Absence Calendar

This job aid helps employees and managers navigate and use the Absence Calendar in Workday to view scheduled absences, track time off, and support workforce planning and coverage decisions.

Purpose

This job aid helps employees and managers navigate and use the Absence Calendar in Workday to view scheduled absences, track time off, and support workforce planning and coverage decisions. 

 

When to Use

Use this process when you need to: 

• View your own approved and pending absences 

• As an employee, start the Request Absence process 

• Review team absences for planning and coverage 

• Confirm dates before requesting or approving time off 

• Identify overlapping absences within a workgroup 

 

Steps

1. For Employees: Manage Absence Calendar 

2. Click the Menu icon on the upper left of the home page.   

• From the displayed Menu select Manage Absence. 

 

3. The Manage Absence page will appear. 

   1. To navigate to a specific date: 
      • Use the Today button to view the current month 
      • Or, the left and right Arrows to scroll through months 
      • Or, the down Arrow to select a month and year 
   2. Also, notice other actions that may be initiated. 

 

 

4. On the calendar, view leave that appears. 

 

5. Additionally, view current balances and submitted requests. 

 

 

6. To request leave, select dates on the calendar. 

• Highlight the desired dates by Clicking on the numbers. 

• Click the Request Absence button on the lower left of page. 

 

 

7. 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. 

 

 

8. Add Comments and Attachments if necessary. 

 

9. Click Submit Request for manager approval. 

10. A Success message will appear. 

 

11. Track the status of your request through your Inbox or Process History. 

 

 

 

 

1. Managers: Time Off and Leave Calendar 

2. Click the Menu icon on the upper left of the home page.   

• From the displayed Menu select Team Time. 
• On the Team Time page, under View, Click on Time Off & Leave Calendar 

3. The Time Off and Leave Calendar will appear. 

a. To navigate to a specific date: 

i.    Use the Today button to view the current month 

ii.   Or, the left and right Arrows to scroll through months 

iii.  Or, the down Arrow to select a month and year 

b. Also, notice the button on the upper right used to select view by Day, Week or Month. 

4. On the calendar, view leave that appears for various team members. 

 

5. Click on any bar to view Leave Details. 

 

 

Notes & Tips

• Employees can only view their own absences. 

1. Pending absences may appear differently than approved absences. 

2. Always review your calendar before submitting new requests. 

• Managers’ visibility is limited to assigned supervisory organization. 

1. Absence Calendar is informational only—approvals occur in the Inbox. 

2. Use the calendar before approving leave to prevent coverage issues. 

3. Do not rely on the calendar for payroll actions; verify approvals in Workday tasks.