o™. workday. EDUCATION Workday Absence Management Course ManualWorkday Absence Management © 2015 Workday, Inc. All rights reserved. Workday, the Workday logo, Workday Enterprise Business Services, Workday Human Capital Management, Workday Financial Management, Workday Resource Management and Workday Revenue Management are all trademarks of Workday, Inc. All other brand and product names are ‘trademarks or registered trademarks of their respective holders, W24vt Page 2 © 2015 Workday, Inc.Workday Absence Management CONTENTS Welcome to Workday Training Chapter 1: Absence Management Overview. Chapter 2: Time Off Plans and Components... ‘Types of Time Off Plans... ‘Time Off Plan Components... Activity 2.01; Review an Accrual Definition Activity 2,02: Review a Time Off Definition. Activity 2.03: Review a Balance Period Definition. Activity 2.04: Review a Period Schedule Definition Activity 2.05: Load a Period Scheduile.. Time Off Plans ‘Activity 2.06: Review a Time Off Plan Definition.. Activity 2.07: Create a Simple Time Off Plan... ‘Activity 2.08: Modify Time Off Plan to Track Balances ‘Time Off Plan Limits... Activity 2.09: Define Carryover Limits. Activity 2.10: Define Upper Limits (Accrual Limits) Activity 2,11: Define Lower Limits (Paid Time Off Limits)... Accrual Frequency Method sss Activity 2.12: Modify the Accrual frequency method Activity 2.13: View Relationship of Accrual frequency ‘Time Off Plan Architecture... Activity 2.14: Create a Plan with Multiole Time Of. Activity 2.15: On Your Own: Create a Plan with Multiple Accrual 4, Upper Limits and Accrued Time Off. Accrual and Time Off Priorities... Activity 2.16: Define Accrual Priorities. Activity 2.17: Define Time Off Priorities. Validations... Activity 2.18: Enter Time Off Without Validation... Activity 2.19: Define Validation Rules. se Activity 2.20: On Your Own: Modify Validation Rules to Allow Multiple Requests on the Same Day. Activity 2.21: Create a Validation Rule that Prevents an Employee from Requesting Unpaid Time Off....92 Activity 2.22: Modify the Unpaid Time Off Rule to Allow Unpaid Time to Pass With a Waring . Activity 2.23: Allow Administrative Overrides of a Validation Rute.. Activity 2.24: Create Custom Validation Text . Worker and Holiday Calendars... Activity 2.25: View Work Schedule and Holiday Calendars Chapter 3: Calculation Engine .. Activity 3.01: Calculate Accruals for Shift Workers Using @ Conditional Calculation Activity 3.02: Use a Lookup Table to Calculate Accruals Based on Years of Service © 2014 Workday, Inc.Workday Absence Management On Your Own: Calculate Accruals using a Conditional Calculation with a Lookup Table...112 : Add Conaltions to Manage Mid-Period hires and Mid-Period Terminations 14 Define Additional Logic to Handle Mid-Period Terminations ... " : Prorate Accruals Based on FTE Percentage. : Prorate Accruals Based on Leave Days in Period. Eligibility and Scheduling Criter Activity 3.08: Add Eligibility Criteria to a Time Off Plan Activity 3.09: On Your Own: Modify Eligibility Criteria to Manage Mid-Period Terminations.. Activity 3.10: Add Watting Period (Scheduling) Logic. Activity 3.11: On Your Own: Restore Eligibilly Requirements Activity 3.12: Create a Floating Holiday Pan... Activity 3.13: Create a Bereavement Pin. Activity 3.14: Create a Hire Anniversary Plan . Activity 3.15: Create a Plan that Becomes Available When Another Plan Drops ‘Activity 3.16: Control the Visibility of Time Off Plans and Batances Using Balance Visibility Types. Activity 3.17: Recoup Time Off for a Terminated Worker... Chapter 4: Leave of Absence . Leave of Absence Types Leave Type Components... Activity 4.01: Create a Simple Leave Type . Eligibility and Validation Rules... Activity 4.03: Define Eligibility Criteria for Bereavement Leave ‘Activity 4.04: Define Validation Rule to Test Leave Requests Against Entitlement Balance. ‘Supporting Data.. Activity 4.05: Define Supporting Data for Bereavement Leave.. Calculated Fields Overview ..... Activity 4.06: Define Entitlements that Vary by State. ‘Activity 4.09: On Your Own: Define Long Term Disability Activity 4.10: Define Parental Leave Using Entitlements per Event .. Coordinated Leaves and Time Off... : Greate an Intermittent Time Off Plan and Associate it With a Leave Type 1.12: Verity that Intermittent Time Off Reduces a Worker's Leave Balance Activity 