This document explains how an employee can request and cancel time off in Workday.

Not what you are looking for? Use the button below to visit our Library and find the information you need! 

Library of Workday Knowledge Base Articles

• Non-Exempt employees can request time off in increments of one-half hour (0.5 hour).
• Exempt employees should only request full day absences.
• Employees can cancel any time off request that has not yet been approved. To cancel a time off request that has already been approved, contact your Human Resources Partner (HRP) or Time Approver.
• Cancelling a time off request that consists of multiple days cancels the entire request. If you only want to cancel one day out of a multiple day request, cancel the entire request and resubmit time off requests for the days that are needed.
• Employees can enter multiple Types of Absences in a single request.
• Bi-weekly employees who are on a fixed schedule can report past absences and schedule future absences.
• Employees can use the Accrual Balance Transfer process to transfer their Paid Sick Leave Accrual balances across positions by completing the Paid Sick Leave Accrual Transfer form in the Services Portal. Once the transfer is completed, they will receive a notification. After that, they must request the time off in Workday by following the instructions in this document.
• Make sure you have enough hours accrued for the type of time you want to use.
  • Be aware of the Select as of date; Time Off balances will only include requests from the past (prior to the Select as of date indicated).
  • Employees can’t have a negative accrual; the minimum accrual amount is 0.

Requesting Time Off Steps

1. Log into Workday using your CNetID and password.
2. Select Menu in the top-left corner and choose the Request Absence application located under the Personal category.
3. A monthly calendar will display with two tabs along the top: Calendar and Date Range. Both tabs allow you to request time off; choose the tab of your preference.
   1. Regardless of the tab you’re on, at the bottom there is a View Balances hyperlink and a View Teams hyperlink.
      1. Select View Balances to see a summary of your accrued hours as of the current date. Update the Select as of date field at the top to view time off balances as of another date. A total time off balance amount will display at the bottom of the screen.
      2. Select View Teams to see a list of your teammates’ time off requests.  A teammate is considered as any employee that belongs to the same Supervisory Organization in Workday as you.
   2. The Calendar tab allows you to request time off using a monthly calendar display where individual days, multiple consecutive days, and multiple non-consecutive days can be selected.
      1. To navigate between months, use the Previous and Next arrows at the top right of the calendar, or select the downward arrow next to the month and year to jump to a specific month within the selected year.
      2. To choose multiple consecutive days in a row, select and drag the mouse across several dates.
      3. To select multiple non-consecutive days, simply click individually on the desired dates.
      4. To deselect a date, choose the date again.
   3. The Date Range tab allows you to request time off for one single day or for multiple consecutive days.
      1. To request a single day, enter the same date for the Start Date and End Date fields.
      2. To request multiple consecutive days, enter the corresponding Start Date and End Dates.
4. Select Continue.
5. 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). To add notes for the Time Approver, expand the Additional Information section and enter details in the Comment to Approver box.
   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.
      2. To add notes for the Time Approver, expand the Additional Information section on the left and enter details in the Comment to Approver box.
6. Select Submit Request to route the request to your Time Approver.
7. A confirmation window will appear, select Go to Calendar to view your time off request(s). Select the request on the calendar to view details.
   1. Submitted requests will display in grey with a clock symbol.
   2. Approved requests will display in green with a checkmark symbol.
   3. Denied or cancelled requests will disappear from the Manage Absence calendar.  A notification will be sent to your Workday Notifications.
8. Note: An employee can also request time off by viewing their employee profile and selecting the Actions button. Hover over Time and Absence and select Request Absence.  Continue with step 3 of this section.

Canceling Time Off Steps

1. Log into Workday using your CNetID and password.
2. Select Menu in the top-left corner and choose the Manage Absence application located under the Personal category.
3. The time off calendar will display with time off balances and time off requests as of the current date on the right side of the screen. Locate and select the time off event that needs to be cancelled. Keep in mind, you can only cancel requests that have not yet been approved.
   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.
4. The Absence Entries dialog box will appear.
   1. The details of the time off request will appear in this box, including the Request Amount, Status, Request Dates, Type of Absence, Duration per Day, and Awaiting Action By.
5. Select the Cancel Absence button at the bottom of the box.
   1. In the Cancel Absence screen, enter a Comment (required) as to why the time off request is being cancelled and then select OK.
   2. Keep in mind, if trying to cancel a single day from a multi-day request, you must cancel the entire request and then resubmit the individual days that require time off.