

Workers terminated midperiod don't accrue time off.

The eligibility rules for the time off plan include a period end date, when terminated workers aren't eligible for the plan.
    Security:
    Set Up: Time Off (Calculations - Absence Specific)
     domain in the Time Off and Leave functional area.
  1. Access the
    Edit Time Off Plan
     task.
  2. On the
    Eligibility
     tab, create or edit rules to be based on the period start date to cover workers terminated midperiod.

Workers hired and terminated midperiod within the same period don't accrue time off.

Most absence calculations in Workday evaluate the time off eligibility rules as of either the:
  • Period Start Date
  • Period End Date
When workers are hired and terminated between those dates in the same period, they won't pass eligibility.
Security:
Set Up: Time Off (Calculations - Absence Specific)
 domain in the Time Off and Leave functional area.
  1. Access the
    Edit Time Off Plan
     task.
  2. On the
    Eligibility
     tab, create or edit rules based on the worker being in the selection list to remove the need to evaluate as of the period start and end dates.

Workday doesn't create a termination adjustment for workers terminated midperiod.

Eligibility rules for the time off plan are based on period end date so the worker is no longer eligible for the plan.
    Security:
    Set Up: Time Off (Calculations - Absence Specific)
     domain in the Time Off and Leave functional area.
  1. Access the
    Edit Time Off Plan
     task.
  2. On the
    Eligibility
     tab, create or edit rules to be based on the period start date to cover workers terminated midperiod.

Rehired workers or workers with multiple termination dates lose their previously accrued time off.

Cause
Solution
You based a workers' accrual eligibility on their hire dates, which change when you rehire them.
Security:
Set Up: Time Off (Calculations - Absence Specific)
 domain in the Time Off and Leave functional area.
  1. Access the
    View Accrual
     report and select the accrual.
  2. From the related actions menu of the accrual, select
    Accrual
    Edit
    .
  3. On the
    Time Off Plan Overrides
     tab, update the worker eligibility rule to use a different calculation. Examples:
    • Recent Hire Date as of Period End Date
    • Recent Hire Date as of Period Start Date
You based time off plan eligibility on workers' termination dates but the worker was terminated multiple times.
Security:
Set Up: Time Off (Calculations - Absence Specific)
 domain in the Time Off and Leave functional area.
  1. Access the
    Edit Time Off Plan
     task and select the time off plan.
  2. On the
    Eligibility
     tab, update the eligibility rule to use a different calculation. Examples:
    • Recent Termination Date based on Period End Date
    • Recent Termination Date based on Period Start Date

Workers with service date changes lose their previously accrued time off.

Cause
Solution
You based an accrual calculation on workers' continuous service dates, which change when you rehire them.
Security:
Set Up: Time Off (Calculations - Absence Specific)
 domain in the Time Off and Leave functional area.
  1. Access the
    View Accrual
     report and select the accrual.
  2. From the related actions menu of the accrual, select
    Accrual
    Edit
    .
  3. On the
    Calculation
     tab, drill into the calculation.
  4. Update the calculation to use a different calculation. Examples:
    • Recent Continuous Service Date Based on Period End Date
    • Recent Continuous Service Date based on Period Start Date
You based an accrual scheduling rule on their seniority service dates, which change when you rehire them.
Security:
Set Up: Time Off (Calculations - Absence Specific)
 domain in the Time Off and Leave functional area.
  1. Access the
    View Accrual
     report and select the accrual.
  2. From the related actions menu of the accrual, select
    Accrual
    Edit
    .
  3. On the
    Calculation
     tab, drill into the scheduling rule in the
    Scheduling
     column.
  4. Update the calculations in the scheduling rule to use a different calculation. Examples:
    • Recent Seniority Date Based on Period End Date
    • Recent Seniority Date Based on Period Start Date
You based an accrual calculation on their union seniority dates, which change when you rehire them.
Security:
Set Up: Time Off (Calculations - Absence Specific)
 domain in the Time Off and Leave functional area.
  1. Access the
    View Accrual
     report and select the accrual.
  2. From the related actions menu of the accrual, select
    Accrual
    Edit
    .
  3. On the
    Calculation
     tab, drill into the calculation.
  4. Update the calculation to use a different calculation. Examples:
    • Recent Union Seniority Date Based on Period End Date
    • Recent Union Seniority Date Based on Period Start Date
You based time off plan eligibility on workers' time off service dates.
Security:
Set Up: Time Off (Calculations - Absence Specific)
 domain in the Time Off and Leave functional area.
  1. Access the
    Edit Time Off Plan
     task and select the time off plan.
  2. On the
    Eligibility
     tab, update the eligibility rule to use a different calculation. Examples:
    • Recent Time Off Service Date Based on Period End Date
    • Recent Time Off Service Date Based on Period Start Date

Workers receive an error stating that they can't submit multiple time off requests for the same date.

