Time Off Validations

Workday Education

Overview

Time off validation rules ensure that users can only submit valid time off requests.

Objectives

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

Explain the purpose of validations.

Identify and describe the delivered time off validations.

Distinguish between validations that prevent entries and validations that generate warning messages.

Allow administrative overrides to time off validation rules.

Configure custom text for validation messages.

Validations

Define validation rules to prevent the entry of invalid time off requests or to generate warning messages in response to an invalid request. If a validation fails, the user can save the request for later. Workday does not consider requests that users have saved for later when calculating available balances or validating other time off requests.

Note
: Requests for intermittent time off must pass the validation rules for both the time off and the related leave of absence. Workday applies the time off validation rules during the entry of a time off request. Then, it applies the leave validation rules upon submission of a request or upon a save for later action.

Validation Types

Workday enables you to define the following types of validation rules:

Validation Rule	Description
Consecutive Day Maximum/Minimum	Defines the maximum number of consecutive days a worker can take time off or the minimum number of consecutive days a worker must enter in a single request. These validations evaluate short-term time offs. Defining a consecutive minimum or maximum greater than 30 days can slow down time off performance. These validations apply only when your tenant has the monthly calendar enabled. The consecutive day minimum validation is not available for time offs entered through Workday Time Tracking.
Increments	Requires employees to enter time off in fixed increments, such as 0.5 or 4 hours. In the Value field, specify the increments for entering time off. Example : Select a constant value, such as 4 hours or 0.5 days, or a calculation that returns different values for full-time and part-time employees.
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. The Value field specifies the maximum amount of time off employees can request, which could include: A constant value, such as 8 hours or 1 day. A calculation that returns different limits based on an employee's work schedule calendar, holiday schedule calendar, or both. You can set limits dynamically based on the employee's scheduled number of hours to work on the time off date. For example, 8 hours Monday, Tuesday, Wednesday, and Thursday; 12 hours on Friday; and 0 hours on holidays.
Time Off Entries to Include	Specifies how to apply the maximum. Options include: Individual Time Off Entry : Applies to the time off entry for each request. Important : Do not select the Individual Time Off Entry option when setting restrictions on multiple time off requests. All Time Off Entries for Worker for Same Date : Applies to entries for all time offs on the same date. All Time Off Entries for Worker (for Time Off Validation Set) for Same Date : Applies to entries for the time offs you select in the Validation Set field for the same date. Note : If the time off belongs to a position-based plan, you can apply the maximum to all or selected time off entries for the same position and date.
Minimum	Defines the minimum amount of time off employees can enter in a single request. The Value field specifies the minimum amount of time off employees can request for each time off entry. The minimum applies to each request, not to the sum of time off entries each day. Example : Select a constant value, such as 4 hours or 0.5 day, or a calculation that returns different values for full and part-time employees.
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 Entries to Include : Specifies which time off entries to allow for the same date. All Time Off Entries for Worker for Same Date : Applies to entries for all time offs on the same date. All Time Off Entries for Worker (for Time Off Validation Set) for Same Date : Applies to entries for the time offs selected in the Validation Set field for the same date.
Time Off Date Before Maximum Override Balance Date Not Allowed	Prevents time off request entries before the most recent date in the Override Balance Date field in the Maintain Time Off Override Balance task. Time Off Entries to Include: Specifies which time off entries to allow for the same date. Options include: All Time Off Entries for Worker for Same Date : Applies to entries for all time offs on the same date. All Time Off Entries for Worker (for Time Off Validation Set) for Same Date : Applies to entries for the time offs selected in the Validation Set field for the same date. Example : If you enter an override for the time off plan balance on January 1, 2024, employees cannot enter time off requests for dates before January 1. Note : This validation type applies only to time off plans that track balances.
Maximum Unpaid Time Off Units Allowed:	Limits the amount of unpaid time off employees can request. The Value field specifies the maximum amount of unpaid time off allowed for an employee at any point in time. Enter 0 (zero) to prevent unpaid time off. Note : This validation type applies only to time off plans that track balances. Important : Be sure that any values you enter are compatible with the unit of time defined for the time off plan balance.

The following table describes the fields and options that apply to all validation rule types.

Field/Option	Description
Do Not Allow Request	Prevents employees from saving time off requests that fail the validation. The employee will receive an error message. You can clear this checkbox when the validation rule is: Maximum Unpaid Time Off Units Allowed Consecutive Days Maximum Consecutive Days Minimum Clearing the checkbox enables employees to save time off requests while generating a warning message. A manager or administrator can reject the request.
Allow Override for Entry on Behalf of Worker	The security groups assigned to the Enter on Behalf of Worker sections of the Absence Calendar, Request Time Off, or Correct Time Off business process security policies (typically managers or administrators) are able to override the validation rule when entering, revising, or correcting time off on behalf of employees. A warning message displays when users with override ability enter invalid requests.
Custom Text	Specifies the text that appears after the standard error or warning message when a request fails the validation. Use the Maintain Time Off Data Validation Custom Text task to define custom text.
Display Custom Text First	Displays custom text before the standard error or warning message.
Hide Default Validation Text	If there is custom text for the validation, hides the default validation text when a worker enters a time off request.

The following table lists some delivered calculation rules and usage guidelines. To use a rule, select it in the Value field on the Validations tab of the

Create Time Off

task.

Calculation Rule Name	Time Off Plan Units	Required Calendars	Maximum Value Returned
[AGGR] Worker Holiday/Work Schedule Calendars: Scheduled hours to work EXCLUDING holiday hours if positive, else 0 (no rounding)	Hours	Work Schedule Holiday	Greater of 0 or the total number of scheduled work hours minus holiday hours.
[ARTH] Worker Work Schedule Calendar: Workday hours for date (based on As of Date) no rounding	Hours	Work Schedule	Number of scheduled work hours.
[COND] Worker Holiday Calendar: 0 if date is a holiday, else 8 You can copy the rule and change the maximum to any hourly value.	Hours	Holiday	0 if the time off date is a holiday and 8 if the time off date is not a holiday.
[COND] Worker Holiday Calendar: 0 if date is a holiday, else 24 You can copy the rule and change the maximum to any hourly value.	Hours	Holiday	0 if the time off date is a holiday and 24 if the date is not a holiday.
[COND] Worker Work Schedule/Holiday Calendars: 1 if workday hours MINUS holiday hours > 0, else 0	Days	Work Schedule Holiday	Returns 1 if work hours > holiday hours and 0 if work hours <= holiday hours.
[COND] Work Schedule Calendar: 1 if date is a workday, else 0	Days	Work Schedule	Returns 1 if the time off date is a workday and 0 if the time off date is not a workday.
[COND] Worker Holiday Calendar: 0 if date is a holiday, else 1	Days	Holiday	Returns 0 if the time off date is a holiday and 1 if the time off date is not a holiday.
[INST VALUE] Published Scheduled Hours for All Positions for Calendar Day	Hours	*N/A Workday Scheduling required	The total number of hours for published shifts on all of the worker's positions for a specific day using Workday Scheduling. Workday calculates the duration of each shift based on the shift start date.
[INST VALUE] Published Scheduled Hours for a Calendar Day	Hours	*N/A Workday Scheduling required	The total hours for the worker's published shifts for a specific day using Workday Scheduling. Workday calculates the duration of each shift based on the shift start date.