Absence Management Reports, Dashboards, and Calendars

Workday Education

Overview

Workday Absence Management enables clear, instructive, and dynamic tracking of time away from work for both employees and employers.

Objectives

By the end of this chapter, you will be able to:

Identify and describe the standard time off and leave reports.

Identify and describe data sources used to build custom time off and leave reports.

Create a report-based alert.

Use manager and employee self-service dashboards and calendars to view and manage time off information.

Describe and access the following:

Holiday Calendar

Time Off and Leave Calendar

Team Absence Calendar

Work Schedules and Work Schedule Calendars

Enable visibility of absences and their related requests on the Team Absence calendar for employees and managers.

Time Off Reports

Standard Reports

Workday provides standard reports for viewing, tracking, and analyzing employee time off information. Some time off reports apply to all time off plans, regardless of whether a plan tracks time off balances. Other reports are only available for time off plans that track balances.

The following table lists and describes the available standard time off reports. It also provides the navigation to access the reports.

Report/Description	Navigation
Accrual and Time Off Adjustments/Overrides Displays: All accrual and time off adjustments or overrides for employees in selected organizations. Adjustment and override data per period for each employee who has accrual or time off adjustments or overrides.	In the Search box, enter the report name.
Accrual and Time Off Adjustments/Overrides by Batch ID Displays: All accrual and time off adjustments or overrides associated with a given batch ID. Batch adjustment and override totals for each time off or accrual linked to a specific batch ID. Adjustment and override data for each employee with accrual or time off adjustments/overrides per period. Includes time off plans with and without balance tracking enabled.	In the Search box, enter the report name.
Approved Time Off Displays the time off requests that your employees have entered and that you have approved. Includes time off plans with and without balance tracking enabled.	In the Search box, enter the report name.
All Worker Time Off Displays approved, pending, and denied time off for all workers and their managers in an organization. Includes time off plans with and without balance tracking enabled.	In the Search box, enter the report name.
Calculated Balances for Organization (by Worker) Displays calculated balances and accruals for the calculated run date. The report returns all workers for the organization who have: A difference between their previous balance and new balance. A difference between their previous accrual and new accrual. For each worker, the report returns: The eligible time off plan Balance date Previous balance New balance Time off plan eligibility status Accrual Accrual date Previous accrual New accrual Accrual eligibility status Balances and accruals with no change since the last calculated balances run are not returned in this report and will not generate any data. This report does not support intersection security groups at this time.	In the Search box, enter the report name.
Carryover Balances for Organization (by Carryover Date) Displays carryover balances including the amount forfeited for all workers in an organization for the specified date range. Returns all time off plans and carryover dates for plans within the date range, all workers eligible for the time off plan for the carryover date, and the carryover balance and amount forfeited. Workday then subtotals this information for each carryover date.	In the Search box, enter the report name.
Carryover Balances for Organization (by Worker) Displays carryover balances, including the amount forfeited, for all workers in an organization for the specified date range. Returns all workers for the organization and for each worker, the eligible time off plan, carryover dates, the carryover balance, and the amount forfeited. The data returned at the worker level is the same as the data displayed when you select the worker's Related Actions button, and then select Time and Absence > Carryover Balances.	In the Search box, enter the report name.
Time Off Balances and Liability by Organization Displays: Time off liability by Organization as of a given date Liabilities by employee and time off plan for each organization	In the Search box, enter the report name. To run the report, select a Frequency of Daily to view the liability for plans that use a daily unit of time, or Hourly to view the liability for plans that use an hourly unit of time.
Time Off for Payroll Interface Displays approved time off requests for one or more organizations within a specified date range. Use this information to track and manage paid and unpaid time off. Additional details include time off type, date, and hours or days. Lists all approved time off where either the Time Off Date or the Approved Date is within the specified date range and the other of the above two dates is within or before the range.	In the Search box, enter the report name.
Time Off Results Detail Includes only time off plans that track balances. Displays employee-level details of time off balances and results for a single period and organization. Provides only the balance information that the plan's balance visibility type allows.	Do one of the following: From the organization's Related Actions, select Time and Absence > View Time Off Results Detail. From the period's Related Actions, select Time and Absence > View Time Off Results Detail.
Time Off Results Summary Includes only time off plans that track balances, Provides: High-level time off balance and result information for employees in selected periods and organizations. Only the balance information that the plan's balance visibility type allows.	Do one of the following: From the organization's Related Actions, select Time and Absence > View Time Off Results Summary. From the period's Related Actions, select Time and Absencece > View Time Off Results Summary.
View Time Off Displays time off requests for a worker, including: Type of time off, date, amount requested, and request status. Any time off adjustments that exist, including the type and amount. Time off plan balance information such as hours or days accrued, time off paid year to date, time off remaining including and excluding pending events, and balance periods. Includes time off plans with and without balance tracking enabled	From the worker's Related Action, select Time and Absence > View Time Off.
View Time Off Balance Displays past, current, or future (projected) time off balances. Specifies: Carryover amounts Year to date accruals Paid time off year to date Time off plan balances (carryover + year to date accruals - time off taken) Balances including pending events Includes only time off plans that track balances. Provides only the balance information that the plan's balance visibility type allows. Note : In time off plans, accruals may occur at the beginning or end of the period. Depending on the as of date, this report may or may not record all the accruals for an absence period.	Do one of the following: From the Workday Home page, select the Time Off worklet, and then select Time Off Balance. From the worker's Related Actions, select Time and Absence > View Time Off Balance. In a worker profile, select the Time Off profile group, and then select Time Off Balance.
View Time Off Results by Period Displays employee time off balances by time off plan and period. Includes only time off plans that track balances. Provides only the balance information that the plan's balance visibility type allows.	Do one of the following: From the time off plan's Related Actions, select Time and Absence > View Time Off Results by Period. From the time off period's Related Actions, select Time and Absence > View Time Off Results by Period.
View Override Balances for Organization Displays all workers in an organization with a time off plan balance override. The report uses the Calculated Balances for Organization (by Worker) report data source.	In the Search box, enter the report name.
Worker Time Off Balances Details Displays details of time off balances for worker, or the primary position if the worker has multiple positions, including what the projected forfeited balances will be by the end of the balance period/year based on the effective date.	In the Search box, enter the report name.

