Time Off Plans and Components

Overview

Objectives

Identify and describe the time off related absence setup tasks and components.
Distinguish between time off plans with balance tracking enabled and time off plans without balance tracking enabled.
Create a period schedule.
Create and test a time off plan with no balance tracking.
Create, edit, and test a time off plan with balance tracking enabled.
Explain how Workday processes carryover limits and balances, and upper and lower limits.
Explain how Workday uses the accrual frequency method.
Describe approaches for creating time off plans to meet an organization's accrual and time off requirements.

Absence Setup Components for Time Off

Time off type
Time off
Accrual
Time off plan

Effective-Dated Absence Setup Components

To help facilitate compliance with evolving regulatory, company policy, and union or collective bargaining agreement requirements, the following absence setup components are effective dated:

Time off
Accrual
Time off plan

When you create a time off, accrual, or time off plan, Workday creates an initial snapshot. When you edit these absence setup components, you must select one of the following:

Update Existing Effective Date
Add New Effective Date

The setting in the Time Off section of the

Edit Tenant Setup - HCM

task, determines the snapshot dates you can update or add.

When the Remove Absence Setup Component 12-Month Effective Date Limit checkbox is cleared, you cannot update or add snapshots for dates older than one year from the period start date of the current period.

Example

: If today is January 2, 2025, and you are editing a time off plan with a monthly period schedule, you will be unable to edit a snapshot dated before January 1, 2024.

Note

: To aid in tenant performance, Workday recommends leveraging effective-dated changes to time off plans only as far back as 12 months.

For time off plans, the period schedule identified in the time off plan determines the available snapshot dates. For time offs and accruals attached to a time off plan, the period schedule of the time off plan determines the snapshot dates. If the time off or accrual is not attached to a time off plan, there are no available snapshot dates.

Resource

: For additional information on effective dating for absence setup components, visit Workday Community.

Time Off Type

Time Off

Time Off Configuration

A time off specifies:

The time off type.
The processing priority.
Whether to allow entry through Time Off, Time Tracking, or both.
Validation rules.
Overrides to eligibility rules and lower limits that differ from the rules defined in the time off plan.
Reasons for the time off.
Other options to meet time off requirements.

Use the

Create/Edit Time Off

task to configure a time off. When you configure a time off, you will define the following:

General information about the time off
Time off details
Data entry validation rules
Time off plan overrides if you want to override the eligibility rule, limits, or daily quantity default
Time off reasons if you want to allow or require entry of reasons for the time off request
Sell options if employees are allowed to sell time off

General Information

The top section of the

Create/Edit Time Off

task includes general information about the time off, including the name and code for the time off. The following table describes the other fields and options that provide general information about the time off.

Field/Option	Description
Require Position on Time Off Request	Selecting this checkbox requires workers on a worker-based time off plan to enter their position when they request time off.
Time Off Type	Indicates the time off type.
Allow to Sell Time Off	Selecting this checkbox allows workers to sell available time off. When you select this checkbox: You can no longer select the Require Position Time Off Request checkbox. Workday disables the Entry Options section in the Details tab.
Picked Up by Payroll Interface one Period in Arrears	Controls the period for which the Workday Payroll Interface pulls time off. A selected checkbox indicates that Workday will pull time off from the prior processing period (one period in arrears) and from time off taken before the prior period's start date, but approved after the last payroll interface run. A cleared checkbox indicates that Workday will pull time off from the current period and from time off taken in prior periods, but approved after the last payroll interface run.
Visible for Team Absence	Selecting this checkbox displays the time off on the Team Absence calendar for security groups that have access to the Team Absence calendar. Note : You can also use the Configure Team Absence task to select the time offs to display on the Team Absence calendar. Workday automatically carries over the selection you make for Visible for Team Absence in the Create/Edit Time Off task to the Configure Team Absence task for the same time off. Any selection you make for Visible for Team Absence for a time off in the Configure Team Absence task, Workday carries over to the View/Edit Time Off task for the same time off.

Time Off Details

Use the Details tab to define time off details. The following table describes the fields and options on the Details tab.