4.13: Coordinate Two Leave Types... ‘Additional Fields. . Activity 4.14; Review Additional Fields. Chapter 5: Absence Administration Manage Time Off... Activity 5.01: Adjust an Accrual. ‘Activity 5.02: Suspend Limits and Adjust Accruals. © 2015 Workday, Inc. Page 4Workday Absence Management Activity 5.03: Process an Accrual for Which an Employee is Ineligibe.. Activity 5.04: Override Plan Balances . Correct Time Off... Manage Leave of Absence : Correct a Leave Request. Activity 5.07: Return an Employee from Leave. Chapter 6: Business Processes. Time Off Business Processes... Activity 6.01: Review the Time Off Business Process... Activity 6.02: Define Workflow Requirements for a Specific Time Off Type Activity 6.03: Apply Validations to a Sequence of Entries Submitted in a Time Off Event... Activity 6.04: Review the Termination Business Process Activity 6.05: Payout Balance Upon Termination... Leave of Absence Business Processes... Activity 6.06: Review the Leave of Absence Business Process. Activity 6.07: Require Documentation When Requesting a Leave of Absence... Activity 6.08: Add a Delay Step to the Request Leave of Absence Business Process.. Chapter 7: Reports... Time Off Reports ..ssse Activity 7.01: Embed a Custom Report in a Business Process. Activity 7.02: Create a Report-Based Alett... Leave of Absence Reports .. Aativty 7.03: View the Time Off and Leave Calendar Appendix A.. Initial Balance Load (for Consultants)... Intersections with Payroll. Calculate Lower Limits Dynamically Based on Expected Accrual for the Remainder of the Year Analyze Eligibility Criteria Analyze Requirements for Time Off and Leave. Meeting Hospitalization Leave Requirements Family Medical Leave Configuration (FMLA)... On Your Own Activity Answer Guide. Activity 2.15: On Your Own: Create a Plan with Multiple Accruals. - Activity 2.20: On Your Own: Modity Validation Rules to Allow Multiple Requests on the Same Day.....328 Activity 3.03: On Your Own: Calculate Accruals using a Conditional Calculation with a Lookup Table... 329 Activity 3.09: On Your Own: Modify Eligibility Criteria to Manage Mid-Period Terminations Activity 3.11: On Your Own: Restore Eligibility Requirements For Sick Time Of... ‘Activity 4.09: On Your Own: Define Long Term Disability. © 2014 Workday, Inc, Page 5Workday Absence Management WELCOME TO WORKDAY TRAINING ‘This course focuses on absence setup and implementation. The primary purpose of the course is to teach absence consultants and customers the components of Workday Absence Management and how to use the Calculation Engine to create complex absence and leave calculations. AGENDA © General ‘© Chapter 1: Absence Management Overview © Time Off + Chapter 2: Time Off Plans and Components, © Chapter 3: Calculation Engine + Leave of Absence © Chapter 4: Leave Plans and Components + Absence Administration + Chapter 5: Manage Time Off and Leave of Absence «Chapter 6: Absence Business Processes + Chapter 7: Absence Reports Unless otherwise noted, all dates in this guide are formatted as MM/DD/YYYY. For example: 01/07/2013 is January 1, 2013. Logan also defaults to this date format. Page 6 © 2015 Workday, Inc.Workday Absence Management CHAPTER 1: ABSENCE MANAGEMENT OVERVIEW ‘Workday Absence Management consists of: Time OFF LEAVE OF ABSENCE ‘© 2014 Workday, Inc. Page 7Workday Absence Management Workday Absence Management: ‘+ Provides flexible intuitive configuration capabilites. ‘+ Uslizes a robust calculation engine to define absence rules. Using the calculation engine you can: ‘+ Build aggregate, conditional, lookup and other calculations to define accrual rules and values. * For example: © Use a conditional calculation to return accrual amounts based on years of service. Enables you to define eligibility criteria. + For exemple: + Only full time, regular employees are eligible for floating holidays. + Employees must have worked at least 1,250 hours in the last 12 months to be eligible for a leave of absence. + Enables you to define scheduling logic. © For example « Employees begin accruing vacation time off three months after their hire date. «Enable you to define validation rules: + For example: ‘+ Employees can take sick time off in Y2 day increments (up to a maximum of eight hours per day). ‘+ Employees can take a maximum of eight hours of time off on Tuesday and Wednesday and ten hours on Thursday and Friday based on a variable work schedule. ‘+ Enables you to configure balance periods and balances for time off and leave. You can easily modify or ‘add to the list of balance periods for tracking time off and leave: «No need to define all balance calculations up front. ‘+ Balances can be created at any time to sum values over any accumulation period. There is no definitive definition of what constitutes a Time Off versus @ Leave of Absence. You must evaluate the best choice for each plan individually. A useful tool you may consider is the ability to create synonyms within the tenant setup. Page 8 © 2015 Workday, Inc.