Custom Reports

Use the

Create Custom Report

task to create custom reports.

Create Custom Report - Time Off and Leave Data Sources

The following table lists and describes the available data sources for creating custom reports.

Data Source	Primary Object Accessed	Primary Object Return Results	Prompts/Report Results
Absence Cases by Worker for Organization and Date Range parms	Absence Case Event	Returns one row per worker case.	Prompts the user at run-time for Organization, Include Subordinate and Date Ranges to automatically filter the report results. Results include all worker absence cases for organizations which the user manages or supports.
Absence Occurrences for Workers (Indexed)	Absence Occurrence	Returns one row per occurrence.	Includes all Worker absence occurrences for your organizations excluding any occurrences marked for deletion.
Accrual and Time Off Adjustments/Overrides	Absence Input	Returns one row per accrual adjustment/override or time off adjustment for the employee.	Results include all absence input and associated input lines for employees in organizations that the user manages or supports. Note : Optional parameters that you can use to filter the data returned include Subordinate Organizations and Date Range.
All Time Blocks and Time Off Entries	Time Block (Coordinated)	Time and Time Off Entries displayed by Worker.	Results include time and time off entries displayed by Worker.
Calculated Balances for Organization (by Worker)	Time Off Plan Balance	Returns all workers for the organization who have: A difference between their previous balance and new balance. A difference between their previous accrual and new accrual.	For each worker, results include: The eligible time off plan Balance date Previous balance New balance Time off plan eligibility status Accrual Accrual date Previous accrual New accrual Accrual eligibility status Balances and accruals with no change since the last calculated balances run are not returned in this report and will not generate any data.
Calculated Balances Recalculation Changes	Time Off Plan Balance	Returns all calculated balance that have had units values change between the prompted effective/entry date and the calculated balance recalculation date and time.	Prompts the user at run-time for Calculated Balance Recalculation Date and Time.
Time Off - All Statuses for Active and Terminated Employees (Indexed)	Time Off Entry	Returns one row per time off line item an employee has requested and corrected.	Prompts the user at run-time for: Organization Include Subordinate Date Range start date and end date Results include all time offs (approved, not submitted, sent back, cancel, submitted, and denied) for employee in organizations which the user manages or supports. Includes time offs for active and terminated employees.
Time Off by Date Approved	Time Off Entry	Returns one row per paid time off request line item approved for an employee. Includes all approved time offs for employees in organizations that the user manages or supports.	Prompts the user at run-time for Organization, Include Subordinate, and Date Range on time off date approved to automatically filter the report results.
Time Off by Date Taken	Time Off Entry	Returns one row per time off line item an employee has requested. Includes all time off (including approved, pending, and denied) for employees in organizations that the user manages or supports.	Prompts the user at run-time for Organization, Include Subordinate, and Date Range on paid time date taken to automatically filter the report results.
Time Off by Pay Period	Time Off Entry	Returns one row per time off line item an employee has requested. Includes all time off (including requests where the max of time off date or approve date is within the date range) for employees in organizations that the user managers or supports.	Prompts the user at run-time for Organization, Include Subordinate, and Date Ranges to automatically filter the report results.
Time Off for Direct Reports	Time Off Entry	Returns one row per time off line item an employee has requested. Includes all time off (including approved or pending) for employees in organizations that the user manages or support.	Prompts the user at run-time for Organization, Include Subordinate, and Date Range on paid time date taken to automatically filter the report results.
Time Off Plan Calculated and Override Balances for Worker	Time Off Plan Balance	Returns all the time off plan calculated and override balances that exist in the system for a worker.
Workers for Organizations Parm for Time Off Balance Reporting	Worker	Returns one row per worker. Only includes: Workers associated with the supervisory organizations selected. Workers associated with the corresponding subordinate organizations if you select the Include Subordinate Organizations checkbox.	Prompts the user at run-time for one or more organizations and whether to include the subordinate organizations in the results. The organization prompt only includes supervisory organizations the user manages or supports.