Field/Option	Description
Priority	Indicates the priority for processing the time off when both of the following occurs: Multiple time offs subtract from the same time off plan balance. An employee takes more than one time off during the same processing period. Note : The priority combined with a lower time off limit and the timing of accrual processing (defined by the time off plan) can affect paid and unpaid time off.
Adjustments Allowed	When selected, allows adjustments to employee time off. To enter a time off adjustment, use the Maintain Accrual and Time Off Adjustments/Overrides task.
Hide from Worker Self Service	When selected, hides the time off in employee self-service to prevent employees from requesting this time off. Note : If you have opted in to Segmented Security for Time Off, Workday does not display this checkbox. The segment-based security groups and time off security segments control who can access specific time offs.
Time Calculation Tag	Specifies time calculation tags to assign to time off units. Workday Time Tracking uses time calculation tags to identify time off units for use in time calculations and totals. For example, you may want to display time off totals to workers when they enter time.
Entry Option	Specifies how users can enter requests for the time off. Enter through Time Off Only : Enter through Workday Absence Management by using: The Request Absence task and Manage Absence report, which you access from the apps on the Global Navigation menu, from the Search bar, or from the worker's related actions. The Request Time Off report, which you access from the Search bar and Enter Absence report, which you access from the Search bar or from the worker's related actions. When you select this option, the following checkboxes become available for selection: Display Start and End Time : When selected, time off requestors have the option to enter a start and end time for the time off. The unit of time for the time off request can be hours or days. Start and End Time Required : This checkbox becomes available for selection when you select the Display Start and End Time checkbox. When you select the Start and End Time Required checkbox, time off requestors must enter a start and end time for the time off. Calculate Quantity Based on Start and End Time : This checkbox becomes available for selection when you select the Start and End Time Required checkbox. When you select the Calculate Quantity Based on Start and End Time checkbox, Workday calculates the duration between start and end time to ensure the duration equals the quantity of time requested. Enter through Workday Time Tracking Only : Enter directly through Workday Time Tracking. In this case, users cannot request the time off through the Request Time Off or Enter Time Off tasks, through web services, or the Time Off application for mobile devices. Enter through Workday Time Tracking or Time Off : Enter through time tracking, time off, or absence calendars. Touchpoint: If you are deploying Workday Time Tracking in addition to Workday Absence Management, there are several considerations when determining which entry option to select, including: Where you prefer workers to enter time. Which business process a time off entry should follow for approval.

Data Entry Validation Rules

Use the Validations tab to define rules that prevent the entry of invalid time off requests or that generate warning messages in response to an invalid request. The following table describes the options in the Data Entry Validation column.

Option	Description
Consecutive Day Maximum	Defines the maximum number of consecutive days a worker can take time off.
Consecutive Day Minimum	Defines the minimum number of consecutive days workers must enter in a single request.
Increments	Requires employees to enter time off in fixed increments, such as 0.5 days or 4 hours.
Maximum	Defines the maximum amount of time off employees can enter in a single request or across multiple requests for all or a subset of time offs.
Maximum Unpaid Time Off Units Allowed	Defines the maximum amount of unpaid time off allowed for a given time off to prevent employees from requesting unpaid time off. This validation rule type applies only to time off plans that track balances. Tip : To prevent unpaid time off, select 0 (zero) as the maximum number of unpaid units allowed.
Minimum	Defines the minimum amount of time off employees can enter in a single request.
Multiple Time Off Requests Not Allowed for Same Date	Prevents the entry of multiple time off requests for the same date across all or a subset of time offs.
Time Off Date Before Maximum Override Balance Date Not Allowed	If you have overridden the time off plan balance using the Maintain Time Off Override Balance task, this option will prevent the entry of time off requests for any date prior to the override date. This validation rule type applies only to time off plans that track balances. Example : If you enter an override for the time off plan balance on January 1, 2025, employees cannot enter time off requests for dates before January 1, 2025.

Time Off Plan Overrides

Use the Time Off Plan Overrides tab to provide instructions that override the eligibility rules, limit, and daily quantity default defined for the time off plan. The following table lists the sections on the Time Off Plan Overrides tab and their descriptions.

Section	Description
Worker Eligibility Override	This section provides worker eligibility rules that override eligibility rules defined at the time off plan level. Define worker eligibility overrides for a time off only if the rules differ from the plan's eligibility rules. Workday enforces the rules defined for the time off, instead of the plan eligibility rules. When you define time off plan overrides: A worker must satisfy all criteria that you specify in the same row. If you define criteria in separate rows, a worker must satisfy the criteria in at least one row. All employees are eligible for the time off if you do not define eligibility criteria for the plan or the time off. Important : Requests for intermittent time off must pass the validation rules for both the time off and the related leave of absence. Workday applies eligibility and validation rules in the following order: Worker eligibility rules Time off validation rules during the entry of a time off request Leave validation rules upon submission of a request or upon a save for later action
Limit Override	This section overrides the lower time off limit defined for the time off plan. The lower limit controls how much time off to pay when employees exceed their available balance. The Limit Override fields include: Value : Can specify: The calculation rule that returns the minimum number of hours or days allowed in the balance of the time off plan. A constant value or a calculation to define the amount. For example, 40 hours or 5 days depending on the unit of time the plan uses. Workday considers time off units that reduce the balance below the limit as unpaid. Important : To indicate not to pay for time off when workers reduce their time off balance to zero, enter 0 (zero). To allow workers to receive paid time off when their balance falls below zero, enter a negative value. Based On : Specifies the time off plan that includes the time off you are defining. When you select the time off plan, Workday displays the associated balance period in the Time Off Plan Balance Period field.

