University of Wisconsin–Madison
Human Resources

How to submit a time off request on behalf of an employee

This webpage provides paper time off request forms and instructions for submitting them in Workday on behalf of employees in Athletics, Facilities Planning & Management (FP&M), University Housing, Recreation & Wellbeing, Wisconsin Union, and University Health Services (UHS). Employees are encouraged to submit requests directly in Workday when possible.

Part 1: Download the time off request form

Time off request forms:

Part 2: Submit a time off request on behalf of an employee

How to submit a time off request on behalf of an employee
Step 1 Obtain the completed Time off Request Form from the employee.
Step 2 Review the request form. You may review the employee's available time off balances in Workday.
Step 3

Indicate your decision:

If approved, circle Y in the last column.

If denied, circle N in the last column.

Screenshot showing the request time off paper form. The approval column and the supervisor signature column are both circled.
Step 4

Sign and date the form.
Step 5

Digitize the form using a scanner or by taking a clear photo. Acceptable formats include: .docx, .pdf, .png, or .jpg.
Step 6

If the request is denied or partially denied, attach the form and email it to the employee. Specify any additional communication or documentation procedures here, if applicable.

If the request is approved or partially approved, proceed to submit the absence request in Workday.

Part 3: Submit the absence in Workday

How to submit the absence in Workday
Step 1 Follow steps 1-7 outlined in this guide: Submit Absence on Behalf of Worker.
Step 2

In the Request Absence pop-up window, scroll to the bottom to locate the Attachments section.

Screenshot showing the Request Absence attachment screen in Workday. A select files field is shown which will allow you to upload the document.
Step 3

Upload the form by dragging and dropping the file, or by selecting "Select files."

Note: Multiple attachments are allowed.
Step 4

From the required category dropdown menu, select "Time Off".

Screenshot showing the Request Absence Attachment panel in Workday. A description of the absence has been added and a the Time Off category has been selected.
Step 5

(Optional) Add an attachment description, such as "Time off request form".
Step 6 Click Submit. A success message will confirm your submission.

Part 4: View the attached form after submission

How to view the attached form after submission
Step 1 From the Workday Menu, go to the Time and Scheduling Hub.
Step 2

Select Team Absence Calendar.

Screenshot showing the team absence calendar in Workday.
Step 3

Choose the relevant employee, then click OK.
Step 4

Locate and select the relevant absence entry on the calendar.

Screenshot showing the Team Calendar in Workday. One absence is circled to indicate it is the absence being selected.

Step 5

Click the blue Approved link to open the absence request.

Screenshot showing the Absence Entries panel. A table of absence entries is shown. The blue Absence links are listed in the Status column.
Step 6

The attached form will appear at the bottom of the request.

Screenshot showing the request. The attached form can be found at the bottom of the request.

Additional resources:

Updated: Aug. 20, 2025
Source URL: https://hr.wisc.edu/hr-guides/for-managers-and-supervisors/how-to-submit-a-time-off-request-on-behalf-of-an-employee/

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