Workday Guide for Staff - Managing Time Off Process_V1.8_GLOBAL
Workday Guide – Managing Team Time Off
This guide shows how to manage time off on the Workday system for a team. This process is normally given
to the Line Manager or another key individual where it has been agreed that the responsibility may be
appropriately delegated (for example where a PA or team secretary has been provided with delegated
authority by the line manager). This person is known as the Approver. For instructions on how to request or
amend time off, refer to the separate Workday ‘Time Off’ process guide.
Important: Please note that this system can only be used to book short term time off of no more than one
month at a time. These instructions should be used when booking and approving the following types of
absence:
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Annual Leave (Holiday)
Bought Holiday
Jury Service (this requires supporting documentation)
Reserve Military Service (this requires supporting documentation)
Sick Leave (if your employee is off sick for some time an unable to update Workday themselves,
then please record the sick leave information in Workday on their behalf).
Time off for Dependants
Statutory Time Off (e.g. if your employee has volunteered for public duties which allow them to have
additional time off in addition to their normal holiday entitlement e.g. acting as a magistrate)
Away From Office (e.g. visiting another office, or study leave)
Paternity Leave
Unpaid Leave (authorised or unauthorised)
Compassionate Leave (paid or unpaid)
Parental Leave
Non-holiday related leave should always be discussed with your local HR contact first so that you apply the
relevant guidelines and request appropriate documentation where this may be required.
If you need to manage leave over a longer period (e.g. extended leave) or have any unusual leave requests
then please speak to your HR representative.
Requests for Time Off will arrive in the Approver’s Workday Inbox. You will receive an email concerning any
new requests for approval.
Note: system rules and guidelines have been built into Workday to help you to request and manage the
allowed number of days for each type of time off where this has been stated in the policy. Please refer to the
Hyperion policies / your local policies for more information.
Time Off which must be initiated by the employee’s line manager:
Of the types of leave listed above, most can be initiated by the employee, and then an approval task will be
sent to the Approver in Workday to confirm the time off request. However, there are certain types of time-off
request which cannot be initiated by the employee in Workday and must be initiated by their manager (or the
relevant delegate of the manager). These are:
 Compassionate Leave requests (either paid or unpaid)
 Parental Leave
 Any other unpaid leave (authorised or unauthorised)
These must first be discussed with the employee, the manager and sometimes the HR representative. And
then the Time off request should be initiated in Workday by the manager or the HR Business Partner on
behalf of the employee.
The Approver
Across the business the ‘approver’ will always be the line manager of the employee who has requested the
time off. However, where that line manager has chosen to ‘delegate’ certain activities (e.g. approving time
off) then the ‘approver’ will be the delegated person for that line manager (e.g. their assistant / PA).
Note: a secondary level of approval may be required for any ‘manager-initiated’ time off requests (e.g.
compassionate leave or unpaid leave) by the HR representative for certain business areas.
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Workday Guide for Staff - Managing Time Off Process_V1.8_GLOBAL
Instructions to Review a Time Off Request
1. Log in to Workday. There should be a task in
the Approver’s Workday Inbox. Click on this
task. (Note – that where managers have
delegated their authority to another member of
staff the approval will appear in both inboxes
[unless the manager has chosen to remove this
inbox notification option] but once this has
been approved, this will disappear from both
inboxes).
or
Click on the appropriate link in the notification
email, which will take you directly to the task.
2. Review the task in the Approver’s Inbox. See
below to view all leave for your direct reports.
Important: Some Time Off requests will
appear in hours, rather than days. This
includes holiday requests from any part time
staff or those with irregular working hours. Note
that this may mean that you receive several
requests where staff work irregular hours.
3. Approve the request by clicking ‘Approve’
or
If the request requires amending or cancelling,
click ‘Send Back’
4. If Clicking ‘Send Back’, you must next add a
reason for the employee. Click ‘Submit’.
5. If approved, the employee will be notified and
no further action is necessary.
If sent back, the employee will receive a task in
their Workday Inbox with instructions. If the
employee resubmits the request, you will
receive a new task to review (see step one).
Manager-initiated Time Off (e.g. compassionate leave)
Most time off types (e.g. holidays, sick leave, study leave, etc.) should be requested by the member of staff
and they will need to initiate the process by requesting this type of time off in order to generate an approval
email which will be sent to the Manager’s Workday inbox. However, other types of time off (e.g. unpaid leave
and compassionate leave) will need to be added by the Manager.
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Workday Guide for Staff - Managing Time Off Process_V1.8_GLOBAL
Instructions to Add Time Off for a Member of Staff
1. Login to Workday. From the home screen, click
on the ‘Team Time Off’ Icon.
