Workday Guide - Requesting Annual Holiday in Hours
This guide is applicable to any staff that must book annual holiday in hours rather than days. This applies to
any part time staff or those who are contracted with an irregular work pattern.
Important: Please note that this guide only covers holiday booking. For more information on requesting
other types of time off (e.g. study leave or medical appointments) please refer to the separate ‘Requesting
Time Off Guide’
Instructions to Book Annual Holiday in Hours
1. Login to Workday. From the Home Screen,
click on the ‘Time Off’ icon
2. Under the ‘Request’ menu, click ‘Time Off’.
3. Use the arrows to select the correct month.
Then click on each day in the calendar you
wish 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 hours left in your holiday
allocation will be shown.
Important: If you work a different number of
hours on different days of the week or if you
wish to book different hours of different days,
then you will need to submit more than one
request when booking holiday. Please refer to
the example below.
4. Once the correct dates have been selected,
click on the ‘Request Time Off’ button at the
bottom left of the screen
Important: Note that if you are requesting a
half day or a few hours, still click the button.
The number of hours to be booked is confirmed
in the following Workday screen. Clicking this
button will not automatically book the entire
day.
5. A new screen will appear. The mandatory fields
are marked with a .
Select the appropriate type (e.g. Annual leave).
For holiday, the ‘Daily Quantity’ will default to
‘7.5’ which means seven and half hours per
day. Change this number to reflect the number
of hours to be booked for each day.
When complete, Click ‘Submit’.
Important: If you work a different number of
hours on different days of the week or if you
wish to book different hours of different days,
then you will need to submit more than one
request when booking holiday. Please refer to
the example below. Do not average the hours
across the number dates.
6. The calendar will now show the requested
dates in grey and an approval request will have
been sent to your line manager with the
relevant hours.
To request more time off, select the days from
the calendar (go to step 3).
Requesting Different Hours of Different Dates
When requesting time off, the ‘Daily Quantity’ of hours applies to every date that is requested. If you work
different hours on different days of the week or are requesting to book a variety of hours on different dates,
these will need to be put through as separate requests.
This does not mean a separate request for every single date date, as shown in the example below:
Requesting Different Hours Example
Alex is contracted to work the following hours every week:
Day
Number of
Hours Worked
Each Day
Monday
Tuesday
Wednesday
Thursday
Friday
7.5
6
7.5
6
7.5
Alex requests to book off a whole week on annual leave. To do this, Alex puts through two requests on
Workday:


One request for the Monday, Wednesday and Friday with a ‘Daily Duration’ of 7.5 hours
A second request for the Tuesday and Thursday with a ‘Daily Duration’ of 6 hours
By doing this, Alex ensures that the holiday allocation is correct.