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Administrator Guide
Last Updated: 2025-12-12
Steps: Set Up Calculated Time Offs

Steps: Set Up Calculated Time Offs

You can create calculated time off, making it easier to take into account both worked time and time off. Workers can enter time off through
Manage Absence
 or time entry calendar. Workday applies time calculation tags and time calculations to time off blocks. This feature enables you to ensure that workers receive the same premiums for their time off as they do for their worked time.
  1. Access the
    Edit Time Entry Template
     task.
  2. On the
    Effective-Dated
     tab, expand the
    Time Entry
     section.
  3. (Optional) Complete the
    Time Off Calculations
     section:
    Option Description
    Enable Calculated Time Off
    Enables Workday to apply time calculations to time offs. When you select this option, it overrides the
    Run Calculations with Time Off Approval
     option on the
    Edit Tenant Setup - HCM
     task for this template.
    Run Calculations After Date
    Specify the date on which you want Workday to start creating calculated time off. This date can be in the past or the future.
    When you enter a date, enter the start day of the week so that Workday calculates all time off blocks in the week. Otherwise, Workday will calculate some of the blocks in the week but not the rest.
  4. Access the
    Edit Time Off
     task for the time offs that you want Workday to apply time calculations to. As you complete the task, consider:
    Option Description
    Time Calculation Tag
    Select 1 or more time calculation tags to add to the time off blocks.
    Calculate Quantity Based on Start and End Time
    (Optional) Select this option for time offs used by workers who enter In and Out times. This option ensures that Workday will apply premiums as defined by shift differential calculations.
    Enable Crossing Midnight
    (Optional) Select this option to enable workers to submit a single time off request for a time off that's configured with start and end times when that time off crosses midnight.
    Available only when you select 1 of these
    Entry Option
     values:
    • Enter through Time Off Only
      , and you also select the
      Display Start and End Time
       check box.
    • Enter through Time Tracking Only
      , and you also select the
      Calculate Quantity Based on Start and End Time
       check box.
    • Enter through Time Tracking or Time Off
      , and you also select the
      Calculate Quantity Based on Start and End Time
       check box.
    A time off that crosses midnight only has a reported block. To create a calculated time block for the time off, select the
    Enable Calculated Time Off
     check box on the time entry template.
  5. Access the
    Edit Time Calculation
     task for any calculations that you want to apply to time offs. You can't use this feature with minimum rest time calculations.
    In the
    Include Calculation Tags
     grid, add the time calculation tag that you applied to the time off. Workday will include time off blocks with this calculation tag in time calculations.
When you enter time off in the range of -7 to +7 days from the current date, Workday runs calculations in real time. If the range crosses into an adjacent week, Workday runs calculations for the entire current week and adjacent week. If you enter or edit time off outside of this range, Workday runs a job every 2 hours to perform the calculations.
After Workday applies calculations to time off blocks, the blocks have a
Calculated
 tab and a
History
 tab. Workday displays time off blocks that require submission as shaded gray (the same way Workday displays unsubmitted time blocks). After workers enter time off through the Absence calendar, they must also submit their time through the Time Tracking calendar for time calculations to run. Resubmit time if you make any adjustments after submitting time for the period.
As of October 1, 2021, you assign Ben Adams to an evening shift. As an evening shift worker, Ben receives a premium for the hours worked between 8:00PM and 12:00AM. When Ben takes time off between 8:00PM and 12:00AM, he receives the same shift premium.
  1. Access the
    Edit Time Entry Template
     task. Select the
    USA - CA - In/Out - SHIFT
     time entry template. Enter these values:
    Field
    Value
    Enable Calculated Time Off
    Select the check box.
    Run Calculations After Date
    10/01/2021
  2. Access the
    Edit Time Off
     task. Select the
    USA Vacation Time Off (Hourly)
     time off. Enter these values:
    Field
    Value
    Time Calculation Tag
    Paid Time Off
    Calculate Quantity Based on Start and End Time
    Select the check box.
  3. Access the
    Edit Time Calculation
     task. Select the
    Shift Premium - Evening
     shift differential calculation. In the
    Include Calculation Tags
     grid, add a row, and select the
    Paid Time Off
     time calculation tag.
Ben enters time off for October 14, 2021 from 8:00 PM to 12:00 AM, then submits his time. Ben's manager clicks the time off block on his calendar and views the details. She sees that Workday applied the
Shift Premium - Evening
 tag.
  • Access the
    My Team's Time and Time Off
     report to report on workers' reported time, calculated time, and calculated time off. It also displays blocks that workers need to resubmit on the time entry calendar.
  • You can send notifications to workers who need to resubmit their time off on the time entry calendar. Copy the
    Workers with Time Off for Resubmission
     report. You can use the Alerts framework for
    My Tasks
     notifications, or the Scheduled Distributions framework for email or mobile push notifications.