‘Workday Absence Management CHAPTER 2: TIME OFF PLANS AND COMPONENTS Time off plans are at the center of alltime off rules, calculations, transactions and processes in Workday. What isa time off plan? ‘+ Time off plans include one or more time offs such as vacation, sick time off or floating holiday time off. ‘+ They specify the unit of time (hours or days) for recording and processing time off requests and default eligibility rules for taking time off. * Plans that use balance tracking link accruals to time off definitions so that Workday knows from which accruals to subtract time off to calculate the time off plan balance. ‘+ They identify the period schedule and balance periods and can specify carryover limits that apply to all time offs included in the plan. * Plans that track balances can pass time off to Workday Payroll or Workday Payroll Interface for use in payroll calculations. ‘© 2014 Workday, Inc. Page 9Workday Absence Management ‘Types OF TIME OFF PLANS Workday enables you to define 2 basic types of time off plans: + Basic Time Off Plans: Plans that do not track balances. «Advanced Time Off Plans: Plans that track balances. Basic TIME OFF PLANS Basic time off plans are designed to support simple time off entry and approval. Basic time off enables you to define time off types such as vacation, sick leave and personal leave; employees ‘can enter time off requests against these time off types and the system automatically routes time off requests to the appropriate manager for review and approval. Employees can correct time off requests and both employees ‘and managers can track the status of time off requests in delivered reports and queries. However, you cannot define accrual rules or calculations for different time off types or create and track balances. ADVANCED TIME OFF PLANS In addition to time off entry and approval, advanced time off plans also support balance tracking. ‘Advanced time off provides the same time off entry and approval functionality as the basic setup. In addition, it enables you to define accrual and time off calculations, create eligibility rules for different time off types, define and track balances and specify accrual, time off and carryover limits. Page 10 ‘© 2015 Workday, Inc.Workday Absence Management COMPARING TIME OFF PLAN TYPES. The following tables compare the features and functionality available with time off plans that track balances and plans that do not. Configuration od poet ee Time off data entry All validation types | All validation types except: validations veliable ‘+ Time Off Date Before Maximum Override Balance Date Not Allowed + _ Maximum Unpaid Time Off Units Allowed Eligibility rules for time off | Yes Yes ‘Accruals, including Yes No frequencies and limits Time off mits Yes No Time Off Entry and Maintenance ed tee ed Enter time off (requests) Yes Yes Review time off (and approve) Yes Yes Correct time off Yes Yes Review time off corrections (and approve) Yes Yes View balances and balance projections Yes No Adjust time off Yes No ‘Adjust or override accrual calculations Yes No Calculate and store balances Yes No ‘Suspend accrual and time off limits Yes No Override time off plan balances Yes No Payment Related Features ed fee ead ‘Track paid time separately from unpaid time Yes No Pass time off to Workday Payroll or Payroll Interface for use in Yes No payroll calculations (© 2014 Workday, Inc. Page IiWorkday Absence Management ‘Time OFF PLAN COMPONENTS f Time off plans consists of four primary components: © Accruals ‘© Plans that do not track balances do not include accruals. ‘© Plans that track balances must include an accrual in addition to a time off. + Time Offs ‘+ Ata minimum, a time