Leave of Absence Reports

Standard Reports

Workday delivers the following reports for tracking and managing leaves of absence:

Report	Description
View Worker Leave of Absence Eligibility by Organization	Displays all eligible leave types for active workers within the selected organizations as of the current day.
Workers on Leave	Displays: All employees on leave within selected organizations, by leave type, and over a specified date range. Details for each employee, including leave type, leave dates, total days on leave, and processing effects on other business areas. Tip : Leave one or both dates blank to perform an open-ended search. Notes : You have the option to include employees returned from leave in the report. Workday uses the Actual Last Day of Leave value (not the First Day Back to Work value) to determine whether employees have returned from leave.
Workers Returned from Leave	Displays: All employees returned from leave within selected organizations, by leave type, and over a specified date range. Details for each employee, including leave type, leave dates, total days on leave, and processing effects on other business areas. Tip : Leave one or both dates blank to perform an open-ended search.
Workers Returning from Leave	Displays: All employees returning from leave within selected organizations, by leave type, and over a specified date range. Details for each employee include leave type, leave dates, estimated total days on leave, and processing effects on other business areas. Tip : Leave one or both dates blank to perform an open-ended search.
Leave Results for Organization	Displays leave results for all employees in an organization as of a specified date. Includes: Information for each employee who has taken leave within the applicable balance period (based on the as of date). Detailed information about the leave type, calendar period for the leave type (based on the as of date specified), days taken within the leave calendar period, remaining balance for the calendar period, and details of each individual leave request that includes days within the calendar period. In progress as well as completed events.
Leave Results for Worker	Displays leave results for an employee as of a specified date. Includes: Information for each leave type taken within the applicable balance period (based on the as of date). Detailed information about the leave type, calendar period for the leave type (based on the as of date specified), days taken within the leave calendar period, remaining balance for the calendar period, and details of each individual leave request that includes days within the calendar period. In progress as well as completed events.

Custom Reports

Use the

Create Custom Report

task to create custom leave reports.

Create Custom Report Task - Time Off and Leave Data Sources

When you create a custom report, you must include a data source.

The following table lists and describes the available data sources for creating custom leave reports.

Data Source	Primary Object Accessed	Primary Object Return Results	Report Results/Prompts
Leave of Absence by Actual Last Day of Leave	Leave Request Event	Returns one row per employee leave. Includes all approved and pending (if Include Pending Events is true) employee leave requests where the actual last day of leave is in the date range for organizations that the user manages or supports.	Prompts the user at run-time for Organization, Include Subordinate, Include Pending Events, and Date Ranges to automatically filter the report results.
Leave of Absence by Estimated Last Day of Leave	Leave Request Event	Returns one row per employee leave. Includes all approved and pending (if Include Pending Events is true) employee leave requests where the estimated last day of leave is in the date range for organizations that the user manages or supports.	Prompts the user at run-time for Organization, Include Subordinate, Include Pending Events, and Date Ranges to automatically filter the report results.
Leave of Absence Outstanding by Date Range	Leave Request Event	Returns one row per employee leave. Includes all approved and pending (if Include Pending Events is true) employee leave requests where the actual last day of leave is not in the date range and the first day of leave is before the end date for organizations that the user manages or supports. On returned leave requests, if you select the Include Employees Returned from Leave checkbox, Workday also includes leave requests where the first day of leave is within the date range. However, it does not consider the actual last day of leave.	Prompts the user at run-time for Organization, Include Subordinate, Include Pending Events, Date Ranges, and Include Employees Returned from Leave to automatically filter the report results.