2. Under the ‘Action’ menu, click ‘Enter Time Off’.
3. Click the ‘Worker’ box. Type in the name of the
member of staff. Click ‘OK’
4. Use the arrows to select the correct month.
Then click on each day in the calendar to
select. The date will change to light blue when
selected. Click the day again to deselect.
Follow this step for both full days and half days.
The number of days left to book will be shown.
5. Once the correct days have been selected,
click on the ‘Request Time Off’ button at the
bottom left of the screen.
6. A new screen will appear. The mandatory fields
are marked with a .
Select the appropriate type. If sick leave, select
the reason.
The ‘Daily Quantity’ will default to ‘1’ which
means full days. To change to half days,
change this value to ‘0.5’.
When complete, Click ‘Submit’.
For adding attachments (such as a medical
certificate / doctors note):
Important: Sick Days are always booked in
days, but some time off (e.g. holidays for part
time staff) will be booked in hours.
Important: If the time off is due to sickness,
please submit a medical certificate / doctors
note for the employee as required. This can be
done by attaching a scanned version in the
“Attachments” section here.
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Workday Guide for Staff - Managing Time Off Process_V1.8_GLOBAL
7. The calendar will now show the requested days
in green (approved). A notification will have
been sent to the employee. No further action is
necessary.
Note: For some business areas, a secondary
approval is required by the HR Business
Partner to confirm the time off request. In this
instance the calendar will show the requested
days in grey and an approval request will have
been sent to the HR Business Partner. Once
approved, the requested days will show in
green in the calendar.
Viewing and Reporting on Team Time Off
To review the time off taken by the team, there are a few reports built into Workday. These reports show time
off that is approved and awaiting approval.
Instructions to View Calendar of Direct Reports Time Off
1. Login to Workday. From the home screen, click
on the ‘Team Time Off’ Icon.
Important: A few managers may not be able to
see this report. Alternatively use the report
below.
2. Under the ‘View’ menu, click ‘Time Off and
Leave Calendar’.
To review all time off for a larger team, use the following report:
Instructions to View All Time Off
1. Login to Workday. From the home screen, click
on the ‘Team Time Off’ Icon.
2. Under the ‘View’ menu, click ‘All Time Off’.
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Workday Guide for Staff - Managing Time Off Process_V1.8_GLOBAL
3. Click on the Organisations box and select ‘My
Organisations’.
Select the highest level that you wish to run the
report on (e.g. select the Department if
available to run a leave report for the whole
Division).
Tick the ‘Include Subordinate Organisations’
and Include Managers’ boxes.
Select the dates to run the report.
Click ‘OK’
To Check Holiday Allowance for Team
Instructions to View Calendar of Direct Reports Time Off
1. Login to Workday. From the home screen, click
on the ‘Team Time Off’ Icon.
2. Under the ‘View’ menu, click ‘Time Off
Summary’.
3. Click ‘Period’. Select ‘All Periods’ and then the
month at the end of the holiday period (e.g. 1
Dec to 31 Dec if the holiday years ends at the
end of December)
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Workday Guide for Staff - Managing Time Off Process_V1.8_GLOBAL
4. Click ‘Organisations’. Select ‘My Organisations’
and select the appropriate team.
Tick ‘Include Subordinate Organisations’ if
required.
Click ‘OK’.
5. The report will show the holiday and other
leave taken for the year and the allowance left.
Important: Where a member of staff works
part time or an irregular work pattern, the
allowance will be shown in hours.
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Workday Guide for Staff - Managing Time Off Process_V1.8_GLOBAL
FAQ
Q.
A.
Why is it not possible to request time off for long term leave on the system?
Such leave can affect payroll and it is important that any requests go through HR.
Q.
A.
Can I save the review of a request for later?
Yes. Simply click ‘Save for later’ in the task screen. The task will be saved in your Workday Inbox for the
future.
Q.
A.
Why do some staff book their holidays in hours?
Staff who work part time or an irregular work pattern book their holidays in hours. This is to allow for the
fact that some staff work different numbers of hours on different days of the week. For these staff,
booking holiday hourly is the only way to ensure that holiday is allocated fairly.
Q.
A.
How much Time Off can I book off for Paternity Leave?
With regards to Paternity leave, an employee may take either one or two weeks (subject to eligibility).
The Employee is required to enter details of their start date and end date in Workday but if this has
changed then the line manager must ensure their record is corrected by contacting their HR
representative (as this has implications for pay and leave records).
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