off plan must include a time off definition such as Vacation or Sick. + Balance Periods + Period Schedules These components are illustrated in the following diagram: Advanced Time Off Plan 168 Page 12 © 2015 Workday, Inc.Workday Absence Management Advanced Time Off Plan We An accrual defines: +The amount of time off an employee receives, + "When employees can receive the accrual. ‘+ Isused only with plans that track balances (advanced time off). + Ifan accrual has eligibility requirements or limits that differ from the time off plan, you can define requirements specific to the accrual, © 2014 Workday, Inc. Page 13Workday Absence Management Accrual Components and Attributes Gamer) Canereraony)—| (sessing) CRansimonise © Calculation (Accrual Amount): Define the accrual amount, The amount can be a constant value, such as 12 hours or .5 days, a calculation based on a service rate table or any other type of calculation. If using the accrual in a day-based plan, specify a daily unit of time, such as .§, not 4 (hours). IF using the accrual in an hourly plan, enter an hourly unit of time, such as 4, not .5 (days). Workday does not automatically convert hours to days or days to hours. + Time Calculation Tags: If using Workday Time Tracking, you can create an accrual calculation that is based on the time that workers enter in that application. Select the time calculation tags that time blocks must have to be referenced by the accrual calculation. This feature is useful for calculating accrual for compensatory time off. «Priority: Define a priority for processing the accrual when multiple accruals contribute to the same time off plan balance. + For example, if Vacation has a priority of 10 and Sick Time has a priority of 20, Workday adds the accrual to the Vacation balance first. The accrual frequency method (defined by the accrual prionty), accrual limits and the timing of ©Z) accrual processing (dened by te tie of plan), can impact employee accruals. We oscuss \& the impact of these elements on employee accruals later in the course. + Adjustments/Overrides Allowed: Select to allow adjustments and overrides to employees’ absence accruals. ‘© To enter an accrual adjustment or override an accrual, use the Maintain Accrual and Time Off Adjustments/Overrides task. + Scheduling Criteria: Select the Scheduling rule that determines when employees receive the accrual. For example, you might select a rule that makes floating holiday hours accrue only in the first month of the year. You can combine multile scheduling rules in the same row or insert a separate row for each rule, An employee must meet all criteria specified in the same row. If you define criteria in separate rows, an employee must satisty the criteria in at least one row. AWN Page 14 © 2015 Workday, Inc.Workday Absence Management Accrual Frequency Override: Specify when to add the accrual to a workers plan balance: + Start of Period: Add accrual before subtracting time off + End of Period: Add accrual after subtracting time off. © Custom Frequency: Add accrual on the dates you define in the next three fields. The Start of Period method typically results in workers reaching upper limits sooner and lower limits later than if accruals were processed using the End of Period method. If Custom Frequency is the Accrual Frequency, then: First Accrual Date: Select the calculation that returns the first date of the accrual, such as Worker: Hire Date or Worker: Time Off Service Date or create your own date calculation to return this date. + For example, create a date increment/decrement calculation that returns an employee's hire date plus 30 days. (If the hire date falls on the 31st day of the month, the accrual will happen on the last day of the month, in months with less than 30 days.) Workers must still meet scheduling criteria for the accrual to occur on this date, Accrual Recurs Every: Enter the number of recurring units of time (days or months) after the first accrual date when the accrual is to occur. * For example, enter 1 if the accrual is to occur every month on the anniversary of the first accrual date. Accrual Recurs Unit of Time: Specify if the recurrence interval represents Days or Months. Worker Eligibility Override: Use the fields in the Worker Eligibility Override section to override eligibility rules defined at the time off