Time Off Reasons

Use the Reasons tab to define reasons for a time off (e.g., Immediate Family vs. Extended Family for Bereavement Time Off). These options will be selectable when an employee requests or is placed on the time off. Select the Reasons Required checkbox if you require a reason for a time off request.

Worktags

Worktags can be configured on time offs. This will allow eligible workers to include worktag values when reporting time off (e.g., A worker can select a specific worktag type to report time off against a cost center or project). This increases efficiency and enhances compliance by enabling you to report and allocate these units appropriately.

Sell Options

If you selected the Allow to Sell Time Off checkbox, use the Sell Options tab to define when workers can sell their time off and how much time off they can sell. The following table describes the fields and options on the Sell Options tab.

Term	Definition
Available to Sell During	Specifies whether workers can sell their time off during: Fixed Period - Workers can sell time off only during the period defined in the Sell Schedule. Anytime - Workers can sell time off at any time. Workday updates the time off balance on the day that workers sell their time off.
Sell Schedule	If you select Fixed Period in the Available to Sell During field, you can select a schedule (created using the Create or Edit Schedule for Selling Time Off tasks) or create a new schedule. The Sell Schedule defines time frames when workers can sell their time off.
Maximum Limit to Sell	Specifies the maximum limit of time off a worker can sell. You can select a Workday-delivered or custom numeric calculation
Maximum Limit Applies to	If you define the Maximum Limit to Sell, you must specify either: Period in Which Balance is Update Balance Period
Sell Increments	Specifies the multiples in which you want workers to sell time off. You can select a Workday-delivered or custom numeric calculation.

Accrual

Accrual Configuration

An accrual definition specifies:

The accrual amount.
The processing priority.
Whether to allow adjustments or overrides.
When workers receive the accrual.
Time off plan overrides, including:
Accrual frequency
Eligibility requirements
Accrual limit
Buy Options, including:
Buy Schedule
Maximum Limits
Allowable Increments

Use the

Create/Edit Accrual

task to configure an accrual. When you configure an accrual, you will define the following:

General information about the accrual
How to calculate the accrual
Time off plan overrides if you want to override the accrual frequency, eligibility rules, and limit

General Information

The top section of the

Create/Edit Time Accrual

task includes general information about the accrual, including:

The name and code for the accrual
The effective date for existing accruals

Calculation Information

Use the Calculation tab to define how to calculate the accrual. The following table lists and describes the primary fields on the Calculation tab.

Field	Description
Calculation (Accrual Amount)	Defines the accrual amount. The amount can be: A constant value, such as 12 hours or 0.5 days. A calculation based on a service rate table, or any other type of calculation. Example : If using the accrual in a day-based plan, specify a daily unit of time, such as 0.5, not 4 (hours). If using the accrual in an hourly plan, enter an hourly unit of time, such as 4, not 0.5 (days). Workday does not automatically convert hours to days or days to hours.
Priority	Specifies a priority for processing the accrual when multiple accruals contribute to the same time off plan balance. Example : If a Vacation accrual has a priority of 10 and a Sick Time accrual has a priority of 20, Workday adds the Vacation accrual to the time off plan balance first.
Adjustments/Overrides Allowed	Allows adjustments and overrides to employees' absence accruals. To enter an accrual adjustment or override an accrual, use the Maintain Accrual and Time Off Adjustments/Overrides task.
Options	Specifies one of the following: Front-Loaded : When selected, this option indicates that workers will receive this accrual up front, at the beginning of the balance period, rather than in increments throughout the balance period. When workers receive accruals up front, Workday can identify affected accruals when you perform an accrual adjustment due to a job change. Based on as of Date : When selected, this option indicates to prorate this accrual based on the as-of date of a job change when a worker's eligibility changes. None : When selected, this option indicates that accrual does not have any special proration behavior and will operate according to the start or end date of the period.
Time Calculation Tags	Specifies the time calculation tags that time blocks must have so that the accrual calculation can reference them. If using Workday Time Tracking, you can create an accrual calculation that is based on the time that workers enter in that application. This feature is useful for calculating accrual for compensatory time off.
Rounding	Select a rounding definition to apply to front-loaded or as-of-date accrual calculations. Workday applies the rounding as part of the Automated Accrual Adjustment step on the Change Job business process. Example : Round to the nearest 0.1. By selecting a rounding definition, you can eliminate the need to further adjust the accrual results.
Scheduling	Specifies the scheduling rule that determines when employees receive the accrual. Example : You might select a rule that makes floating holiday hours accrue only in the first month of the year. Note : You can combine multiple scheduling rules in the same row or insert a separate row for each rule. An employee must meet all criteria specified in the same row. If you define criteria in separate rows, an employee must satisfy the criteria in at least one row.

