Manage Your Time Off and Leave of Absence

The Absence application located on the Workday homepage is your main area to complete activities related to reporting absences and requesting time off.

On this job aid:

On your Home Page under Your Top Apps, click View all Apps,


When you click on the Absence application, there are three main areas to review:
absence app

Reporting Time Off

If you miss scheduled work days because of illness or another reason, you will need to report these absences as time off. In most cases unscheduled absences will be for unforeseen sick time and emergencies. Unpaid absence times will reduce pay for that period. Other absences such as vacations and personal holidays should be scheduled in advance. Time is accrued differently for benefits eligible employees, student employees, non-benefits eligible, temporary, and seasonal staff. Absence requests will remain in the Time Approvers queue till it is approved.

Reach Out: Consult with your manager on any questions about scheduled time off to ensure proper coverage for your team.

Absence types may include:

View Time Off and Leave of Absence

From the Absence application:

absence app

view absence

    Click My Absence under the View section.
    view absence

  • Click the Absence Balances as of Current Date tab to see your absence balances as of today's date. Depending on the type of absence plan, Workday tracks balances in either days or hours.

    • View Time Off and Leave of Absence Balances as of a Certain Date

    You can set a date in the future to view your available time as a planning tool. You may not be able to view the balance for all absence types.

    From the Absence application:

    1. Click the Absence Balance button under the View section.
    2. Enter a date in the As Of field.

    balance

    balance

  • Click OK . The report Balances As Of Date displays reflecting the dates entered. Depending on the type of absence plan, Workday tracks the balances in either days or hours.

    • Submit Time Off and Leave of Absence Requests

    From the Absence application:
    absence app

      Click Request Absence under the Request section.

    request absence

    request absence

    unified calendar

    The unified absence calendar displays.
    unified calendar

    You will be able to see your other coworkers' absence requests by clicking View Teams. This gives insight into when your coworkers will be absent and decrease the likelihood of too many workers being out at the same time.

    calendar

    If your request is for one day or falls within the same month, Click the day you wish to take off or click and drag to select multiple days. Click a selected day to deselect it.
    calendar

    date range

    date range

    Absence typeAbsence type

  • Click Next.
  • Quantity per day may default to a set amount or to your daily scheduled hours, depending on whether balances are tracked in days or hours.
  • (Optional) To change the Quantity of hours per Day (partial day requests), click Edit Quantity per Day. Enter the desired amount and any needed comments. You can also update all quantities to the same amount at once, using the Update All Quantities field. Click Done. request absencerequest absence
  • Attach any appropriate supporting documents by dragging them to the Attachments field or clicking Select files.
  • Click Submit. You can view the status of your request at any time by returning to the My Absence report. Paid time off will route to your manager for approval. Leaves of Absences will route to Employee Services for approval.

    • Once your supervisor approves your time off, the request in your calendar will display in color green. Pending requests will display in gray.

    calendar time off

    calendar time off

    Cancel a Submitted Time Off Request

    Submitted time off requests that have not yet been approved can be canceled. Once approved, you must correct the request to cancel it.
    From the Absence application:

    1. Click Request Absence or Correct My Absence to access the unified absence calendar.
    2. Click the time off entry on the calendar.

    3. Click Cancel this Request.

    cancel request

    cancel request

    Enter a comment. Commenting is required for cancellation.

    Cancel a Submitted Leave of Absence Request

    You can cancel leave of absence requests that have been submitted but not yet approved. Once approved, you must correct the request to cancel it. From the Absence application:

    1. Click Request Absence or Correct My Absence to open the unified absence calendar.
    2. Click the leave of absence entry on the calendar.
    3. Click the Absence Event's Related Actions.
    4. Click Business Process >Cancel.

    event absence

    event absence

    The user experience to cancel an absence request is different from time off request when initiated from the absence calendar. It is also possible to cancel both times off and leave of absence requests in the same manner. From your Inbox Archive tab, access the absence request and click Cancel to initiate the cancellation. The Archive tab only includes absence requests completed within the last 30 days.

    Modify Previously Submitted and Approved Time Off Requests

    From the Absence application:

    1. Click Request Absence or Correct My Absence to access the unified absence calendar.
    2. Click the time off entry on the calendar. Approved time will display in green.

      correct absence

      correct absence

      correct

    3. Select the days you want to correct or click the Remove Row icon to remove the days.
      correct
    4. In the Type field, enter the new type of time off (if applicable).
    5. Enter an adjustment to requested hours in the Quantity per Day field.
    6. Scroll down to attach any documentation to the request.

    7. Click Submit

    View Time off

    From the Absence application:
    absence app

      Click My Absence under the View section.

    Under Absence Request tab, all requested time off will display:

    Manage Your Time Off and Leave of Absence - Mobile

    Sync Calendar Information – iPhone, iPad, & Android

    The Time Off app allows you to see personal events when you request time off by syncing your personal calendars.
    From the Time Off app:

    1. Click Next when prompted to connect your calendars.
    2. Click OK when prompted to allow Workday access to your calendars.

    connect calendar


    connect calendar


    Request Time Off - iPhone & Android

    The Time Off app displays your time off balances and time off details. You can also use it to request time off.
    From the Time Off app:

      Tap the days you want to request for time off to highlight them. You can tap a highlighted day to deselect it.


    Request Time Off - iPad

    The Time Off app displays your time off balances and time off details. You can also use it to request time off.

    1. Tap the Time Off app.
    2. Select the days you want to request for time off. Tap a highlighted day to deselect it.


    Correct Time Off - iPhone

    From their mobile devices, employees can correct time off that has been approved by a manager.
    From the Time Off app:

    1. Tap Request Time Off.
    2. Select existing time off.
    3. Update hours, as desired.
    4. Click Submit.