plan level. If you do not define eligibility rules here, the accrual automatically inherits the eligibility rules associated with the time off plan. + Allemployees are eligible for the accrual if you do not define eligibility criteria for the plan or the accrual. + An employee must satisfy all criteria that you specify in the same row. + IF you define criteria in separate rows, a worker must satisfy the criteria in at least one row. Limit Override: Use to override the upper time off accrual limit defined for the time off plan. For the Value, select the calculation rule that returns the maximum number of days or hours employees can accumulate in the time off plan balance. In the Based On field, select the time off plan that includes the accrual you are defining, unless you are defining an accrual for an accrue-as-you-go plan. * For an accrue-as-you-go plan, always select the accrual itself. + Workday displays the Time Off Plan Balance Period when you associate the accrual with a time off plan. ‘Workday will automatically reduce the accrual for any calculation period by the balance amount that exceeds the limit. This amount appears as forfeited accrual hours on Workday pages and reports. © 2014 Workday, Inc. Page 15{ Workday Absence Management AcTIVITY 2.01: REVIEW AN ACCRUAL DEFINITION PROCESS OVERVIEW ‘Asa group, you will review an accrual definition, ‘STEPS «Sign in as Logan McNeil (Imcneil) using the password provided. View an Accrual Definition Access the View Accrual task. In the Accrual field, select USA Vacation Accrual (GPS). Click OK. |. Asa group, review the accrual definition. Page 16 © 2015 Workday, Inc.Workday Absence Management Time OFF Advanced Time Off Plan Cina OT a8 8 Time off definitions consists of: ‘+ Atime off type. Time off types: ‘+ Are used to name the time offs that users can select in prompts when they enter or review time off requests. ‘+ Can be associated with more than one time off. ‘+ For example, you might define a time off type called Vacation and associate it with two time offs: = 1, Vacation Full Time = 2. Vacation Part Time Vacations the name all employees will see on the time off request page. eligible for only one time off at a time. Otherwise, they wil be able to request more than one ‘time off with the same name and potentially reduce the time off plan balance twice, + The time off definition itself. Time offs: ‘© Track amount taken, ‘+ Subtract from the time off plan balance, ‘+ In addition, time offs are used to define: + Whether adjustments are allowed. + Validation rules that prevent users from entering invalid time off requests. + Eligibility rules and lower limits. © If you use the same time off type with more than one time off, make sure that employees are + You must create a time off definition for each time off users can request. ‘+ _Alltime offs must be associated with a time off type. © 2014 Workday, Inc. Page 17Workday Absence Management Time Off Components and Attributes (Caatsations >) — (Gore enaomy)— ry | > Cainer?) + Do Not Allow Employee to Request: Select to prevent employees from requesting this time off in employee self-service. + Entry Option: Specify how users can enter requests for this time off. + Enter through Time Off: Enter through Absence Management's Request Time Off and Enter Time Off tasks. «Enter though Time Tracking Only: Enter directly through Workday Time Tracking. In this case Users cannot request the time off through the Request Time Off or Enter Time Off tasks, through web services, or the time off app for mobile devices. «Enter though Time Tracking or Time OfF + If the time off belongs to a position-based time off plan, do not select Enter through Time @ ‘Tracking Only or Enter through Time Tracking or Time Of. + You cannot change this setting once the Time Off has been used. ‘+ Time Calculation Tags: Select time calculation tags to assign to time off units. ‘+ Workday Time Tracking uses time calculation tags to identify time off units for use in time ‘alaulations and totals. + For example, you may want to display time off totals to workers when they enter time. ‘* Time Off Type: If you use the same time off type with more than one time off, make sure that ‘employees are eligible for only one time off at a time + Priority: Define the priority for processing this time off when multiple time offs subtract