This guidance provides information for Managers/Supervisors on how to:
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Enter time off on behalf of the employee
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Approve time off requests
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View employee balances and accruals in Workday
To understand the difference between time off and leave of absence go to Understanding Time Off and Leave of Absence.
Time Off Reporting Rules
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Full-Time FLSA Exempt University Staff, Faculty, Academic, Limited appointees must report time off in half-day or full-day increments.
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Non-exempt and exempt part-time employees or those using time off under Family and Medical Leave Act or Wisconsin Family and Medical Leave Act (FMLA/WFMLA) should record their actual time off in quarter-hour (15-minute) increments.
Request and Approve Time Off on Behalf of the Employee
Request time off
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A manager/supervisor is able to request time off on behalf of the employee, follow the instructions on the Requesting Time Off on Behalf of Employee KB.
Approving time off
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There are several ways in Workday on how to approve an employee’s time off request
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Option 1: Once the time off request is in “submitted” status, in the Time and Scheduling Hub, in the Review and Approve Time tab you can approve Time Off requests. This option works best during a payroll period as your regular day to day routine. Follow the instructions in the Time & Scheduling Hub Touchpoints - Managers KB.
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Option 2: As a manager you will also receive a notification in My Tasks, from there you can view the employee’s time off request, time off balance, and you are able to approve, send back, deny, or cancel the time off request. This option is great for time off requests that need to be approved or action must be taken quickly during the payroll processing period. Follow the instructions in the Approve Employee’s Time Off Request - Manager KB.
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Viewing Employee Time Off Balances and Accruals
As a manager/supervisor it is important to view your employee’s time off balances and accruals before making a final approval on their time off request.
Understanding Vacation Balances
- Vacation time is provided up front at the beginning of the fiscal year, which starts on July 1.
- You will see two lines for Vacation:
- Vacation Year to Date - This shows vacation carryover and the total vacation granted for the fiscal year.
- Vacation Available - This shows how much vacation the employee has earned up to the current pay period including any vacation carryover from the beginning of the fiscal year.
Important notes:
- Always refer to Vacation Year to Date and Balance as of Date as it includes vacation carryover balance and the vacation the employee has earned so far, minus what they have used during the pay period.
- If an employee separates from the University, they are only entitled to the vacation they have earned up to their separation date.
- Time off accruals are updated on the last day of each pay period.
In workday there are several ways to view time off balances.
| Option 1: Search for the employee |
Search for the employee in the search bar and click Absence and Absence Balance tab. A table will appear with the employee's time off balances. Understanding the Balance As of Date for Vacation
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| Option 2: Viewing Time Off Balances for Multiple Employees | To view the time off balances for multiple employees run the Time Off by Period for Workers (UW) report. |
| Option 3: My Tasks | When an employee submits a time off request, the request will go to My Tasks from there you can see the time off request and there will be an option to view balances before approving the time off. Review the Approve Employee’s Time Off Request KB for more details on this feature. |
Questions?
Contact your local HR department.