Efficient absence management is critical for maintaining workforce productivity and ensuring business continuity. Workday offers a comprehensive solution that streamlines the tracking and managing of employee leave, vacations, and absences.

By automating absence processes and integrating seamlessly with payroll and time tracking systems, Workday Absence Management helps organizations reduce administrative overhead, ensure compliance with leave policies, and provide employees with a transparent and user-friendly experience.

This article explores the key features and benefits of Workday Absence Management, highlighting how it helps organizations enhance efficiency, support accurate leave management, and foster a balanced and engaged workforce.

Key Takeaways

  • Workday Absence Management streamlines leave management through automation, integration with core HR functions, and real-time analytics, enhancing operational efficiency and employee satisfaction.
  • Submitting and managing time off requests in Workday is simplified with intuitive tools and processes, allowing employees to handle their PTO easily while ensuring accurate tracking and compliance.
  • Effective absence management includes implementing self-service tools, leveraging real-time analytics, and ensuring policy compliance through training and regular audits to address challenges and improve organizational efficiency.

Understanding Workday Absence Management

Illustration of a calendar with marked absences

Workday Absence Management is an all-encompassing system designed to streamline the process of managing employee absences. With innovative Workday Absence Management training, employees and managers can effectively track and report time-off and leave requests, view balances, and forecast accruals seamlessly. This simplifies absence procedures and ensures compliance with labor laws, reducing the likelihood of errors and enhancing overall operational efficiency.

Workday Absence Management’s automation capabilities help companies:

  • Automate leave management, eliminating manual tracking and reducing errors
  • Maintain compliance through leave policies and immediate insight into employee absences
  • Facilitate integration with other vital functions such as time tracking, HR, scheduling, and payroll
  • Reduce time and effort required to track employee time and manage absences
  • Leverage self-service tools and real-time analytics to enhance usability and efficiency

With Workday Absence Management, employees can request time off and check their PTO balances using intuitive tools like Workday Assistant or through platforms like Slack. This flexibility and ease of use contribute to higher employee satisfaction and better overall management of absences.

Entering Time Off Requests in Workday

Illustration of a user submitting a time off request

Submitting time off requests in Workday is a straightforward process designed to be quick and easy. Employees can start by navigating to the ‘Team Absence’ worklet or typing ‘Enter Time Off’ in the search bar. After selecting the days for the time off, they can choose between ‘Request Time Off’ or ‘Request Absence’ to proceed. This system allows for flexibility, enabling employees to request full or partial days off by entering the hours incrementally.

To submit a time off request in Workday:

  1. Navigate to the ‘Team Absence’ worklet or type ‘Enter Time Off’ in the search bar.
  2. Select the days for the time off.
  3. Choose between ‘Request Time Off’ or ‘Request Absence’ to proceed.
  4. Enter the hours incrementally for full or partial days off.
  5. Verify the dates, time off type, and daily quantity before submitting the request.

Once the details are completed, employees can view their time-off balances and history in Workday, providing a comprehensive overview of their available leave during their balance period. This aids in better workforce planning and fosters organizational transparency and trust.

Selecting Absence Type

Choosing the correct type of absence is a critical step in the time-off request process. After initiating the request, the necessary absence type should be selected from the provided list. Within the Time Off/Absence Calendar, users must select the type of time off they are taking, such as:

  • Sick time
  • Vacation
  • Personal leave
  • Bereavement leave
  • Jury duty
  • Maternity/paternity leave
  • Military leave
  • Unpaid leave

Submitting Time Off Requests

To submit a time off request, employees must follow these steps:

  1. Log into Workday
  2. Select the Time Off icon or go to Actions in their profile
  3. Workers have the flexibility to interact with Workday Assistant or Slack to request time off and check their PTO balances
  4. Fill in the details of the request
  5. Click ‘Submit’ to finalize the request

Managers play a crucial role in this process by:

  • Reviewing notifications for submitted PTO requests
  • Approving or denying them within the system
  • Creating an organized record of all PTO requests and their status
  • Ensuring that all absences are tracked accurately

Managing Leave of Absence (LOA) in Workday

Managing leaves of absence (LOA) business processes in Workday is designed to be efficient and comprehensive. A leave of absence typically refers to an extended time away from work with a clear start and expected end date. Absence administrators can initiate a leave of absence in Workday using the ‘Team Absence’ worklet or by typing in ‘Enter Absence’ or ‘Place Worker on Leave.’ This process involves:

  1. Selecting the worker.
  2. Choosing the leave type.
  3. Confirming the dates.
  4. Submitting the request.

Workday also supports various types of leave, including parental, compassionate, and unpaid leave to care for family members. This flexibility ensures employees can take the necessary time off for personal and family matters. The Workday leave system tracks eligibility and provides income replacement benefits where applicable, ensuring that employees are supported during their time away from work.