from the same time off plan balance, and an employee takes more than one time off during the same processing period. The prionty combined with a lower time off limit and the timing of accrual processing (defined by the time off plan) can affect paid and unpaid time off. We will discuss the impact of these elements on paid and unpaid time off later in the course. ‘* Adjustments Allowed: Select to allow adjustments to employee time off. © Toenter a time off adjustment, use the Maintain Accrual and Time Off Adjustments/Overrides task + Picked Up One Period in Arrears: The check box controls the period of time for which Workday's Payroll Interface pulls time off: ‘+ Select to pul time of from the prior processing period (one period in arrears) as well as time off taken before the prior period's start date but approved after the last payroll interface run. + Clear to pul time off from the current period as well a time off taken in prior periods but approved after the last Payroll Interface run. Page 18 ‘© 2015 Workday, Inc.Workday Absence Management + Validations: Use the fields on the Validations tab to define rules that prevent the entry of invalid time off requests or that generate warning messages in response to an invalid request. ‘+ Increments: Requires employees to enter time off in fixed increments, such as .5 days or 4 hours. + Maximum: Defines the maximum amount of time off employees can enter in a single request or across multiple requests for all or a subset of time offs. * Maximum Unpaid Time Off Units Allowed: Use to prevent employees from requesting unpaid time off, orto specify the maximum amount of unpaid time off allowed for a given time off. This validation rule type applies only to time off plans that track balances. ‘+ Tip: To prevent unpaid time off, select 0 (zero) as the maximum number of unpaid units allowed. ‘+ Minimum: Defines the minimum amount of time off employees can enter in a single request. + Multiple Time Off Requests Not Allowed for Same Date: Prevents the entry of multiple time off requests for the same date across all or a subset of time offs. + Time Off Date Before Maximum Override Balance Date Not Allowed: Prevents the entry of time off requests for a date prior to any date the time off plan balance was overridden using the Maintain Time Off Override Balance task. This validation rule type applies only to time off plans that track balances. + For example, if an override was entered for the time off plan balance on January 1, 2013, employees cannot enter time off requests for dates before January 1, 2013. ity Override: Use the fields in the Worker Eligibility Override section to override lity rules defined at the time off plan level. Define eligibility rules for a specific time off only if they differ from the plan's eligibility rules. Workday enforces the rules defined for the time off, instead of the plan eligi lity rules. + All employees are eligible for the time off if you do not define eligibility criteria for the plan or the time off. + An employee must satisfy all criteria that you specify in the same row. + If you define criteria in separate rows, a worker must satisfy the criteria in at least one row. Requests for intermittent time off must pass the validation rules for both the time off and the ‘ules during the entry of a time off request and applies the leave validation rules upon submission @ related leave of absence. Workday applies the worker eligibility rules first, the time off validation of a request or upon a save for later action. © Limit Override: Use the Limit Override fields to override the lower time off limit defined for the time off plan. The lower limit controls how much time off to pay when employees exceed their available balance. * Forthe Value: Select the calculation rule that returns the minimum number of hours or days allowed in the balance of the time off plan. Select a constant value or @ calculation to define the amount. For example, -40 hours or 5 days depending on the unt of time the plan uses. Time off units that reduce the balance below the limit are considered unpaid. To indicate that no time off should be paid when workers reduce their time off balance to zero, enter 0 (zero). To allow workers to receive paid time off when their balance falls below zero, enter a negative value. © 2014 Workday, Inc. Page 19