Concept: Time Tracking and Absence Management

Tracking Time Off

When you use both Workday Absence Management and Time Tracking:

You can configure a time off so workers can request it using the Request Time Off
business process or enter it through Time Tracking. You can also configure the time off so workers can use both options.

Time offs entered through the Request Time Off
business process display on the time entry calendar when workers submit them for approval.

You can access the

Request Absence

task and

Manage Absence

report from the worker's time entry calendar only if you add security groups to 1 these initiating actions:

Request Time Off for Self
and Request Time Off for Worker
on the Request Time Off
business process.

Edit Time Off for Self
and Edit Time Off for Worker
on the Correct Time Off
business process.

Including Time Off in Calculations and Totals: Use the
Create Time Off
task to assign time calculation tags to time offs that you want to include in:

Time calculations.
Totals that display at the top of a worker's time entry calendar.

Example: To count Paid Time Off
hours as regular hours when calculating overtime, assign the Regular
calculation tag to Paid Time Off
.

Time off hours inherit calculation tags from the time off object. Time calculations don't add or remove any other tags.
Once Workday includes a time off in a time calculation, no recalculation occurs if you then edit time off for that week. Use the
Time Entry Re calculate
report field in a business process or report to identify these situations. Then access the
Enter Time for Worker
task for the same week and click
OK
to execute the time calculations again.
Options for Entering Time Off: Method of Entry
Configuration
Approval Routing
Time Off Plan Balances

Time Tracking: Select the time off from the
Time Type
prompt when entering time.
Time off and worked time is submitted and approved as 1 event.

Select Enter through Time Tracking Only
on the
Create Time Off
page.
Controlled by the Enter Time
business process.
The business process event is created when you click
OK
.

Time off reduces the time off plan balance after approval. It updates the pending balance as soon as Workday saves it.

Absence Management: Access the
Request Absence
task or the
Manage Absence
report.
Select Enter through Time Off Only
on the
Create Time Off
page.
Controlled by the Request Time Off
business process.
A separate time off event is created when you click
Submit
.

Time off reduces the time off plan balance after approval.

Both Time Tracking and Absence Management: Select the time off either from the
Time Type
prompt when entering time or through the
Request Absence
task or the
Manage Absence
report.
Select Enter through Time Tracking or Time Off
on the
Create Time Off
page.
Controlled by either the Enter Time
or the Request Time Off
or Correct Time Off
business process, depending on where the worker entered the time off.
Time off reduces the time off plan balance after approval. Visibility in the pending balance depends on which method the worker used to enter the time off.

Workday only permits 1 method of entry for each time off.

When deciding how you want workers to enter a particular time off, consider who must approve it and whether workers should request it ahead of time. Example: You might want workers to enter unplanned sick time through the
Time Type
prompt, and planned sick and vacation time through the
Request Absence
task. If you want managers to approve time off and worked time in the same event, use the Enter through Time Tracking Only
option. You can also use the Enter through Time Tracking or Time Off
option.

All time off, regardless of how workers enter it, is subject to the data entry validations configured in Workday Absence Management.
Time Off Configuration: Use the
Create Time Off
task to configure these fields:
Time Calculation Tags
Entry Option

Time offs and time entry codes that have the same calculation tags must use the same units.
Time Offs with Start and End Times: You can require workers to enter start and end times when they enter time off through Time Tracking and Absence Management. Use the
Edit Time Off
task to configure
Start and End Time Required
.

Workday calculates the duration of the time off based on the start and end times the worker supplies. Workers can also edit start and end times using the
Manage Absence
report.
Paying Time Off: Workday doesn't send any calculation tags to payroll for time off. To pay time off, map earnings to Absence Component Related Calculations (ACRC), not time calculation tags.

Method of Entry	Configuration	Approval Routing	Time Off Plan Balances
Time Tracking: Select the time off from the Time Type prompt when entering time. Time off and worked time is submitted and approved as 1 event.	Select Enter through Time Tracking Only on the Create Time Off page.	Controlled by the Enter Time business process. The business process event is created when you click OK .	Time off reduces the time off plan balance after approval. It updates the pending balance as soon as Workday saves it.
Absence Management: Access the Request Absence task or the Manage Absence report.	Select Enter through Time Off Only on the Create Time Off page.	Controlled by the Request Time Off business process. A separate time off event is created when you click Submit .	Time off reduces the time off plan balance after approval.
Both Time Tracking and Absence Management: Select the time off either from the Time Type prompt when entering time or through the Request Absence task or the Manage Absence report.	Select Enter through Time Tracking or Time Off on the Create Time Off page.	Controlled by either the Enter Time or the Request Time Off or Correct Time Off business process, depending on where the worker entered the time off.	Time off reduces the time off plan balance after approval. Visibility in the pending balance depends on which method the worker used to enter the time off.

Accruals

You can base accruals defined in Workday Absence Management on a worker's calculated time. Example: You can create an accrual that entitles workers to compensatory time off instead of overtime.

Assign calculation tags to the accrual to specify which time blocks to consider as a basis for compensatory time.

For the accrual calculation, select Calculated Time for Period for Accrual
(an instance value calculation).

This calculation sums the hours for time blocks with the mapped calculation tags for the date range that corresponds to the accrual period. Another option is to create your own calculation that references Calculated Time for Period for Accrual
. Example: Your calculation might return 2 hours of accrual for every 4 hours of overtime.

When Workday maps a calculation tag to an accrual, the accrual adds to the time off plan balance immediately upon saving or submitting the calculated time blocks.

Accrual Configuration: Use the
Create Accrual
task to configure these fields:
Calculation

To enable workers to accrue units from Time Tracking relative to the (calculated) day for their worked hours, you can select a calculation value for the accrual that references the
Approved Calculated Time for Day for Accrual
instance value calculation (IVC), either on its own or within an arithmetic calculation. When you reference this IVC, you must also specify
Expiration Override
values. Workday ignores the accrual frequency method and the accrual triggers on the day that the approved calculated time exists. See Concept: Accrual Expiration.
Time Calculation Tags

Accruals and time entry codes that have the same calculation tags must use the same units.

Adjustments, Overrides, and Corrections

Regardless of how workers enter time off, you can use these Absence Management tasks and report for adjustments and overrides:

Manage Absence

Maintain Accrual and Time Off Adjustments/Overrides

Maintain Time Off Plan Override Balances

Maintain Accrual and Time Off Limit Overrides

Leaves

Employees can enter and submit time through Time Tracking while they are on leave unless you create a time validation to prevent submission.

Concept: Time Off Earnings

Create Time Entry Validations

Create Accruals

Steps: Set Up Time Offs

Enter Time for Worker Using Calendar-Based Time Entry

Steps: Set Up Calculations for Time Tracking

Steps: Set Up Time Entry

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