Workday Time and Absence Management

Learn the ultimate features in Time and Absence Management

Highlights

  1. No prerequisite
  2. Priceless downloadable certified documents (PDF, PPT, XLS, Visio’s, DOC)
  3. 24/7 access to course curriculum for 3 months 
  4. 24*7 Workday Tenant access for 720 hours
  5. Hands-on support from the trainer
  6.  Interview preparation, job placement, and support
  7. Remote job placement with this training 
  8. 70+ Real-world projects, examples and case studies  
  9. 500 Interview questions 
  10. Sample resumes for every Workday job
  11.  Flexible schedule to fit your needs

What you will learn

  1. 10 years of real-time Workday live project experience by our expert
  2. Learn the Workday Technical Basics, foundation, and essentials.
  3. Learn about Time Code Group, Time Calculation Tag, Calc Priority
  4. Design and configure in Workday by yourself.
  5. Method of placement: internal client projects, external vendors, direct  full time client or partner referrals
  6. Workday Certification assistance and referral for immediate certification
  7. Take your career to the next level!
  8. After this course, you will have the skills to start a successful career in Workday Time Tracking.
Course Summary

Stress-free time tracking. Reduce labor costs. Minimize compliance risks. Increase worker productivity. Do all this and more with Workday Time Tracking in one global system. Say hello to easier time management. Empower your people to enter, track, and approve time when and how they want. Get real-time analytics to make smarter workforce management decisions. Proactively alert managers when attention is needed. This time tracking training for customers who are ready to implement and manage Workday Time Tracking. Through hands-on activities, participants will configure the core elements of Workday Time Tracking, including time entry options, calculations, security, business processes, touch points, work schedules, and administrative tasks. This course is designed for users who are responsible for the configuration and administration of Workday Time Tracking or for individuals who need in-depth Workday Time Tracking training in order to make informed design decisions.                                                                                                     

Course goals and objectives:

Workday’s Time Tracking solution is built on a global core and designed for organizations to collect, process, and distribute time data for its global workforce. with self-service users in mind, workday time tracking provides a solution for collecting, processing and distributing time data for workers throughout and organization. Time Tracking is unified with Workday HCM and Workday Payroll and offers web time entry, time approval, configurable calculations, basic scheduling , and project time entry.

•  Explain and present time entry features.

•  Discuss Time Tracking implementation options.

•  Configure Time Tracking in conjunction with Workday Payroll, Cloud Connect for 3rd party payroll, Absence Management, and Work management.

•  Track and administer reported and calculated time.

Overview of Time Tracking

•  We provides a high-level overview of time tracking.
•  Describe the basic functionality of time tracking.

•  Explain the relationship between time tracking and payroll, Absence Management, and Projects and work management.

Define basic setup components and enter time.

• The mail objectives are Time entry codes, Calculation tags,Time entry templates, Time tracking and payroll periods, Eligibility rules, Calculations.

• Define and assemble these components to enable basic time entry without calculations and then use them to configure simple overtime calculations.

• Identify The Key time tracking setup components.

• Describe the function of the various setup components.

• Configure setup components to enable time entry and calculate payable time.

Configure basic overtime calculations.

• Configure basic overtime calculations.

• Define calculation tags.

• Define calculation priorities.

Configure the calendar based UI 

Learn how to configure time entry codes and time and time entry templates to control how users enter time and interact with the calendar based UI, the defaulting of information to the time entry calendar, and other components of time entry.

  • Define the entry method for a time entry code(hours only of in/out).
  • • Specify a default time entry code.
  • • Set the display name of a time entry code.
  • • Define the sort order of time entry codes and valid out types.
  • • Specify default in/out patterns.
  • • Set increments for hours entry and rounding markers.
  • • Enable Quick add, Micro edits, Auto fill and worktags entry.
  • • Configure calendar totals and subtotals.

Configure advanced time tracking calculations.
          Learn to configure advanced Time Tracking calculations and created calculated fields to use as conditions in a calculation.

  • • Consecutive day calculations.
  • • Minimum daily hours calculations.
  • • Minimum weekly hours calculations.
  • • Shift differential calculations.
  • • Time block conditional calculations and create calculations.

Time tracking and absence.

  • •  Explains at a high level how data is passed from Absence Management to time tracking and vice versa.
  • •  Explain how time tracking and absence management connect and share data.
  • •  Modify the request time off business process security policy so that managers can enter time off for a worker.
  • •  Include time off in a time tracking calculation.
  • •  Map a time entry code to a time off accrual.

Validations
          Explains how validation rules can be used to prevent workers from entering or submitting invalid time entries.