Initiating a Leave of Absence

Initiating a leave of absence in Workday involves a few simple steps:

  1. Log in to Workday.
  2. Enter ‘Request Leave of Absence’ in the search bar, navigate to ‘Actions’ in your profile, and find ‘Time and Leave’.
  3. This initiates the process of selecting the worker and entering the dates of the leave.

Once ‘Request Leave of Absence’ is selected, choosing the correct leave plan and verifying all details before submitting the request is vital to ensure accurate records and necessary approvals.

Returning from Leave

Managing an employee’s return from leave is just as straightforward in Workday, enabling users to accurately record return processes and make appropriate updates to their work schedules.

Here are the steps to follow:

  1. Search for ‘Return Worker from Leave’ to start the return process.
  2. Enter and verify the employee’s actual last day of leave and first day back at work.
  3. Once these details are confirmed, submit the information to finalize the return process.

Correcting Time Off Entries

Accuracy in recording time off is crucial for maintaining reliable absence records. Workday allows administrators to correct time off entries quickly and easily. By navigating to the ‘Team Absence’ worklet or searching for ‘Correct Time Off’ or ‘Correct Absence,’ administrators can find the correct entry and maintain accurate time records.

Correcting time off entries is pivotal to accurately reflect the actual time off taken by employees. Whether adjusting the dates or the type of absence, this capability is instrumental in ensuring all absences are accurately recorded, even if changes are needed after initial approval.

Correcting Approved Time Off

To amend approved time off requests, administrators should follow these steps:

  1. Navigate to the ‘Team Absence’ worklet.
  2. Select the worker whose request needs to be amended.
  3. Click on the approved time off block in the calendar.
  4. This will bring up the details of the request, allowing for necessary adjustments.
  5. Make the required changes.
  6. Submit the changes.

The process involves:

  1. Selecting ‘Correct Time Off’ from the Actions menu.
  2. Finding the correct employee, their calendar will appear.
  3. Enabling the selection of the event that needs correction.
  4. Adjustments can include modifying the daily quantity or duration of days or hours and adding comments if needed.

Handling Pending Requests

Pending time off requests can be modified or canceled directly within Workday, shown in grey on the calendar before approval for easy identification.

Administrators can change the dates, type of time off, or quantity per day as needed before submitting the changes. If necessary, pending requests can also be canceled or corrected to zero hours via a web browser as part of the termination business process.

Tracking and Reporting Absences

Workday offers robust tools for tracking and reporting absences, providing a comprehensive view of time-off trends and balances. Manager dashboards allow real-time insights into workforce trends and absences, integrating seamlessly with Workday time tracking, HR, payroll, and scheduling systems. This integration guarantees the accuracy and currency of all absence data, thereby facilitating improved planning and decision-making.

Workday’s Global Absence Analytics dashboard provides the following features:

  • Detailed insights into time-off analysis and balances
  • Forecasting and management of leave entitlements and accruals
  • Adherence to leave policies
  • Custom labeling and tailored reports based on unique needs

Using the Absence Calendar

The absence calendar in Workday is an invaluable tool for managing employee absences by offering the following features:

  • Accessibility on both desktop and mobile platforms
  • Visual representation of all scheduled time off
  • Integration with chat tools like Slack for enhanced user convenience
  • Time off requests through simple messages

Managers can plan team absences effectively using the calendar, ensuring all time off requests and approvals are documented within the system. This improves user experience, increases operational efficiency, reduces administrative overhead, and ensures compliance with leave policies through clear audit trails.

Generating Custom Reports

Generating custom reports in Workday allows managers to:

  • Analyze absence trends and make data-driven decisions
  • Obtain clear information on areas of strategic focus, such as absence trends and patterns
  • Identify and analyze absence patterns quickly, aiding in better workforce management
  • Improve workforce management strategies

With Workday’s dashboards, creating these reports is straightforward, enabling managers to access the information they need swiftly and accurately.