Note

: The accrual frequency method (defined by the accrual priority), accrual limits, and the timing of accrual processing (defined by the time off plan), can impact employee accruals.

Time Off Plan Overrides

Use the Time Off Plan Overrides tab to provide instructions for overriding the accrual frequency, worker eligibility, or limit defined on the time off plan. The following table describes the fields on the Time Off Plan Overrides tab.

Field	Description
Accrual Frequency Override	Specifies when to add the accrual to a worker's plan balance. Options include: Start of Period : Adds accrual before subtracting time off. End of Period : Adds accrual after subtracting time off. Custom Frequency : Adds accrual on the dates you define in the First Accrual Date and Accrual Recurs Every fields, and the option you select in the Accrual Recurs Unit of Time field. Note : The Start of Period method typically results in workers reaching upper limits sooner and lower limits later than if processing accruals using the End of Period method.
First Accrual Date	If Custom Frequency is the accrual frequency, this date indicates the calculation that returns the first date of the accrual, such as Worker: Hire Date, Worker: Time Off Service Date, or a date calculation to return this date. Example : Create a date increment/decrement calculation that returns an employee's hire date plus 30 days. (If the hire date falls on the 31st day of the month, the accrual will happen on the last day of the month in months with less than 31 days. Note : Workers must still meet scheduling criteria for the accrual to occur on this date. You can pause annual time off accruals by selecting Accrual Date Pause if Worker is Absent, an instance value calculation, in the First Accrual Date field. Workday delays annual time off accruals to the next available working day for workers with absences that include the day of their annual accrual and the day before. Workers accrue their annual time off balance only when they return from absence.
Accrual Recurs Every	If Custom Frequency is the accrual frequency, this field specifies the number of recurring units of time (days or months) after the first accrual date when the accrual is to occur. Example : Enter 1 if the accrual is to occur every month on the anniversary of the first accrual date.
Accrual Recurs Unit of Time	Specifies whether the recurrence interval represents days or months.
Number of Days to Pause an Accrual	This field is available only if you select Pause Accrual for Related Time Off Events in the First Accrual Date field. The number in this field indicates the number of days to pause an accrual when a worker is absent on the scheduled accrual date.
Worker Eligibility Override	The fields in the Worker Eligibility Override section override eligibility rules defined at the time off plan level. If you do not define eligibility rules here, the accrual automatically inherits the eligibility rules associated with the time off plan. All employees are eligible for the accrual if there is no eligibility criteria for the plan or the accrual defined. A worker must satisfy all criteria specified in the same row. If you define criteria in separate rows, a worker must satisfy the criteria in at least one row.
Upper Limit Override	The information in the fields in the Limit Overrides section overrides the upper time off accrual limit defined for the time off plan. Value : Specifies the calculation rule that returns the maximum number of days or hours employees can accumulate in the time off plan balance. Based On : Specifies the time off plan that includes the accrual you are defining unless you are defining an accrual for an accrue-as-you-go plan. For an accrue-as-you-go plan, always select the accrual itself. Workday displays the time off plan balance period when you associate the accrual with a time off plan. Workday will automatically reduce the accrual for any calculation period by the balance amount that exceeds the limit. This amount appears as forfeited accrual hours or days on Workday pages and reports.
Expiration Override	The expiration override section can be configured so that time off can expire relative to the date it was accrued. Amount of Time Before Expiration: Select a constant value or a calcualtion for the number of days or months after the accrual date that accrual units expire. Unit of Time Before Expiration: Select Days or Months as the unit of time for measuring the expiration date. Once saved. this field may be required and cannot be removed. Include Prior Balance Period Accruals in Upper Limit Calculation: Select if expiring accrual should be included in time off plan balance upper limit calculation across balance periods.

Buy Options

Use the Buy Options tab to define the options for workers to buy time off. The following table lists and describes the primary fields on this optional tab.

Option	Description
Available to Buy During	Select when workers can buy time off: Anytime. Workers can buy time off any time during the balance period. Fixed Period. Workers can buy time off based on a buy schedule. You must select a schedule for buying time off from the Buy Schedule prompt. Buy schedules are only available for workers to select if they have the same period schedule as the time off plan that the accrual is linked to.
Balance Updated in Period	Select when the balance is updated: Current Period. The balance is updated in the same period when the worker buys time off. Next Period. The balance is updated in the next period after workers buys time off.
Maximum Limit to Buy	Select a calculation to define the limit of time offs that a worker can buy.
Maximum Limit Applies to	Consider whether you want workers to buy time off at any time or multiple times throughout the year based on the buy schedule. Period in which balance is updated. Workers can buy up to the maximum limit each period that the balance is updated. Balance Period. Workers can buy up to the maximum limit for the entire balance period.
Allowable Increments to Buy	Select a calculation to define the increments or multiples of time offs that workers can buy.
Pay Rate for Adjustments	Select the pay rate to be used for the payroll adjustments. At the start of first pay adjustment. This option uses the worker's pay rate at the start of the first pay adjustment period for all pay periods. This is fixed. Current rate during each period uses the worker's pay rate for each pay period. This could vary if the worker's pay rate changes in a pay period. When time off was purchased uses the worker's pay rate at the time when they purchased time off for all pay periods. This is fixed.

