Setup Considerations: Notice Periods

You can use this topic to help make decisions when planning your configuration and use of notice periods. It explains:

Why to set them up.

How they fit into the rest of Workday.

Downstream impacts and cross-product interactions.

Security requirements and business process configurations.

Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What It Is

In Workday, you can define notice periods for employees and pre-hires to populate notice periods on a worker's profile and during a termination or resignation.

Business Benefits

You can easily maintain country-specific notice periods, helping you to comply with local regulatory requirements. You can increase efficiency and reduce manual effort by creating rules to populate notice periods for pre-hires and employees.

Use Cases

Track and report on notice periods for employees and employers.

Create different notice periods for employers and employees based on whether the termination reason is voluntary or involuntary.

Populate notice periods for employees during a termination or resignation.

Questions to Consider

Questions	Considerations
What criteria in your organization do you use to determine a worker's notice period?	You can define country-specific periods to populate based on criteria in relevant business processes by: Creating rules that populate the notice period. Entering the notice period manually. The employer notice period applies when the termination reason is involuntary. The employee notice period applies when the termination reason is voluntary. If you create rules based on factors such as length of service, Workday automatically updates any new notice period rule that applies to the employee. If you create notice period rules, you can override the rule at any time by entering a different notice period. If you override the notice period rule, Workday won't automatically update any new rules that the employee becomes eligible for.
Do you want to exclude certain employees from having a notice period?	If you have enabled notice periods for a country, you can exclude certain employees from having a notice period in that country. You can create a rule for the group of employees with the Has Notice Period check box cleared on the Maintain Notice Periods for Country task.
How do you want to calculate the employee's last day using the notice period?	You can define a notice period in days, weeks, or months. Workday calculates the employee's recommended last day based on: The notice period start date and the employee's notice period, if you enabled Notice Period Start Date for the employee's work location country. The notification date of the resignation or termination and the employee's notice period, if you haven't enabled Notice Period Start Date for the employee's work location country. You can select a different termination date from the recommended termination date.
How is an employee's notice period calculated when you change the primary position of the employee?	Workday calculates an employee's notice period based on the country or country region of the primary position. If the eligibility changes with the change in the primary position, the notice periods will dynamically update unless you assign custom notice periods to the employee.
Do you want to include the notification date within the notice period?	You can configure a localized field to include the notification date within the length of the notice period. Example: If the employee's notice period is 14 days and the notification date is September 1, Workday calculates the proposed termination date as September 14.
Do you need to adjust the notice period to a certain point in time, such as the end of month?	You can configure a localized field to adjust notice periods to a point in time, helping you to comply with certain regulatory requirements. Example: An employee has a notice period of 2 weeks with an adjustment that calculates the notice period length until the end of the month. If the employee resigns on September 1, their recommended last day of work is September 30.

Recommendations

Workday recommends that you:

Configure the Edit Notice Periods
step on available business processes to streamline updates to notice periods.

If you’re using employment agreement as part of the Recruiting workflow, configure the Edit Notice Periods
step on the Hire and Change Job business processes to update a custom notice period from employment agreement to HCM Core.

Configure country-specific localized fields to enable notice periods and notice period fields.

Place notice period rules that exclude employees from notice periods at the top of the grid in the

Maintain Notice Periods for Country

task. Workday then applies those rules to the employees first.

Requirements

Configure the Notice Periods
localized field to use notice period functionality.

Limitations

You can't enable employees to view their own notice periods.

Tenant Setup

No impact.

Security

Domains	Considerations
Employment Agreement: Notice Periods in the Pre-Hire Process and Recruiting functional areas.	Users secured to this domain can view or modify notice periods in employment agreements.
Set Up: Notice Period Rules in the Staffing functional area.	Users secured to this domain can create and manage notice period rules.
Worker Data: Notice Periods in the Staffing functional area.	Users secured to this domain can view or modify notice period data for employees.
Staffing Actions: Termination Notice in the Staffing functional area.	Users secured to this domain can view or modify notice period information during a termination.

Business Processes

Business Processes	Considerations
Change Job Hire	You can add the Edit Notice Periods step to these business processes to streamline notice period updates for employees.
Edit Notice Periods	Enables you to maintain notice period details for employees as a standalone business process.
Pre-Hire Notice Period Details	Enables you to maintain notice period details for the Initiate Pre-Hire Notice Period Details step on the Employment Agreement business process.
Submit Resignation Termination	Workday calculates a recommended termination date or proposed termination date based on the notification date and employee's notice period.

Reporting

Reports	Considerations
Test Notice Period Eligibility Rule	Enables you to verify eligibility rules that you create for notice period rules.
View Notice Periods	Displays the notice period for an employee.
View Notice Periods for Country	Displays the notice period rules for a country.

You can use report fields for custom reports on these business objects:

Employee

Notice Period

Notice Period Event

Integrations

You can use these web services to upload notice periods and notice period rules in bulk:

Put Edit Notice Period Event

Put Maintain Notice Periods For Country

Put Notice Period Eligibility Rule

You can retrieve notice period data and notice period rules with these web services:

Get Notice Periods

Get Maintain Notice Periods For Country

Get Notice Period Eligibility Rules

Get Notice Period Eligibility Rules Without Dependencies

Connections and Touchpoints

Features	Considerations
Employment Agreements	If you use notice periods in employment agreements, you can manage notice periods for pre-hires.
Payroll	DSN reporting in Payroll (FRA) requires information on an employee's notice period to calculate the amount of paid and worked notice.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

The Next Level: Opzegtermijn en proeftijdperioden