View Absence Balance and Request Absence

This job aid outlines how workers can view absence balances, request and correct absences, and track absence request statuses in Workday, with approval processes guided by company policy and collective bargaining agreements.

Overview

This job aid provides instructions for a worker to View Absence Balance, Request an Absence, View Status of an Absence Request, and Correct an Absence. 

Workers must have a sufficient absence balance to request leave. Per City of Client policy, an appropriate request for time off must be made through the time and absence system. If the worker has an unscheduled absence and is unable to document this request before taking the time off, it must be submitted and approved before payroll is processed. Required prior notice is in accordance with appropriate Collective Bargaining Agreement. 

Some absence types, such as Administrative Leave may only be entered by your manager.  Please contact your manager if there is an absence type you feel you may need but do not have the ability to request. 

Approvals

Absence Requests require manager approval and are subject to additional approvals based on the type of absence (e.g. HR approval).

Process Flow: Time Entry

View Absence Balance

1.  Click the Manage Absence application from the Workday home page.

2.  Absence Balance appear in the View column on the right.

3.  Enter the As Of date for which you would like to view your absence balance.

4.  Click OK.

5.  View your Absence Balance.

1. Note: Please refer to applicable policies and union contracts for guidance on the maximums and other parameters for each type of leave.

 

Request an Absence

1. Click the Manage Absence application from the Workday home page.
   Note: Absences can also be requested through the Time application.
2. Click on the date(s) of absence on the calendar
3. Click Blue Button on bottom left 
4. Select Type of Absence
5. Ensure the daily hours are correct
6. Click Submit Request

 

View the Status of Absence Request

1. Click the Manage Absence application from the Workday home page.
2. Click Actions Button and then My Absence from the column.
3. Requested and approved absences display.

Note: The Status column displays the status of each absence.

 

Correct Absence

An absence can be corrected after it is approved. To correct an absence you have submitted, but has not yet been approved, please contact your manager.

1. Click the Manage Absence application from the Workday home page.
2. Select the applicable absence from the calendar.
3. Click the Cancel Absence.
4. Add a Comment
5. Click OK.
6. Then resubmit the absence

Note: The correction routes to your manager for review and approval.