Absence Learning Hub
Our Hub page brings Absence content from across our site in to one central location. Use the tabs below to find specific learning materials.
| Title | Summary |
|---|---|
| How can an Absence Partner determine why an employee is not eligible for a time off? | Absence Partners can run Evaluate Absence Eligibility to view the eligibility criteria for time offs, plans and accruals. |
| How can I stop vacation from accruing for an Employee? | Use the Maintain Accrual and Time Off Adjustments / Overrides task to stop the accrual. You will override the vacation accrual to zero and leave the End Date open so the Employee will not accrue vacation in the future. Click here for information on how to complete this task. When an End Date is entered,... Read More |
| The Absence Partner granted the employee hours from the sick pool. Why can’t the employee see or request sick pool time off? | In order for employees to see and utilize certain time offs such as sick pool hours, the Absence Partner will need to add the appropriate Absence Certification on the employee. We configured eligibility for some plans to require an entry under absence certifications so that it is not listed on all employees. Workday Help has... Read More |
| Where can I see how many hours of my vacation time will roll to sick time at the end of the fiscal year? | To see how much of your vacation will convert to sick time, follow these steps: Navigate to your Worker Profile in Workday by selecting the My Account icon in the upper right hand corner of your Home page (Your picture or a cloud typically appears visually for this icon). Then select View Profile Select the... Read More |
| Title | Summary |
|---|---|
| Absence Certifications (Edit Additional Data) | |
| Edit Service Dates | The process for an Absence Partner, HR Contact or HR Partner to edit an Employee's service dates only when there is supporting documentation due to potential impact to Employee benefits eligibility |
| Enter Time Off For Your Employee | The process for an Absence Partner or Manager to enter time off for an Employee |
| Maintain Accrual | The process for an Absence Partner and / or Payroll Partner to maintain a time off accrual for an employee to make adjustments to increase or decrease balances for grants, transfers, payouts, and longevity |
| Managing Time Off Requests | The process for a Manager to manage time off requests submitted by an Employee. This includes how to approve, deny, cancel or send back a request |
| Managing Your Time Off | The process for an Employee to request Time Off, cancel a Time Off request and correct a Time Off request that was approved or sent back by the Manager |
| Manual or Mass Advance | The process for Timekeepers and Absence Partners to manually advance a business process (Enter Time and Request Time Off) for worker(s) they support |
| Place Worker on Leave | The process for Absence Partners and Managers to place an Employee on a leave of absence and return the worker from a leave of absence |
| Request Leave of Absence | The process for an Employee to request a leave of absence and request a return from a leave of absence |
| Request Return from Leave of Absence | |
| Return Worker from Leave | |
| Using Bulk Approve for My Task |
| Title | Summary |
|---|---|
| Holiday Paid Time Off | This guide provides an overview of paid time off given to Employees for holidays and early release and explains methods to support specific needs related to timesheets |
| Time Off Plans | This guide provides a comprehensive list of the time off plans within Workday and outlines when these plans can be used and what the restrictions are that govern their use |
| Title | Summary |
|---|---|
| Best Practices in Time and Absence | Discusses processes and reports that help you proactively identify issues that need to be mitigated as well as resources to solve problems that arise |
| Request Absence | Learn more about the Request Absence business process and how you can share with your Employees this efficient method for requesting time out of the office |
| Workday Area | Release Notes | Release Date |
|---|---|---|
| Absence Management | Leave of Absence events now include a data feed with relevant leave without pay information for members interested in using the integration service | 2/2/2023 |
| Absence Management | The "FMLA Eligibility" report has been deleted in Workday; members should continue manually determining eligibility for FMLA | 3/2/2023 |
| Absence Management | Time off notifications have been updated to include information about the requested time off and amount | 3/30/2023 |
| Payroll | A new report "Pending Leave of Absence and Time Off Requests" is now available to Payroll Partners | 4/6/2023 |
| Absence Management | The report "Pending Leave of Absence and Time Off Requests" is now available for HR Partners and HR Contacts | 4/10/2023 |
| Absence Management | Comments are now required when requesting "Other Emergencies" time offs | 4/20/2023 |
