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Note: Individual users’ security profiles control the visibility of sensitive information. Therefore, you may not have access to (all) the information within this Job Aid. Remember that some changes may require the approval of an HR Partner or other area to complete the process.
- Log in to your Workday account.
- Click the global navigation Menu icon at the top left home page to access applications and shortcuts.
- The Search Box at the middle of the home page makes it easy to search people, tasks, reports, and business data you would like to navigate to.
OVERVIEW:
The information provided in this context is intended for general guidance. For detailed procedures and inquiries, it is essential to consult with your designated timekeeper. The timekeeper is equipped to provide accurate and up-to-date information about department policies and processes. This job aid is for employees and demonstrates how to Request, Correct, or Cancel an Approved and Unapproved Absence.
STEPS:
Request Absence
- Log in to your Workday account.
- Under Quick Tasks, if you see Request Absence choose that button and your Absence Calendar will display. Skip to page 3.
- If Request Absence is not in your Quick Task section, choose the View All Apps link.
- From the Menu choose the Absence app.
- Choose Request Absence.
- Your Absence Calendar is displayed. Your available balances are displayed on the left side of the screen. Use the Previous/Next buttons to switch to a different month.
- Select (click) on individual days or drag the mouse across multiple days to highlight the requested Absence days or select the date range.
- Then choose the Request Absence button on the bottom left side of the screen.
- In the Search box choose the drop-down/icon then choose Time Off for a list of Absence codes. Choose the appropriate Absence Code or simply enter the appropriate Absence Code (e.g., PTOS) into the Type search box then click the Next button.
- The Summary screen is displayed.
- If the number of hours needs to be adjusted (for example you are only taking a partial day off on the first day) choose the Edit Quantity per Day button.
- Make the required changes then choose the Done Button.
- You are returned to the Summary screen. If all is correct choose the Submit button.
- The requested Absence is displayed on your Absence Calendar. Absence requests go directly to your Workday Manager for approval. On the Absence Calendar, requested Absences are displayed in gray, and approved Absences are displayed in green.
Note: The # of hours requested per day is based on your Schedule in Workday. (10 hours per day for 4 days = 40 hours). If everything is correct choose the Submit button. Leave requests require the approval of a Manager or Supervisor before the process is completed.
Note: Holidays are paid automatically and do not need to be requested in Workday by the employee. For holidays to populate on a time sheet you must enter time on your time sheet. Exempt employee holidays will populate on the calendar automatically at payroll closing.
Approved Absences (in green) can be changed or canceled.
Unapproved Absences (in gray) can only be canceled.
Correct or Cancel an Approved Absence Request
Note: Go to Page #1 and complete steps #1 - #5.
- From the Absence Calendar click on the Approved Absence to be changed or cancelled.
- To make changes to the entire Absence request choose the Select All button.
- To make changes to individual days on the Absence request, choose the Select button on the right side of the item.
- The Absence Type and the Quantity per day can be changed.
- If canceling the entire Absence, choose the Select All box then, choose Remove Row.
- When all changes have been entered choose the Submit button.
Note: Adding a comment for your Manager/ Supervisor is advised: “example no longer needed / only 2 hours needed -.
Note: After you hit submit, the request will appear on your calendar greyed out. The manager must approve your request for the task to be fully canceled and disappear from your calendar.
Cancel an Unapproved Absence
Note: Go to Page #1 and complete steps #1 - #5.
- From the Absence Calendar Click on the Unapproved Absence to be canceled.
- There are no options to make changes. The only option is to Cancel this Request and click.
- The Cancel Business Process box is displayed.
- Choose the Submit button.
- An Event Canceled message is displayed.
Note: The cancel button will only appear if your submission has not been approved by the manager. Depending on the Absence Type, a comment may be required.