  • •  Time before 6:00 AM.
  • •  A cost center of 15000 for a job of sales representative.
  • •  Compensatory time if entering less than 40 hours in a week of 8 hours in a day.
  • •  Holiday time for a day that’s not a holiday.

Time to payroll.
           Retrieve and pay time tracked through workday time tracking and Pass work hours from time tracking to a 3rd party payroll system.

  • •  Describe the data retrieval elements used to pull time tracking hours into workday payroll earnings.
  • •  describe how workday payroll retrieves time for a pay run.
  • •  Explain integrations with 3 rd party payroll.
  • •  Explain best practices to a payroll administrator.
  • •  Configure workday to pull work hours into an earning calculation.

Time to projects.

Explains at a high level how data is passed from Time tracking to projects. Able to enable time entry by project on the time entry.

Delivered and custom reports.

Overview of workday delivered reports and explains how to build custom reports to track worker time and manage time reporters. Identify the delivered standard reports for time tracking. Explain which report data sources and report fields are available to build custom time tracking reports. Build custom reports using a variety of data sources.

Domain security

Configure domain security for time tracking to provide selected individuals with access to specific tasks, reports and reporting items. Able to describe how domain security is configured in time tracking.

Time tracking business process.

How to configure business process workflow and security for time tracking. Configure the time tracking business process workflow. Configure time tracking business process security policies.

Administration

High level time tracking administrative tasks and how they are performed. Adjust calculated time to reallocate a worker’s overtime to a different cost center`

  • Enter hours for a terminated employee. Modify the business process security policies for time tracking to enable the payroll administrator to mass advance the business process. Manually advance the time tracking business process.

Absence Calendar:
You can use this topic to help make decisions when planning your configuration and use of Absence Calendar. It explains:

    • • Why to set it up.
    • • How it fits into the rest of Workday.
    • • Downstream impacts and cross-product interactions.
    • • Security requirements and business process configurations.
    • • Questions and limitations to consider before implementation.

•Refer to detailed task instructions for full configuration details.
What It Is
Absence Calendar enables workers to view their time off balances and leave requests in 1 calendar view.
You can use the Absence Calendar to enable workers to enter multiple types of time off in 1 request and correct previous requests.
On the separate team absence calendar, managers can view their own, and requests from their team. Workers can view approved requests for their team on their absence calendars.
Business Benefits
Absence Calendar:

    • •Improves user experience by providing 1 location to enter absence requests.
    • •Increases operational efficiency and visibility of absences as managers can view time off and leave for their teams.
    • •Reduces administrative overhead and reliance on third-party calendars.

Use Cases:
•You can use Absence Calendar to:

    • •Group together related time off and leaves. Example: Create separate groups for unpaid and long-term absences.
    • •Enable users to view some types of absence balances but not others. Example: You might want to hide certain balances so workers can’t enter requests against them.
    • •Enable employees to view requests from their team on 1 interface.

Concept: 
The Absence Calendar and the related actions simplify absence requests by merging the tasks for requesting time off and leave of absence. You can use the combined approach that the Absence Calendar provides instead of the Time Off and Leave calendar that distinguishes between time off and leave types. You can manage absence requests from the calendar using these tasks or related actions (from the worker):

  • •Correct Absence
  • •Correct My Absence
  • •Enter Absence
  • •Request Absence

You configure the Absence Calendar with the Absence Calendar business process security policy. The business process security policy works with these business processes for time off and leaves, which manage the action steps for time off and leave requests:

  • •Correct Time Off
  • •Request Leave of Absence
  • •Request Time Off

The related actions access the Absence Calendar, and workers select from a combined list of time off and absence types, collectively known as absence types. As a result, when employees request an absence, they don’t have to distinguish between time off or leave types. Report field labels also use the term Absence.
If your organization doesn’t distinguish between time off and leave, the Absence Calendar approach might fit your needs. When deciding between the 2 approaches, consider: Option Time Off and Leave of Absence 

  • •Verify the configurations for leave type segments to ensure that they support the Absence Calendar. Leave segments define the leaves types you can use when placing workers on leave.
  • Configure the Enter Absence initiating action on the Absence Calendar Business Process Security Policy so that secured workers can:
    • •Enter time off for workers
    • •Place workers on leave.
  • •Consider whether other organizations, such as Payroll, have sufficient access to enter time off or leaves for workers. With the Configure Team Absence task, you can enable other roles or teams to view absence requests on the Team Absence Calendar.
  • Concept: Team Absence
    Team absence enables managers and workers to view the time off and leave requests of their teams and extended organization.Managers can view the Team Absence Calendar report to analyze absence requests so that they can better manage team resources.
    • Workers can click the View Teams button from these calendars to see teammates’ absence requests that might impact their own request:
  • You specify which time off and leave types employees can access by selecting Visible for Team Absence for each type in the Configure Team Absence task.Access Groups
    Workday uses access groups to provide visibility to team absence views. An access group consists of:

