New Absence Experience - Request and Manage Absence in Workday

Workday introduced a new calendar experience when requesting, cancelling, or correcting absence submissions. This enhancement is more user friendly and you will find a similar experience on the mobile app. 

In the My Lesley Dashboard under the My Time Off section, the task Request Time Off has been changed to Request Absence. A new task was added called Manage Absence. 

When clicking Request Absence, you will now see a pop up calendar on the Workday Home Page. 

The new calendar experience allows you to take actions right from the pop up calendar. You can View Balances of your eligible time off plans as of today and View Team to see if any of your team members have any upcoming time off. Choose either a Calendar view or Date Range when requesting an absence. 

Workday now displays a easier way on upcoming time off events and submissions on the new calendar experience. The Green circle is displaying approved time off. A Dotted circle displays a pending request awaiting approval. A Blue dot under the date displays either a holiday or a team members time off. You can hover over the date too see more information.

To request time off, you can either select the dates from the Calendar view OR choose the Date Range of the time off you want to submit. 

Once you have your dates selected, click Continue to select which time off plan you are using. You will have an available drop down menu on your eligible time off plans. Select Time Off which is a time off plan available to you OR Leave Request when submitting a Leave of Absence. 

Once you have selected the time off plan you want to submit, the task will display the hours daily each day you requested to take off. From the task, you can click the link Edit Individual Days if you want to change either the time off plan or hours for each day of your request. 

You can enter a comment on the request for reference. 

Workday now has more Additional Information where you can enter a comment to the approver and still be able to add an attachment if needed. 

Workday also calculates the total number of hours being requested in your absence request and can show you your Available Balance (Including your accrued time off and future requests) and Remaining Balance (Amount you will have after submitting the request). 

Edit Individual Days

When clicking Edit Individual Days, you can perform various actions on each individual day. 

• Type of Absence: Change the time off plan.
• Hours (Daily): Update the quantity of hours you want to take off.
• Comment: Enter a comment for reference.
• Remove Day: Delete the day if selected in error. 
• Additional Information: Comment to Approver and Add Attachment

You will also be displayed your Available and Remaining balance. If you remove days, your remaining balance will update. Once you have made the appropriate changes, click Submit Request. 

Additional Actions

If you do not need to Edit Individual Days and just want to check your Balance or add Additional Information. Click the corresponding arrows to expand the tab to show additional information. From there you can take action or review. If everything is correct, you can click Submit Request. 

Manage Absence

Workday now makes it easier to manage your absence once you have submitted your request. The Manage Absence calendar will help you either correct or cancel time off requests and still have the option to submit a new request. 

When you have the Manage Absence calendar open, you will see all your pending and approved time off requests per month. On the right hand side of the screen, you can view your balances either by today or a selected date in the future. You can also see a quick glance on your past and future requests. 

Cancel a Pending Absence Request

If you have submitted an absence request you no longer need and your manager has not yet approved it, you can cancel the request from the manage absence calendar. 

Select the gray time block that you are wishing to cancel. Select Cancel Absence. Enter a comment. Then click OK. The event will then be cancelled. 

Correct or Cancel an Approved Absence Request

If your manager has already approved your absence request, and you need to make any changes or cancel it. You can perform both actions within the same screen.

First you will click the approved time off. It will be displayed as a green banner. A pop-up will display to either to Cancel Absence or Edit. Depending on what changes you need to make, you will select the appropriate action.

Cancel Absence

If you want to cancel the entire absence request. Select Cancel Absence, enter a Comment, and click OK. The next step will be for the appropriate party to review and approve the change. Once approved, the block on your calendar will be removed and your balance will be updated. 

Edit Absence

When selecting Edit, you can do various actions such as change the Type of Absence. Change the Hours (Daily). Edit Individual Days. As well as adding Additional Information and viewing your Balances.

When clicking Edit Individual Days, you can perform various actions on each individual day. 

• Type of Absence: Change the time off plan.
• Hours (Daily): Update the quantity of hours you want to take off.
• Comment: Enter a comment for reference.
• Remove Day: Delete the day if selected in error. 
• Additional Information: Comment to Approver and Add Attachment.

Once you have made the changes you need, you can click Submit Request and the changes will be sent to the appropriate party to review and approve.