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 Medical Centers employee, continue to track and report your Time Off, including Holiday Time Off, in Kronos.
Medical Centers employees’ time off balances in Workday are as of the end of the previous pay period. For current balances, please refer to Kronos.
Time Off Types
For most absences in Workday, you will make a request for Time Off (e.g., Sick, Vacation, Personal Holiday, Comp Time). Information about Time Off vs. Leave of Absence is available.
Note: These processes are separate and have different routing. Time offs will follow the routing workflow associated to the process via which they were entered.
If you are a Time Off-eligible employee, you can see your accrued Time Off by type and request Time Off in Workday.
An important part of managing your Time Off is understanding various types of Time Off. Follow the links below for information and policies associated with each type of Time Off.
- Personal Holiday
- Sick Time Off
- Bereavement Time Off
- Discretionary Time Off
- Civic Duty Time Off
- Military Training Paid Time Off
For information about other types of leave not listed here, see Time offs, leaves & holidays on the UWHR website.
- Donating to the Shared Leave Program
- Donating to the Uniformed Services Shared Leave Pool
- Donating to the Organ Donor Shared Leave Program
Unpaid Time Off Types
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.
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 exhaust 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 exhaust all Compensatory Time Off before using Discretionary and Vacation Time Off
3. Must exhaust all Discretionary Time Off before using Vacation Time Off
4. Must exhaust all Holiday Credit, Compensatory, Discretionary and Vacation Time Off before using Unpaid Time Off
For Classified Staff:
1. Must exhaust all Compensatory Time Off before using Vacation Time Off
2. Must exhaust 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
Time Off must be entered, submitted, and approved prior to the Time Period Lockout in order to receive pay for hours on your normally-scheduled payday for the pay period. The annual Paydays Calendar is available here.
Submitted Time Off will automatically route to your designated Time & Absence Approver to review and approve.
Request Time Off Quick Guide
Enter Absence (Time Off) User Guide
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 R0491 Probation Period Audit. 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.