Integrated Service Center

Time Off

Last updated Friday, August 6, 2021

Academic Personnel

If you are faculty, a librarian, or academic staff, time offs in Workday are typically associated to a Leave of Absence. Refer to the Academic Personnel website for information on the leave policy; refer to your unit for questions regarding your leaves.

If you are a Librarian, find information about your Time Off.

Medical Centers Employees

If you are a Med Centers employee, track and report your Time Off, including Holiday Time Off, in Kronos.

Med Centers employees’ time off balances that appear in Workday are as of the end of the previous pay period. For current balances, please refer to Kronos.

Staff Campus

For most absences, you will make a request for Time Off (e.g., Sick, Vacation, Personal Holiday, Comp Time) in Workday following the guidance found in the Enter Absence (Time Off) User Guide.

Some absences, including those that may qualify for the Family and Medical Leave Act (FMLA)Disability Leave, or Parental Leave require both a Leave of Absence (LOA) request and an accompanying request for Time Off. Learn more about Time Off vs. Leave of Absence.

For non-exempt employees, most time offs can be entered via the Enter Time process or the Enter Absence (Time Off) process.

Time Off Types

An important part of managing your Time Off is understanding the various types of Time Off. Follow the links below for information and policies associated with each type of Time Off.

For information about other types of leave not listed above, see the below menus as well as UWHR’s Time offs, leaves & holidays pages.

If you are a sick and vacation time off-accruing employee with adequate time off balances, you may donate vacation, sick, or personal holiday Time Off to another employee. See the following for information on donating your Time Off:

The University may allow unpaid Time Off if you don’t have enough accrued time off to cover your time away from work. Unpaid time must be approved by your supervisor. Follow the usual Enter Time or Enter Absence (Time Off) process to enter Unpaid Time Off.

Viewing Your Time Off Balances

Time Off-eligible employees can see their accrued Time Off balances by type in Workday:

  • To see your current Time Off balances, select the Absence worklet and refer to the Time Off Balance as of Today table.
  • To see your estimated future Time Off balances, select the Absence worklet, then select Request Absence. Under Balances on the left side of the next screen, use the Balance as of field to see your estimated accruals for a future month and day.

To learn about your Time Off accrual rates (i.e., how much Time Off you accrue per month), see UWHR’s Time Offs, Leaves & Holidays page.

Time Off Usage Hierarchy

Time Off Usage hierarchies do not apply to employees on an approved Sick/Injured or Becoming a Parent Leave of Absence. These employees may use their Time Offs in any order.

Workday has a set of validation rules to generally enforce a hierarchy for time off usage, following UW time off policies; refer to the information on UWHR’s website for more details.

A worker’s time off balance, based on already approved time off requests, is assessed in this order:

For Professional Staff:
1. Must use up all Holiday Credit Time Off before using Compensatory, Discretionary and Vacation Time Off – to improve user experience this is not enforced in Workday; however, employees should still be aware that exhausting this Time Off first is UW policy
2. Must use up all Compensatory Time Off before using Discretionary and Vacation Time Off
3. Must use up all Discretionary Time Off before using Vacation Time Off
4. Must use up all Holiday Credit, Compensatory, Discretionary and Vacation Time Off before using Unpaid Time Off

For Classified Staff:
1. Must use up all Compensatory Time Off before using Vacation Time Off
2. Must use up all Holiday Credit, Compensatory and Vacation Time Off before using Unpaid Time Off

Shared Leave has a separate set of hierarchy rules. For more details, refer to the Appendix of the Request Shared Leave User Guide.

Requesting Time Off

For a brief overview of the process for requesting time off, refer to the Request Time Off (PDF) Quick Guide; for more detailed instructions, refer to the Enter Absence (Time Off) User Guide.

In order to receive pay for hours on your normally-scheduled payday for the pay period, Time Off requests must be entered, submitted, and approved prior to the Timesheet Approval Deadline.

Submitted Time Off will automatically route to your designated Time & Absence Approver to review and approve.

Correcting Time Off

Even after your Time Off has been approved, you can correct your Time Off and resubmit to your Time & Absence Approver for up to 90 days.

If you have already submitted Time Off, navigate to your absence calendar, select the previously entered time off entry, and adjust the time off type or hours as needed. Submitted Time Off will automatically route to your designated Time & Absence Approver to review and approve.

Tracking Holidays in Workday

Detailed information is available at the Tracking Holidays in Workday page.

Contract Classified Employees – Extend Probation Period Based on Time Off

For certain contract classified employees, an employee’s probationary period will be extended on a day-for-a-day basis, for any day(s) that the employee has taken an approved Paid Time Off, Unpaid Time Off, or Shared Leave Time Off, except for military service reasons. The completion date will be set to the employee’s next scheduled work day. Review the worker’s applicable bargaining contract for additional details.

To monitor probationary period end dates and approved time off requests, department users with elevated security roles should run the report Probationary Period Audit R0491. This report will serve as an audit tool to determine which employees need their probationary periods extended (due to time off taken during their probationary period). If a Probation Extended End Date is needed, the department should contact the ISC.

Upstream Processes Impacting Time Offs

1. Job Change – Impacts to Time Off Accruals
A change in an employee’s job may impact time off accruals, such as Vacation Time Off.

  • If a change results in a different accrual rate, Workday will use the higher rate when posting the accrual at the end of the month.

Change in Employment Program: If a CNU employee with 25 months of service moves to an exempt professional staff position, she will accrue 11.34 hours (the higher, pro staff rate) in the month the change is effective.

  • If only the employee’s FTE changes, then Workday will calculate the Average FTE percent based on the higher FTE from the 1st- 15th of the month and the higher FTE from the 16th – last day of the month. This Average FTE is used to calculate the accrual for the month the change is effective.

Exempt Professional Staff employee has an FTE Change of 80% to 50% effective December 16, Workday will calculate 65% as the Average FTE and this will be used to calculate the accruals in the month the change is effective.

2. FTE Changes – Impacts to Time Off Usage
A change in an employee’s FTE may also impact time off usage. If an employee has proactively requested Time Off or if a Retro FTE Change is completed, all affected Time Off entries should be reassessed after the FTE Change is completed and should be corrected to reflect the eligible hours based on new FTE.

  • This applies to any time off with usage rules based on FTE: Holiday Credit, Holiday Taken, Personal Holiday, Sick Time, & Vacation Time Offs
  • If the corrections are not made, this may result in Leave Without Pay for any Time Off approved in excess of the employee’s available balance.