Workday Absence and Time Off Management: My Team Absences

Purpose

This job aid covers various processes used by supervisors to manage teams’ absences to support staffing decisions and coverage planning

 

When to Use

Use these processes when you need to:

• Approve leave requests
• Review upcoming or current team absences
• Enter leave requests for direct reports
• Edit leave requests for direct reports
• Plan staffing coverage and scheduling
• Identify overlapping time off
• Confirm dates before approving absence requests
• Support payroll readiness prior to processing

 

Steps

Approve, Deny, and Send Back Absence Requests 

As a manager, you have the option to approve, deny, or send back absence requests.  

To view and process an absence request:  

1. Click the My Tasks icon on the upper right of the Workday home page.

2. Select the Absence Request item in the All Items list. 
3. Add Comment, especially if request is Denied.

4. Select the Approve, Send Back, Deny or Cancel button.
5. The Item will clear from the All Items list once action is taken.

View Team Absences 

Managers can view all team members’ absences on the unified absence calendar. 

From the Workday Home Page:  

1. Click the Menu icon on the upper left of the home page.
2. From the displayed Team Menu select Team Time.
3. On the Team Time page, Select Time Off & Leave Calendar in the View menu.  

3. The unified absence calendar displays.
   1. Employee absence requests show the employee’s name.  
   2. Click on any bar to view Leave Details.

Enter Absence for a Direct Report 

Managers can easily enter an absence on behalf of their direct reports using the Request Absence task.  

From the Workday Home Page: 

1. Click the Menu icon on the upper left of the home page.
2. From the displayed Personal Menu select Manage Absence.
3. On the upper right of the Calendar, Click the Switch Worker button.

4. From the Manage Absence dialog box, Select the Worker for which you are entering an absence.
   1. Notice the name change on the banner of the Manage Absence page.
5. To request leave, select dates on the calendar.
   1. Highlight the desired dates by Clicking on the numbers.
   2. Click the Request Absence button on the lower left of page.

6. Select Time Offs in the Type of Absence field on the Request Absence dialog box.
   1. Select Time Offs and then leave type in the Type of Absence field.
   2. Enter the hours per day in the Hours field if the same for each day.
      1. Or, Leave the Hours field blank.
      2. Click the Edit Individual Days link to enter different hours per day.
         1. The Request Absence dialog box will expand to the left.
         2. Click on the date, on the left, to activate the same date on the right.
         3. Enter the hours, for that date, in the Hours field.
         4. Click on the next date to continue.

7. Add Comments and Attachments if necessary.

8. A Success message will appear.

Edit Time Off for a Direct Report 

To Edit a time off request for a direct report, you must have the appropriate security permissions enabled for this task. Additionally, you can only correct submitted and approved time off requests. 

From the Workday Home Page: 

1. Click the Menu icon on the upper left of the home page.
2. From the displayed Personal Menu select Manage Absence.
3. On the upper right of the Calendar, Click the Switch Worker button.

4. From the Manage Absence dialog box, Select the Worker for which you are editing an absence request.
   1. Notice the name change on the banner of the Manage Absence page.
5. Select the leave request on the calendar to be edited.
   1. Click on the Bar.
6. On the Absence Entries dialog box, Click the Edit button.
7. Update as required in the Edit Absence box.
   1. Edit the Type of Absence field – Time Offs, then select from list.
   2. Edit the hours per day in the Hours field if the same for each day.
      1. Or, Leave the Hours field blank.
      2. Click the Edit Individual Days link to enter different hours per day.
         1. The Request Absence dialog box will expand to the left.
         2. Click on the date, on the left, to activate the same date on the right.
         3. Enter the hours, for that date, in the Hours field.
         4. Click on the next date to continue.

8. Add Comments if required.
9. A Success message will appear.

 

Notes & Tips