The same recurring event occurs in more than 1 holiday calendar for the worker.
The worker has more than 1 holiday calendar. Set up the holiday as a recurring event on 1 calendar and as a one-time event on another.
Example: You set up New Year's Day as a recurring event on the 2011 calendar and a one-time event on a 2012 calendar. As a result, the worker receives the sum of the time off from the 2 events.
    Security:
    Set Up: Calendar
     domain in the System functional area.
  1. Access the
    View Holiday Calendar
     report.
  2. Find the holiday in the
    Calendar Event
     column and review the
    Recurring Event
     column.
  3. Delete the one-time event by selecting
    Calendar Event
    Delete
     from the related actions menu of the holiday name.
The worker has 1 holiday calendar with the same holiday listed twice.
    Security:
    Set Up: Calendar
     domain in the System functional area.
  1. Access the
    View Holiday Calendar
     report.
  2. Select
    Calendar Event
    Delete
     from the related actions menu of the holiday name to delete 1 of the holiday events.

Users experience slow responses when requesting time off and running time off reports.

You're not storing calculated time off balances on a regular basis.
    Security:
    Process: Calculated Balances (Run)
     domain in the Time Off and Leave functional area.
  1. Access the
    Schedule Time Off Calculated Balance Process
     task.
  2. Run or schedule the process that calculates and stores balances for time off plans.

Workers due to terminate in the current or a future period can't view their time off plan balance.

Workers don't meet the visibility conditions for the time off plan.
    Security: These domains in the Time Off and Leave functional area:
    • Set Up: Time Off
    • Set Up: Time Off (Calculations - Absence Specific)
  1. Access the
    Edit Time Off Plan
     task.
  2. Change the
    Balance Visibility Type
     for the plan.

Worker data includes invalid absence records.

This problem might occur when there are unsubmitted time off corrections for workers.
    Security:
    Set Up: Time Off
     domain in the Time Off and Leave functional area.
  1. Access the
    Cleanup Invalid Absence Data
     task.
  2. Update or remove invalid absence data.
    Example: You can delete unsubmitted time off corrections.

Absence table tier results in unpaid time off when a lower-priority absence tier has sufficient balance.

Workday doesn't automatically reevaluate absence table tiers in response to changes in eligibility rules, or adjustments and overrides on accrual and time off balances.
    Security:
    Set Up: Time Off
     domain in the Time Off and Leave functional area.
  1. Access the
    Reevaluate Absence Table Time Off Entries
     task.
  2. Select 1 or more workers or organizations and the absence table that you want to reevaluate. You can also select an as-of date from which to reevalulate time off entries.
    You can only reevaluate and correct approved time off for specific workers if:
    • You've permission to correct their time off, based on the
      Correct Time Off
       business process security policy.
    • You're a member of a role-based security group with contextual access for the worker.

Inconsistent results showing for workers on the Time Off Results by Period report

Workers aren't eligible for time off plans as of today. When you access the
Time Off Results by Period
 report, you might find that:
  • You can only select 1 time off plan from the
    Time Off Plans
     prompt for a future date even when workers are eligible for multiple plans on future dates. Example: On 2022-01-01, a worker isn't eligible for
    Time Off Plan A
     and
    Time Off Plan B
     until 2025-01-01. However, Workday only displays
    Time Off Plan A
     in the
    Time Off Plans
     prompt.
  • Workday displays an error message indicating that the request timed out. Searching for a time off plan or period took too long and you need to refine your search.
Workday calculates time off balances dynamically. Period schedules for more than 2 years in the future can cause performance issues. Workday doesn't support future-dated eligibility more than 2 years in the future on the
Time Off Results by Period
 report. This limitation is due to the number of calculations that Workday needs to resolve to view balances more than 2 years in advance.
For optimal performance, Workday recommends that you build period schedules no more than 2 years in the future from the current period.
    Security:
    Set Up: Time Off (Calculations - Absence Specific)
     domain in the Time Off and Leave functional area.
  1. Access the
    Create Period Schedule
     task.
  2. Select the period
    Frequency
    .
  3. Select a
    Usage
     of
    Absence
    .
  4. Enter the
    Period Start Date
     and the
    Period End Date
    for each period.
  5. Add periods for the current and next year.
  6. Assign the period schedule to 1 or more time off plans.