Time Off Plan

Period Schedule

The accrual frequency for a time off plan.
Example
: If the period schedule is weekly, Workday processes accruals once each week unless you override the accrual frequency, use a custom frequency, or front-load your accruals.
The start and end dates of the periods that retrieve and process time off.
Example
: If the period schedule is monthly, time off reports display time off balances and transactions on a month-to-month basis.
Eligibility for a time off plan, time off, or accrual when eligibility rules reference the period schedule.
Example
: You can define an eligibility rule requiring employees to be full-time as of the current period start date.
The dates available in:
The Effective Date field when you create a new time off plan.
The Add New Effective Date field when you edit a time off plan or the time offs and accruals attached to the time off plan.

Time Off Plan Categories

Time off plans with no balance tracking (basic time off plans)
Time off plans with balance tracking

Time Off Plans with No Balance Tracking

Configuration for Time Off Plans with No Balance Tracking

Basic time off plans that do not track balances must include the following components:

Period schedule
Unit of time for recording and processing time off requests
Days to include
One or more time offs
Default eligibility rules for taking time off

Use the

Create/Edit Time Off Plan

task to configure a basic time off plan.

Time Off Plans with Balance Tracking

A balance period, which defines the start and end date of a time off plan. The balance period also tells Workday over which period to calculate and sum time off plan balances.
A period schedule, which defines the accrual frequency, such as biweekly or monthly, for a time off plan. The period schedule also defines the processing period for time off entries and accruals.
The balance visibility type.
The calendar display.
Days to include in the time off request.
The unit of time to use for time off requests and accruals.
Accruals that add to the plan balance.
Time offs that subtract from the balance.
Eligibility rules workers must meet to accrue and take time off.

Specify a carryover limit.
Pass time off to Workday Payroll or Workday Payroll Interface for use in payroll calculations.

Configuration for Time Off Plans with Balance Tracking Enabled

Use the

Create/Edit Time Off Plan

task to configure a time off plan. When you configure a time off plan, define the following:

General information about the time off plan
Balance information
Calculation for the accrual frequency method and balances
Accruals that add to the balance
Time offs that subtract from the balance
Eligibility rules for the time off plan

General Information

The top section of the

Create/Edit Time Off Plan

task includes general information about the time off plan. The following table describes some of the fields and options in this section.

Field	Description
Display Name	Specifies the name to be displayed in self-service for users when they enter time off requests. If left blank, self-service displays the name entered in the Plan Name field.
Position Based	When selected, Workday tracks time off for workers by position. Important : For position-based time off plans, users must enter the employee's position when requesting time off. Limits and balances apply to the position. Typically, eligibility rules, validations, and accrual calculations are also based on the position; however, you can define these rules to reference the worker's primary position or all positions instead. When not selected, Workday considers the employee's primary position when applying eligibility and validation rules, accrual calculations, limits, and balances, unless the rules reference calculations that Workday applies across all jobs. A plan that is not based on position is a worker-based plan. Notes : The checkbox appears only if you configure your Workday tenant to support multiple jobs. You cannot convert a worker-based plan to a position-based plan or vice versa after time off requests, accruals, or other time off data exists for the plan.
Track Balance	When selected, enables balance tracking.
Balance Period	Specifies the period over which to calculate accrual, time off, and time off plan balances. Balance periods are one of the four main time off plan components.
Period Schedule	Defines accrual frequencies (except for accruals with a custom frequency) and reporting periods for the plan. Plan eligibility rules that refer to period start or end dates also use the period schedule. Example : Select Monthly to calculate accruals monthly and to process and track time off requests and adjustments monthly.
Unit of Time	Specifies the unit of time for recording, processing, and tracking time off for the plan. An employee can have both hour-based plans and day-based plans, but each plan can use only one unit of time. Important : All time off, accruals, limits, and other calculation values associated with a time off plan must use the same unit of time. Workday does not convert hourly values to daily values or daily values to hourly.
Default Payslip Name	Identifies the name of the time off plan that appears on payslips. If this field is empty, Workday uses the time off plan name.

Balance Information

Use the Balance tab to provide information about whether and when to display balances and other balance-related information. The following table describes the fields on the Balance tab.