Best Practices for Absence Management

Illustration of employees using self-service tools

Implementing best practices for absence management can significantly improve efficiency and employee satisfaction. Here are some key strategies to consider:

  1. Encourage employees to submit PTO requests early to help managers anticipate staffing needs and arrange coverage.
  2. Maintain a clear and accessible company leave policy to foster transparency and reduce confusion regarding PTO procedures.
  3. Implement automated processes and integrate them with calendar and chat tools to economize time and diminish errors, thereby boosting overall operational efficiency.

Self-service tools and real-time analytics are two key strategies that can further enhance absence management. By following an absence management tutorial, employees can learn to independently manage their absences, thus reducing administrative overhead and guaranteeing accurate tracking and recording of all absences.

Implementing Self-Service Tools

Self-service tools in Workday empower employees to manage their absences independently. Workers can easily request time off and check their PTO balances using Workday’s mobile self-service tools. This reduces the need for separate logins or paper forms, streamlining the process and saving time.

Platforms like Workday Assistant and Slack provide the following benefits for managing employee leave:

  • Easy access to the company’s leave policy
  • Ability to submit PTO requests directly
  • Automated approvals and reminders to ensure timely request processing

Leveraging Real-Time Analytics

Leveraging real-time analytics in Workday can provide valuable insights into absence requests and trends. These tools help managers swiftly identify and manage unplanned absences, ensuring that any gaps in staffing are addressed promptly. Real-time analytics additionally automate the coverage finding process for open shifts, thereby lightening the administrative load on managers.

Predictive analytics can:

  • Foresee potential unplanned absences
  • Allow managers to prepare accordingly
  • Provide greater visibility into absence patterns
  • Help improve operational efficiency
  • Support informed decision-making.

Common Challenges and Solutions

Organizations face time and absence management challenges, even with a comprehensive system like Workday Absence Management. Discrepancies between recorded and actual time off can occur, often due to inaccurate data entry, and are typically resolved through real-time updates and periodic audits. Additionally, frequent policy changes can create confusion and inconsistencies.

User adoption can be another significant hurdle. Comprehensive training programs and user-friendly interfaces can facilitate smoother transitions and better engagement with the system. Automated validation rules and regular data reviews guarantee accuracy in absence records, thereby diminishing potential errors.

Managing Unplanned Absences

Unplanned absences can disrupt workflows and productivity. Creating a clear communication protocol for unplanned absences helps manage these unexpected events. Cross-training employees for critical roles ensures that there is always coverage, maintaining continuity and minimizing disruptions.

Managers can retroactively enter time off on behalf of employees, thus ensuring accurate recording of all unplanned absences. This flexibility within Workday helps maintain up-to-date absence records and supports effective workforce management.

Ensuring Compliance with Leave Policies

Ensuring compliance with leave policies is vital for legal and organizational integrity. Regular audits of leave records help maintain accuracy and adherence to regulations. Automating compliance checks within Workday ensures that policies are consistently enforced without manual intervention.

Imparting training on legal and organizational leave policies can assist employees in comprehending and adhering to these policies. This training, combined with regular audits, ensures that compliance is maintained, reducing the risk of legal issues and fostering a culture of accountability.

Getting Started with Our Team

Whether you need help outlining plans for a new Workday implementation project, additional support creating and managing both standard and custom reports in Workday, or just an extra hand ensuring project teams stay on the same page, Surety Systems can help.

Our senior-level Workday consultants have the technical and functional know-how to understand your critical project needs, drive organizational efficiency, and prepare internal teams for long-term success.

Contact Us

For more information about our Workday consulting services or to get started on a project with our team of expert consultants, contact us today.

Frequently Asked Questions

How can employees submit time off requests in Workday?

To submit a time off request in Workday, employees can navigate to the ‘Team Absence’ worklet or type ‘Enter Time Off,’ select the days for time off, choose the type, and submit the request for approval.

How do I correct an already approved time off request?

To correct an approved time off request, navigate to the ‘Team Absence’ worklet, select the worker, adjust the necessary details, and submit the changes.

How does Workday help in managing leaves of absence?

Workday helps manage leaves of absence by allowing absence administrators to efficiently initiate and track leaves, enter dates, select leave types, and submit requests while supporting various types of leave for comprehensive management.

What are the benefits of using the absence calendar in Workday?

Using the absence calendar in Workday offers a visual representation of employee absences and integrates with chat tools, making it convenient for users and streamlining the approval process.

How can real-time analytics improve absence management?

Real-time analytics can improve absence management by providing insights into absence trends and facilitating swift identification and management of unplanned absences. These tools also automate coverage for open shifts and enhance operational efficiency.