Time and Absence Dashboard

Workday delivers a Time and Absence dashboard for managers to easily access and consume information about their employees work hours and absences in a clear, concise manner.

This dashboard can include delivered reports such as:

My Team's Upcoming Time Off

Workers Currently on Leave

Workers Returning from Leave this Week

Managers can use the Time and Absence dashboard to view time off and leave requests for their direct reports and themselves. Workday displays one week at a time. Managers can scroll forward and backward to view other weeks.

From the Home page, managers can also use the Team Time Off application to view:

Submitted requests, approved requests, and corrections. For corrections, Workday displays both the original and current request.

The employee's name and the type of time off or leave.

Requests for all of a worker's positions, if the worker has multiple positions.

Time Off and Leave Calendar

Managers can use the Time Off and Leave Calendar to view time off and leave requests for their direct reports and themselves. Workday displays one week at a time. Managers can scroll forward and backward to display other weeks.

The report shows:

Submitted requests, approved requests, and corrections. For corrections, Workday displays both the original and current request.

The employee's name and the type of time off or leave.

Requests for all of a worker's positions if the worker has multiple positions.

Depending upon the configuration, you can display time offs, leaves, or both on the calendar. The following domains control visibility the following domains:

Worker Data: Time Off (Time Off Manager View)

Worker Data: Leave Of Absence (Leave Of Absence Manager View)

Managers can access the Time Off and Leave Calendar by:

Entering the name in the Workday Search box.

Selecting the link in the Time Off Worklet.

Third-Party Calendar Integration

When your organization has third-party calendar integration set up, approved time off requests entered in Workday are automatically sent to user accounts in corporate calendar applications. Workers can view their own approved time off events and managers can view their direct reports' time off in their external calendars, improving scheduling visibility among teams.

A screenshot of Logan McNeil's Outlook calendar.

Third-party calendar integration:

Can support either Google or Microsoft Outlook calendars, or a combination of both.

Supports time off entries from all Workday Absence Management and Time Tracking entry points, including desktop web browser, mobile, web services, and REST.

Runs on scheduled basis. To avoid a buildup of backlog retries and calendars becoming out of date, Workday recommends running the integration every two hours, which is the minimum run frequency.

Is a one-way integration. Integrations only go from Workday to the external source. Changes made to an absence event in the external source do not feed back into Workday.

Enables end users to opt out or opt in to receiving their events on their external calendars.

Team Absence

The Team Absence feature allows managers and workers to view the time off and leave requests of their teams and extended organization. The feature also allows support roles, such as absence partners and administrative assistants, to view the time off and leave requests of teams they support.

Managers and support roles can access the Team Absence feature by accessing the

Team Absence Calendar

report. The report shows all events and statuses for the selected workers.

When you have configured Team Absence, Workday displays a dot under the dates for approved current and future events for teams in the Request Absence micro calendar.

A screenshot of the Manage Absence calendar with approved team events. Refer to preceding text for more details.

To display the team members associated with the absence requests, select the View Teams link.

Team Absence Configuration

Use the

Configure Team Absence

task to configure Team Absence functionality for Manager Self Service (MSS) and Employee Self Service (ESS). With this task, you can create access groups to provide various roles access to employees from different organizations. You can also indicate the time offs and leave types to make visible.

Configure Team Absence Task - Manager Self Service Tab

On the Employee Self Service tab, select the Always Display Workers on Calendar checkbox to automatically display current and future absences in the unified absence calendar.

A screenshot of the Configure Team Absence task with the Always Display Workers on Calendar checkbox highlighted as described in the preceding text.

On the Time Off Visibility and Leave Type Visibility tabs, indicate the time offs and leave types to make visible.

Configure Team Absence Task - Time Off Visibility Tab

Configure Team Absence Task - Leave Type Visibility Tab

After you configure Team Absence, you must:

Grant managers and support roles task access to the

Team Absence Calendar

report, which is how these roles access the Team Absence calendar in MSS.