Field/Options	Description
Balance Visibility	Specifies whether employees, managers, and administrators can view time off balances, and if so, for how long after an employee loses eligibility for the plan. Options include: Eligible in balance period (based on As of Date) : Displays balances if the employee is eligible for time off at any point during the balance period. Example : The balance period is January 1 to December 31. Sue is eligible for time off from January through March but loses eligibility in April. Sue can use an as of date in June to view her balances because she was eligible for time off earlier in the plan year. She will not see her balances if she enters an as of date of February 1 of the following year. Eligible in period (based on As of Date) : Displays balances if the employee is eligible for time off at any point in the processing period that includes the balance period as of date. Example : John loses eligibility for time off midway through the January 1- 31 processing period. If he selects an as of date of January 31 to review balances, he can see his balances. If John selects an as of date of February 1, Workday does not display his balances because he was not eligible for time off during the February period. Eligible in period or prior periods (based on As of Date) : Displays balances if the employee is or was eligible for time off on or before the balance period as of date. Example : If the employee is no longer eligible, the balance displays time off and accrual totals as of the last period the employee was eligible. Never show balance : When selected, Workday does not display balances under any conditions.
Hide Balance from Worker Self Service	When selected, balances do not appear for workers. Note : If you select the Hide from Worker Self Service checkbox, Workday hides time off balances on: Absence and Time Off Calendars Absence and Time Off worklets If you want the time off balances to display on the Absence and Time Off Calendars, but not on the Absence and Time Off worklets, do the following: Leave the Hide from Worker Self Service checkbox cleared. Access the Edit Tenant Setup - HCM task. In the Time Off section, select the Disable Absence Calendar Balance Totals checkbox.
Calendar Display	Specifies whether the time off plan or time off type details display to workers in the Balance Per Plan section of the Absence Calendar. Note : To hide the Total field in the Balances sidebar of the calendar, select the Disable Absence Calendar Balance Totals checkbox in the Edit Tenant Setup - HCM task (Time Off section). Hiding the Total field can help improve performance and clarify the information in the Absence Calendar.
Overrides Allowed	When selected, enables balance override for the start date of any period for which the worker is eligible. To override time off plan balances, use the Maintain Time Off Plan Override Balances task.
Balance Transfer Defaults	Specifies time off plans that automatically populate on the Maintain Time Off Plan Transfer Balances task when a worker loses plan eligibility due to a job change.
Carryover: Date	Specifies the date to reset year-to-date balances for time offs and accruals, and carry over remaining time off plan balances. Options include: Balance Period Start Date : Carry over balances on the first day of the next time off plan balance period. Typically, this option is appropriate when the period schedule does not align with the start of the plan balance period. To use this option, the balance period must have a period date indicator set to Based on Period End Date so that time offs or accruals that happen in the period that spans two plan years up the balance for the new year. First Period of Balance Period Start Date : Carry over balances on the first day of the first period in the next plan balance period. Example : Assume the balance period (plan year) is January 1 to December 31, 2025. The period schedule is biweekly and the December 22, 2024 - January 4, 2025 period crosses two plan years. If you select Balance Period Start Date, carryover occurs on January 1, 2025. If you select First Period of Balance Period Start Date, carryover occurs on December 22, 2024. Important : Carryover occurs before accruals when both occur the same day.
Carryover: Limit	Indicates the calculation that returns the maximum number of hours or days employees can carry from one balance period to the next. The carryover limit can be a constant value (for example, 100 hours or 10 days), a calculation based on a balance (for example, 50% of last year's balance) or any other type of calculation. Units that exceed the limit appear as Carryover Forfeited on Workday pages and reports.
Carryover: Amount of Time Before Expiration	Indicates the numeric amount of time after which carryover hours or days expire.
Carryover: Unit of Time for Expiration	Specifies the unit of time in which Workday calculates carryover expiration.
Carryover: Include Carryover in Time Off Plan Balance Upper Limit Calculation	When selected, the time off plan's upper limit calculation includes carryover units.
Carryover: Use Time Off Accrual before Carryover Balance	When selected, Workday deducts the current year accrual first for a time off request, rather than the carryover. Carryover must have an expiration.

Calculation Information

Use the Calculation tab to provide instructions on:

The accrual frequency method for the time off plan.
Time off plan lower and upper limits.
Other information used to calculate time off plan balances.

The following table describes the fields on the Calculation tab.