| Report Name | Description | Usage |
|---|---|---|
| Accrual and Time Off Adjustments/Overrides | Returns accrual and time off adjustments and overrides for selected organizations within a specified period of time. | Use this report to review all overrides and adjustments for accruals and time offs. |
| All Contingent Workers | Provides a list of all contingent workers | Used to identify all contingent workers |
| All Worker Time Off | Returns all time off entries for active and terminated workers in prompted organizations where the worker's time off date falls on or within the specified date range. | View all your workers and their approved, pending, and denied time off requests to track the history and status of all time off requests either by date requested off or the date the time off was entered. Recommend running this report to pull by date entered for rule compliance review, for example, any requests for more than 3 days of sick time that would require FMLA documentation sent? Any use of unpaid time off when paid time off balance exists? Any FMLA requests entered for employees that do not have FMLA paperwork on file? Any FMLA absences that are missing the concurrent FMLA time off entry? Are all local/system member practices being followed? Run this report to pull by the date for which the time off is requested to ensure all time offs are approved for the pay period currently being processed. Use prompt "Include Terminated Workers" to see time off entries for terminated employees especially for hours donated to the sick pool which is mostly done by employees prior to their termination. |
| Approved Time Off | Provides an account of all the time off approved for specific employees for a specific date range | View all the approved time off requests for the workers you support by the date for which the time off is requested. |
| Calendar Events for Emergency Leave Reporting | Returns employees' calendar events for emergency leave reporting in the prompted organizations and date range. | Used to review employees' calendar events for emergency leave reporting including campus closure, early release and inclement weather. |
| Carryover Balances for Organization (by Worker) | Shows the amount of time off the employee is allowed to carryover to the next period and how much will be forfeited. | Running this report for the vacation time off plan for 9/1/20XX, will give you the amount of vacation that will carryover from one Fiscal Year to the next and the amount of time that will be "forfeited" and rolled to sick time off Note: The report does not take into account any potential / future changes in state service levels that would allow a higher carryover amount. Once the new state service level is achieved the report will reflect the new level. |
| Compare Team | Displays job, base pay, bonus, stock, and performance information for each member of a team. | Helps compare all the employees who report to a manager to make hiring and compensation related decisions |
| Employee Service Dates | Returns employment dates and service time for active employees in prompted organization. | Used to audit or research if corrections are needed to employee data. |
| Employees Forfeiting Vacation | Returns workers who have forfeited vacation hours for the period of effective date. | Used as a notification to employees who will forfeit vacation leave if it is not used by September 1 of the following fiscal year. The notification will be sent out in May, June, July, and August of each year. |
| Family Pool Balance | Returns family pool donations, usages, and balances in the prompted organizations. | Used to view the total hours donated, hours granted, and balances regarding both taxable and non-taxable family pools in each company. |
| FMLA and EFMLA | Returns both FMLA Leave of Absence and time off along with EFMLA time off. | Used to view workers' FMLA and EFMLA (Emergency FMLA) details. If FMLA was double recorded on both leave of absence and time off, absence partner need to correct one of the other to avoid double counting. |
| FMLA Eligibility | Returns details that determine Workers' FMLA eligibility, including hours worked in the last 12 months and total state service. | Used by Absence personnel to determine if a worker is eligible for FMLA leave based on their hours worked in the last 12 months and their total state service months. |
| Holiday Calendar Assignment | This report identifies which holiday calendar employees are assigned. It also notes if an ID has been assigned to an employee to override the automatic holiday calendar assignment. | The Holiday Calendar ID is utilized by AgriLife to distinguish calendar assignment for employees working in counties across Texas. |
| ID Information | Allows you to view a person's ID information, including national IDs, additional government IDs, passports, visas, licenses, and other forms of identification. | |