Grant workers task access to the View Teams button, which is how workers access the Team Absence calendar in ESS.

Time and Scheduling Hub

The Time and Scheduling Hub allows frontline managers to quickly access critical time management tasks and reports. To access the hub an administrator will need to:

Add the appropriate security groups to the Manager: Time and Scheduling Manager Hub domain.

On the Maintain Hubs task, select the Configure button for Time and Scheduling Hub.

On the Content tab, select the Customize Sections and Cards option to configure the cards to use in the hub. The card configuration controls what appears in the Overview section of the Time and Scheduling Hub.

Managers can use the Time and Scheduling Hub task to view their workers' time and scheduling information. Managers must be secured to the Team Absence Calendar to have access to that tab on the Time and Scheduling Hub.

A screenshot of the Time and Scheduling Hub.

Holiday and Worker Calendars

Holiday calendars allow you to list the days your offices are legally closed and employees have mandatory days off. The time off calendar will then reflect these days on the appropriate date when an employee accesses it. For example, if your company offers a paid holiday on Christmas, the employee's time off calendar will display December 25 as shaded to indicate a legal holiday.

In Workday, work schedule calendars define the days and hours of the week that workers are scheduled to work. The creation and maintenance of the schedule itself is an administrative task, executed via the

Create Work Schedule Calendar

and

Edit Work Schedule Calendar

tasks. Work schedules can be basic (e.g., Monday through Friday, 9 AM to 5 PM). They can also be complex to accommodate schedules that you must track to the minute, are different on different days, have rotating shifts, etc.

Create Work Schedule Calendar Task

You can use the following options when configuring a work schedule calendar:

Field	Description
Calendar Rule	An optional eligibility rule that defines the population that works according to this schedule.
Work Schedule Calendar Group	Select an existing schedule group for the work schedule calendar or create a new one.
Patterns	Schedule patterns are recurring sets of start, end, and meal times that occur over a seven-day period. Use schedule patterns instead of calendar events if you want workers to be able to edit their own schedules. Patterns extend up to 53 weeks.
Worker Editing Options	Allows granular control over the worker's editing abilities to a calendar that uses schedule patterns.
Schedule Calendar Events	Displays any calendar events. You can only add calendar events to existing work schedule calendars that do not use schedule patterns. If the work schedule calendar does not use schedule patterns, add calendar events.

Note
: Work schedule calendars can contain either schedule patterns or calendar events. Calendar events can support multiple sets of start and end times, and multiple meals, per day. However, self-service workers cannot edit work schedule calendars that use calendar events.

Work schedule calendar groups make it easy to group and filter work schedules in Workday. Use the

Create/Edit/View Work Schedule Calendar

group task to create, edit, and view schedule groups and define the schedules that belong to the groups.

Typically, Workday uses calendar rules to automatically assign work schedule calendars to workers. The

Assign Work Schedule

task allows you to override the calendar rules and manually assign work schedule calendars to individual workers. This feature allows assignment of a work schedule calendar as of a specific start date, with an optional end date. If you do not enter an end date and you make a new assignment, the most recent assignment will take precedence. Workday recommends using the end date whenever possible.

Example
: Kevin Turner works the night shift. As of July 6, he has a new work schedule calendar assignment for the day shift with no end date. Then, on August 3, his manager has assigned him the evening shift. This new entry will take precedence, as it is the most recent.

The

My Schedule

task allows workers to view their own work schedule. You can use the

My Team's Schedule

report to view and edit all of your direct reports' schedule blocks. You can view their schedule blocks in a daily or weekly calendar view on an ad hoc basis.

The

View Schedule for Worker

report allows users with the appropriate security to view another worker's work schedule.

The

View Worker Calendars

report displays the calendars assigned to a worker.

Touchpoint
: Applications including Workday Time Tracking, Workday Absence Management, and Workday Payroll can refer to calendars for holiday and work schedule information. Work schedule calendar configuration complexity depends on customer requirements for both time tracking and absence management.

Most customers who roll out complex work schedule calendar configuration for an Absence Management deployment have Workday Time Tracking. If a customer deploys Workday Time Tracking after Absence Management deployment, you may need to take some additional steps. If the Workday Time Tracking deployment requires more complex work schedule calendar configuration, you will need to re-evaluate and reconfigure the existing work schedule configuration. Then, you should review and possibly reconfigure existing time off and leave configuration as it relates to work schedule calendars (if applicable).