Field	Description
Accrual Frequency Method for Time Off Plan	Specifies when to add the accrual to a worker's plan balance. Options include: Start of Period : Adds accrual before subtracting time off. End of Period : Adds accrual after subtracting time off. Note : The Start of Period method typically results in workers reaching upper limits sooner and lower limits later than if you use the End of Period method to process accruals. Custom Frequency: Adds accrual on the dates you define in the following fields: First Accrual Date: If custom frequency is the accrual frequency, specifies the calculation that returns the first date of the accrual, such as Worker: Hire Date or Worker: Time Off Service Date, or the date calculation to return this date. Example : Create a date increment/decrement calculation that returns an employee's hire date plus 30 days. If the hire date falls on the 31st day of the month, the accrual will happen on the last day of the month in months with less than 31 days. Note : Workers must still meet scheduling criteria for the accrual to occur on this date. Accrual Recurs Every : Specifies the number of recurring units of time (days or months) after the first accrual date when the accrual is to occur. Example : Enter "1" in this field to indicate the accrual is to occur every month on the anniversary of the first accrual date. Accrual Recurs Unit of Time : Specifies whether the recurrence interval represents Days or Months.
Time Off Plan Balance Lower Limit	Specifies a constant value or the calculation that defines the amount. Enter a "0" (zero) in this field to indicate that workers receive no pay for time off when they reduce their time off balance to zero. Enter a negative value in this field to allow workers to receive paid time off when their balance falls below zero. Time off units that reduce the balance below the limit are unpaid. For example, a vacation plan has a lower limit of -16 hours. Sunil uses all his vacation time (balance = 0), and then takes 10 more hours. Workday pays all 10 hours because they fall within the lower limit. However, if Sunil requests an additional 10 hours, he is paid only 6 of them. Workday tracks the rest as unpaid time. Note : You can use time off validation rules to prevent employees from requesting unpaid time off.
Time Off Plan Balance Upper Limit	Specifies the maximum number of hours or days employees can accumulate in their time off plan balance or select a calculation to return the amount. The balance amount that exceeds the limit appears as a Forfeited accrual on reports.
Daily Quantity Default	Specifies the daily default quantity for time off requests entered through the calendar, such as eight hours or an employee's scheduled number of hours. If you define the default quantity with a conditional calculation, Workday bases the default quantity on the first day of a request. Example : If Sean requests three days off, and he is scheduled to work four hours the first day, the default quantity for each day is four hours.
Days to Include	Specifies which days to include when employees select a range of dates for a time off request. The selection only controls the defaulting of dates. Employees can still enter requests for any date unless you select the Restrict Request to Days to Include on Calendar checkbox. Example : Tran enters a time off request that spans from Friday through Tuesday. After Friday, he is next scheduled to work on Monday for 10 hours. Monday is an 8-hour public holiday. All Days : Indicates the time off request will include Friday, Saturday, Sunday, Monday, and Tuesday. Weekdays (Mon - Fri) : Indicates the time off request will exclude Saturday and Sunday. The requests will include Monday, the next weekday. Workdays (Non-Holiday) : Indicates the time off request will exclude Saturday, Sunday, and Monday. The request will include Tuesday, the next workday on the work schedule that is not a holiday. Workdays (Work Hours exceed Holiday Hours) : Indicates the request will include Monday, the next scheduled workday or holiday, where Tran's scheduled hours (10) exceed the holiday hours (8). Configure Days to Include : Includes the following options: Included Days : Defines which days to count when a user submits an absence request. Include Holidays from Holiday Calendar : Indicates whether a worker can take an absence on a public holiday. Important : Options that reference workdays require a holiday calendar and a work schedule calendar.
Use Scheduling Shifts	Use this checkbox to enable Workday to consider published scheduled hours when workers request time off. This prevents requests for planned time off when workers are scheduled to work. This configuration requires the use of Workday Scheduling.
Restrict Requests to Days to Include on Calendar	For the Request Absence task and Manage Absence report, selecting this checkbox restricts absence requests to the days specified by the option selected in the Days to Include field. When you leave the checkbox cleared, workers can enter an absence for any day.

Accrual Information

Use the Accrual tab to select the accruals that add to the time off plan balance. The Accrual grid identifies whether the selected accruals have an accrual frequency, eligibility rule, or upper limit that overrides the plan rules.

Time Off Information

Use the Time Off tab to select time offs that subtract from the time off plan balance. The Time Off grid identifies whether the selected time offs have an eligibility rule, lower limit, or quantity default that overrides the plan rules.

Eligibility Information

Use the Eligibility tab to define eligibility for the time off plan. The following table describes the fields on the Eligibility tab.

Field	Description
Enabled for Worker Type	Specifies whether the time off plan is available for employees, contingent workers, or all workers.
Country/Country Region	Specifies the countries or country regions in which the time off plan applies. This setting filters time off plans by country or country region before evaluating other eligibility criteria. The filtering limits the number of eligibility rules that Workday must evaluate for a worker.
Country/Country Region Enabled for All Positions	If selected, enables workers on international assignment to select the time off plans for their current assignment.
Worker Eligibility	Specifies additional eligibility criteria for the time off plan. These eligibility rules apply to all time offs associated with the plan, unless additional rules exist for a specific time off.

Balance Period

Balance periods are central to all balance calculations included in time off plans. A balance period specifies the period over which to calculate accrual, time off, and time off plan balances. The following table describes the types of balances included in time off plans.

Balance Type	Description
Accrual Balances	Calculate accrued time off over a specified period.
Time Off Balances	Calculate time off taken over a specified period.
Carryover Balances	Store the number of hours or days workers can carry from one time off plan period to the next.