| Leave Results for Worker | View detailed leave results for a worker as of a specified date. Information for each leave type taken within the applicable balance period (based on the as of date) is included. Details included are leave type, calendar period for the leave type (based on the as of date specified), days taken within that 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 are included. | This report identifies how much leave an employee has utilized and how much they have remaining for those that carry and entitlement. (Family and Medical Leave Act or FMLA) |
| Length of State Service | The report is used to see length of state service for active employees within an organization. | The report is used to determine active employee's length of state service (longevity, hazard, retirement) and BCD Service (where applicable) within the prompted organization. |
| Location Directory | Returns the Location directory including the public phone numbers, primary addresses, county name, county code and Location attributes. | Report can be run by Location or Company and will return the Location Directory, including the county name and county code. |
| My Team's Upcoming Time Off (Direct Reports Only) | Displays workers in your supervisory organization with approved time off in the next 7 days. Does not include workers on Leave of Absence or unapproved time off. | Used by Supervisors to see who on their team has been approved for time off in the next 7 days. |
| Organization Assignment Exception Audit | Returns invalid organizations assigned to a filled or unfilled position based on allowed values configured for supervisory org, location hierarchy, org related worktags and company restrictions. | |
| Pending Leave of Absence and Time Off Requests | Returns pending leave of absence and time off requests initiated in the prompted date range. | Used by Payroll Partners to review pending leave of absence and time off requests to prevent overpayments. |
| Positions and their FTE | View workers' scheduled weekly hours, FTE (full-time equivalent) percentage, and time type for all the filled positions. You can optionally get these hours as of a specified date and/or include subordinate organizations. | Used to monitor worker hours. |
| Positions with no Time Entered in Date Range | Returns positions with no time entered in the prompted date range. | This report can be used to identify employees that may need to be terminated or positions that may need to end |
| Primary Job Switch History | View all the Switch Primary Job events that have occurred in a specific period of time with effective date, reason, prior primary job, new primary job, date and time completed by organization | |
| Retro Emergency Leave for Notification for 941 Quarterly Tax Report | Returns new absence requests or changes to a previous absence request coded as EPSL or EFMLEA that may impact the 941 Quarterly Tax Report for the worker. | Used to notify payroll personnel that they may need to adjust the credit claimed on the 941 quarterly tax report. |
| Retro Emergency Leave for Notification for W-2 | Returns new absence requests or changes to a previous absence request coded as EPSL or EFMLEA that may impact the CY2020 W-2Box 14 for the worker. | Used by payroll personnel to determine which workers may need a W-2C. |
| Salaried Timesheet Detail with Time Off | Returns time block and time off details for salaried employees in AL-EXT, TAMFS, and TDEM. | The report should be used by AL-EXT, TAMFS and TDEM only. Please ensure payroll calculation is initiated for the prompted time period before running. |
| Sick Pool Balance | This report shows active employees' hours donated to or granted from the sick pool in the prompted organizations. | This report shows active workers' additions and subtractions to the Sick Pool balance in the prompted organizations. |
| Sick Time Off Requiring Medical Note | Returns workers with more than three days of consecutive sick leave per time off request in the prompted Organizations and date range. | Used by Absence personnel to track employees who took three or more consecutive days of sick leave and ensure these employees have doctors' notes. |
| State Service | For a given employee, quickly determine the length of Total State Service (Longevity, Hazard, and Retirement) and BCD Service (where applicable). | The report is used to display an individual employee's length of state service (longevity, hazard, retirement) and BCD Service (where applicable) within the prompted organization. |
| Termination Details | Returns details for termination and end contingent worker contract business processes only. End additional job business processes are not included. | Used by HR personnel to view terminated worker details, such as the worker's termination category, termination reason, and whether they are eligible for rehire. |
