Time Off Request Approval

Helpful Tips & Information

• Multiple codes in one day –
  • To record two or more codes in one day use the Time Enry Module for worked time and Manage Absence Calendar Module for time off
• Record Absences in the Absence Module Within Workday (Vacation, Floating Holiday, Sick Leave, etc.)
  • Remember to record all absences in the Absence module for the appropriate date, whether the time off is planned or unexpected. Promptly recording absences helps ensure accurate payroll processing and timely payment
• Vacation/Sick –
  • Must be recorded in quarter hour increments (i.e. .25, .50, and .75)
    • Refer to Enter Absence Time for step-by-step instructions on recording time off
• Floating Holiday –
  • Hours associated with the floating holiday must be taken in whole-day increments and may not be divided across multiple days.
    • Note: The intent of the floating holiday is to provide employees with a full day of rest.
  • A whole day increment is equal to the number of hours the employee is normally scheduled to work on a day they select to use their floating holiday
• Holidays –
  • Holiday hours do not auto-load into Workday.
  • Holiday hours must be entered manually on the timesheet and should reflect the number of hours you are normally scheduled to work on the holiday based on your FTE.
  • Eligible holiday hours are prorated based on an employee’s FTE
    • Refer to Enter Holiday Pay for step-by-step instructions on recording holiday pay

Access the Manage Absence Calendar there are 2 options 

Option 1 – From Your Workday home screen – Naviagtion Panel 

• Click Employees icon from the side navigation panel
• Click Manage Absence Calendar

Option 2 – From Your Workday home screen – Search bar

• From the Search Bar
• Enter Request Absence into the search bar at the top of the screen and select the corresponding task

1. Review your leave balances on the right side of the calendar to ensure you have sufficient accrued time available before submitting your request
2. When planning future time off using the calendar:
   • Review your leave balances based on the selected date to determine how much time will be available. (Note: Your projected balances will adjust based on the date selected.)
   • Use the navigation arrows to move between previous and future months
3. Select the dates on the absence calendar:
   • Select days individually, click on a single date, OR
   • Select multiple consecutive days by clicking and dragging across the desired dates OR
   • Request an absence for an extended period:
     • Click Actions
     • Click Select Date Range
     • Update Start Date field
     • Updated End Date field
     • Click Continue
     • Follow Steps 4–8 to complete and submit the absence request for the selected date range.
   • To clear selected dates, click the selected dates again. (This will remove them from the calendar)
4. Click the Request Absence button located in the bottom-left corner of the screen The Request Absence window will open.
5. Choose Absence Type
   • In the pop-up window, select Type of Absence Time off from the drop-down
6. Select your Absence Type
   • Select your Type of Absence (e.g., Vacation, Sick, etc.) from the drop-down menu
7. Adjust Details of the Request
   • Review and edit the Daily Quantity. The default is 24 hours; however, the system will display an error message if the hours exceed allowable limits. (Error: As of 06/08/2026, the Daily Quantity cannot exceed 12 hours.)
   • If all selected dates are the same daily quantity
     • Update Hours (Daily) field
     • Optionally, add a comment for your manager
   • If selected dates are different daily quantities
     • Click Edit Individual days
     • Select the date(s) you would like to edit
     • Update Hours (Daily) field for each date
8. Optionally, add a comment for your manager
   • Click Submit Request to route the absence to your supervisor for approval. You will see a confirmation message once the request has been successfully submitted.