This document explains how Time Approvers can enter paid time off on behalf of a worker in Workday.  

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• Workers/time approvers should first check time off accruals to make sure there is enough paid time off available.
  • Use the Worker Time Off Balances Details report in Workday to view a worker’s accruals by Pay Period.
  • Balances are also displayed directly in the employees’ Manage Absence calendar.
• For time off balances, be aware of the Balances as of field. Balances will only include requests from the past (prior to the Balances as of indicated).
• Non-Exempt employees can request time off in increments of one-half hour (0.5 hour) whereas Exempt employees should only request full day absences.
• The Hours (Daily) field will default to the worker’s daily scheduled work hours.
• For workers with multiple jobs, be sure to choose the correct position when entering paid time off on behalf of them.
• The following information is needed to complete this business process:
  • Worker name.
  • Date of the paid time off entry.
  • Start and End time for paid time off period.

Steps

1. Log into Workday using your CNetID and password.
2. From the Home page, select Menu in the top-left corner, then choose the Manage Absence App under the Personal category.
3. The time off calendar will appear. Select the Switch Worker button in the top-right corner to choose the worker whose time off needs to be entered.
4. In the Manage Absence dialog box, select the appropriate worker by either using the Hamburger Menu (the icon with 3 dots and 3 dashes) next to the corresponding field or typing the worker's name directly into the field and pressing Enter.
5. Select OK.
6. The calendar for the selected worker will appear, and time off balances and requests as of the current date will display on the right side of the screen.
7. Locate and select the day(s) that requires time off and then choose the # Day(s) – Request Absence button located at the bottom of the page on the left-hand side.
   1. To navigate between months, use the Previous and Next arrows at the top left of the calendar, or select the downward arrow next to the month and year to jump to a specific month within the selected year.
8. The Request Absence dialog box will appear.
   1. Use the Hamburger Menu (the icon with 3 dots and 3 dashes) to the right of the Type of Absence field and select the applicable type of time off.
   2. Review the Instructional Information.
   3. Hours (Daily) auto-fills and is typically based on your scheduled weekly hours divided by five.
   4. Utilize the Comment box to provide relevant details about the request (do not include personal or sensitive information).
   5. To edit individual dates within a request, select the Edit Individual Days hyperlink, located below the Hours (Daily) field.
      1. The Request Absence box will then split in two. On the left, each date in the request will be listed separately. Select a date to view its details on the right, then update the Type of Absence, Hours (Daily), and Comment fields as needed. The Available Balance and Remaining Balance displays below the Comment box. Repeat this process for any date that requires individual edits.
9. Select Submit Request. The paid time off request will appear on the Manage Absence calendar in an Approved status. To view the details, select the respective request.
   1. Approved requests will be highlighted in green with a checkmark symbol.