| Terminations | View a list of all employee terminations in one or more organizations for a given time period or date range. | Used to view termination events by date and to see a subset of termination details. |
| Time Off Balance - TAMUS | Returns the fiscal year begin balance, FYTD accruals, FYTD usages, future approved usages, and current balance for employee's active time off plans. | Add to a new tab of employee profile "Time Off". |
| Time Off Balance for Terminated Employees | Returns time off balance for terminated employees. | This report can be used to track time off balance for terminated employees. If terminated employees have positive time off balances, Benefit staff or HR staff may want to take some actions. for example, vacation time needs to be paid out, sick time can be donated to sick pool. |
| Time Off for Emergency Leave Reporting | Returns employees' time off entries for emergency leave reporting in the prompted organizations and date range. | Used to review employees' time off entries that belong to emergency leave reporting. |
| Time Off Results by Period | Note: Only available through a worker's Related Actions | Time and Leave | View Time Off Results by Period For a worker and selected Time Off Plan, the report gives balances, accruals, and time off paid by pay period. | Use to find time off plan accruals and usages by pay period. Especially helpful for tracking FLSA, State Comp, and Administrative that are accrued intermittently. |
| Time Off Results Detail | Provides an account of the Time Off Plan, Time Balance, Accrual Details, Absence Types Available, and amount Paid in Period by supervisory organization | |
| Time Off Results Summary | Provides an account of the Time Off Plan and detailed Time Balance information for specific employees by Period Schedule | |
| Time Off Results Summary – TAMUS | Report returns time off information for workers in prompted organization, including eligible time off plans, carryover, accruals, usages, and balances for the period that covers the prompted effective date. | Used to audit employees' time offs in certain processing periods. |
| Vacation Carryover Impacted by FTE Changes | Returns employees whose vacation balances may need to be manually adjusted due to Workday lapsing the carryover balance based on the employee's FTE effective 9/1 versus the FTE as of 8/31. | Run this report at the beginning of the new fiscal year to determine which employee's vacation carryover amounts were incorrect due to Workday configuration limitations. Manually adjust vacation balances if necessary. |
| Work Space Facility Directory | Returns facilities by city and Location organization hierarchy. | Used to manage and audit the accuracy of address and associated work space information. |
| Work Space Office Directory | Returns Work Space office details including occupied status by Work Space facility and Location organization. | Used to manage and audit the accuracy of address and associated work space information. |
| Worker Directory by Location | Returns employees in specified Location(s). Details include employee position, supervisory organization, phone, email, work address, work space facility and office, and Location County and Location attributes. | The report can be used to view employees in specified locations. |
| Worker Ineligible Time Off Balances | Returns Time Off types that worker became ineligible for and associated balances. | The report can be used to find out employee time off balances for time off plans that employees are no longer eligible for, for example, the employee transferred to a different position that is no longer eligible for vacation, so that absence staff can put the vacation balance to a different time off plan, or pay the balance out. |
| Workers On Leave | Provides a list of all employees for a specific supervisory organization who are on leave in a defined date range; includes Leave Type, Total Days (Estimated), First Day of Leave, and Estimated Last Day of Leave | |
| Workers Returning from Leave | Provides a list of all employees for a specific supervisory organization who anticipate returning from a leave of absence in the specified date range; this information is based off the Estimated Last Day of Leave | |
| Workers with Duplicate Other IDs | Returns workers who have duplicate custom IDs (both valid and expired) in Workday. | Used to find employees with multiple custom IDs of the same type. This allows Workday Services to do EIBs if necessary or for Members to manually correct the IDs using the Edit Other ID task in Workday. |
| Workers With No Other ID for Specified ID | The report will pull a list of workers who do not have an ID entered for certain custom ID type (e.g., selective service). | Audit report used to identify any employees missing a custom ID for a specified Custom ID Type |
| Workers with Other Ids | The report will return the workers who have certain custom IDs. | Used to know which custom IDs have been assigned to which employees; to verify appropriate use of the custom ID |