Workday automatically creates accrual and time off balances when you associate the accrual and time off calculations with the time off plan. You do not need to perform a separate task to define these balances.

Workday uses the balance period for a time off plan as the balance period for:

The accrual calculations that add to the plan balance.
The time off calculations that subtract from the plan balance.

Time Off Plan - Accrual

Time Off Plan - Time Off

Example

: If the balance period for a vacation plan balance is year-to-date, the balance period for the vacation accrual and time off is also year-to-date

Workday calculates and tracks accruals minus time off over the specified balance period.

Workday predefines most of the balance periods needed to build time off plans.

Example

:

YTD - Current Calendar Year (based on Period End Date)
Anniversary Balance Period (based on Hire Date)

Carryover Limits and Balances

Carryover Limits

Carryover limits define the maximum amount of time off that workers can carry from one balance period to the next. You can define carryover limits as a flat amount or as a calculation that returns an amount.

Example

:

A constant value of 100 hours or 10 days.
A calculation that returns 50% of last year's balance.

When Workday Applies Carryover Limits

Workday applies the carryover limit based on your configuration. Carryover may occur on the first day of a period within a balance period, such as January 1, or on the balance period start date for an anniversary plan.

Additionally, you can add an expiration time frame to the carryover configuration.

Example

:

3 months
100 days

The option to include the carryover amount in the upper limit is available. This option sums the two amounts and restricts the accrual to the upper limit.

Upper Limits

Automatically reduces the accrual by the number of hours or days over the limit.
Displays the balance amount that exceeds the limit as Forfeited accrual hours or days in Time Off reports.

Lower Limits

Workday processes time off up to and including the lower limit as paid time off.
Any hours or days that exceed the limit are unpaid.

Accrual Frequency Method

Time Off Plan Architecture

Single Plan: Two Accruals and Two Time Offs

When you have a single time off plan with two accruals and two time offs, accruals form a common pool of hours or days. Workers can take the time off as either vacation or sick time off.

Here are some considerations for a single time off plan with multiple accruals and time offs:

Creating a single plan with multiple accruals and time offs means that you have fewer plans to maintain.
Workday converts any accrual to any time off associated with the plan.
It may be difficult to control the number of hours that workers can take as sick time off vs. vacation time off.
You must define worker eligibility and limit overrides to differentiate between the accruals and between the time offs

Two Separate Plans: One Accrual and One Time Off in Each Plan

Two separate plans with one accrual and one time off in each plan allows you to determine how and when workers can use accrued hours.

Here are some considerations for two separate plans

There is no common pool of hours from which to take time off.
To differentiate between one accrual or time off and another, you do not need to define worker eligibility and limit overrides.
You can report on separate accruals and time offs.

Options to Meet Time Off Plan Requirements

Depending on your time off plan requirements, your time off plan architecture may include several options. For example, your time off plan requirements are as follows:

All regular, full-time employees accrue eight hours of vacation.
Managers accrue an additional four hours of vacation.

Your options are:

Conditional calculations within a single accrual
Two accruals within a single time off plan
Two time off plans

Conditional Calculations within a Single Accrual

The following calculation returns a different amount of time off for each employee based on the same factors (management level, position, or years of service).

Conditional Calculation within a Single Accrual

You could define a conditional calculation that returns an amount for managers and a different amount for regular, full-time employees. With this setup, you cannot view or report on each component of the overall accrual.

One Plan: Two Accruals

You could define one plan with two accruals to meet the time off plan requirements for managers and regular, full-time employees.

Each accrual would add a separate amount to the balance total based on factors such as the employee's management level, position, or years service.

Here are some considerations for defining a single plan with multiple accruals:

You can view and report on each component of the accrual: eight hours for everyone, extra four hours for managers.
There is a much larger number of accruals to maintain.
Reports become more difficult to read when they contain multiple accruals.

Multiple Plans: One Accrual and One Time Off in Each Plan

If you use multiple plans to meet the time off plan requirements, each accrual adds a separate amount to the balance total based on factors such as the employee's management level, position, or years of service.

When you create multiple plans of the same type such as sick or vacation, you lose the advantages of generating and tracking all of the employee's accruals and time off using a single balance. You will need to define and implement a strategy for paying out or adjusting unused time off when an employee moves from one plan to another.

When is it necessary to build multiple plans of the same type?

You will need to build multiple plans of the same type when there are different:

Units of time
Period schedules
Balance periods

Accrual and Time Off Priorities

Important Information about Effective-Dated Absence Setup Components

Effective-dated fields in each of the setup components
Time off plan edits

Effective-Dated Fields

When creating and editing time offs, accruals, and time off plans, keep in mind:

Fields above the tabbed area are not effective dated.
Fields within each tab are effective dated.