  • •Assignable roles or job profiles.
    • •Organization types.
    • •Subordinate organization access.
    • •Leader role access.
  • You create the access groups on the Manager Self Service and Employee Self Service tabs of the Configure Team Absence task.
  • Manager Self Service tab: Managers in these access groups can view members of the selected organization types if they have a selected assigned role.
    • Employee Self Service tab: Workers in these access groups can view members of the selected organization types if they have a selected job profile.
    • For all access groups, you can select whether to include access to:
      • •Subordinate organization members.
      • •Workers with Is Leader roles.
  • •Visibility
    Workday lets you select which type of absence requests that you want to be visible to managers and workers.
    Example: For privacy purposes, your organization considers Family Medical Leave to be a sensitive leave type. For this reason, you clear the Visible for Team Absence check box for Family Medical Leave. You hide leave requests using this leave type from the access groups for Manager Self Service or Employee Self Service.
    Workers secured to time off and leave events in the View All section of these business policy security policies can see these events regardless of the Visible for Team Absence configuration:
    • •Request Time Off
    • •Request Leave of Absence
  • Workers see only approved current and future events. Managers can see all events and statuses.

ence Calendar Security Considerations
As you plan to enable Absence Calendar, consider:

Time Off
Setup Considerations: Time Off Plans
You can use this topic to help make decisions when planning your configuration and use of time off plans. It explains:

  • •Why to set them up.
  • •How they fit into the rest of Workday.
  • •Downstream impacts and cross-product interactions.
  • •Security requirements and business process configurations.
  • •Questions and limitations to consider before implementation.

•Refer to detailed task instructions for full configuration details.
What They Are
A time off plan defines rules for entering and tracking 1 or more related time offs. When you set up time off plans, workers and managers can enter time off requests, correct requests, and track the status of requests through self-service pages and reports. Administrators can track, adjust, and manage accrual, time off, and time off plan balances.
Business Benefits

  • •Provides flexibility in creating a variety of time offs that suit the specific requirements of your organization.
  • •Minimize risks as you define optional or required default validation rules for taking time off.
  • •Lower operational costs by tracking time off balances and accruals.
  • •Easily enter and view time off requests in Workday Time Tracking.
  • •Integrate with Payroll to process payments to workers.

Use Cases

  • •Workers can track the approval process of a week-long vacation request.
  • •Managers or absence partners can approve pending time off requests.
  • •Absence Administrators can adjust accruals when workers change or lose their accrual eligibility due to a change in employment status.
  • •Absence Administrators can view time off patterns using reports for workers’ absence from work on certain days of the week.

 Set Up Time Off Plans
Prerequisites

  • Enable multiple job functionalities on your Workday tenant.
  • Security: Set Up: Time Off domain in Time Off and Leave functional area.

Context
Time off plans enable workers to request time off and their managers to approve the requests. You can also use time off plans to set up accruals, time off taken, and balances. Enter basic information for a time off plan first, and then associate the components as you create them.

Setup Considerations: Time Off
You can use this topic to help make decisions when planning your configuration and use of time off. It explains:

  • •Why to set it up.
  • •How it fits into the rest of Workday.
  • •Downstream impacts and cross-product interactions.
  • •Security requirements and business process configurations.
  • •Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.
What It Is
Workday time off functionality enables:

  • •Workers to record when they’re taking time away from work.
  • •Administrators to manage the impacts a time off can have on other areas of Workday and other third-party systems. Example: Workday Payroll.

Business Benefits

  • •Improve efficiency in your organization as managers can predict trends, and plan resources accordingly.
  • •Integrate with a Payroll solution to enable you to simply process payments for workers on time off.
  • •Provides flexibility in creating time offs that suit the specific requirements of your organization. This functionality improves the user experience as they can quickly find the correct time off for their request.
  • •Workday provides reports that enable you to track costs. You can easily view how much absenteeism is costing your organization and calculate your liability.

Use Cases

  • •Enable workers to view and request some time off types, but not others.
  • •Enable workers to request time off on behalf of another. Managers can also correct time off requests.
  • •Import large volumes of time off events into Workday.
  • •Enable workers to enter time off requests through different actions. Example: Absence Calendar, Time Tracking, or both.

Concept: Relationship of Time Off Plan Components
A time off plan defines rules for entering and tracking 1 or more related time offs. When you set up time off plans, workers and managers can enter time off requests, correct requests, and track the status of requests through self-service pages and reports. Administrators can track, adjust, and manage accrual, time off, and time off plan balances.
Components of Time Off Plans
To build a simple plan that supports basic time off entry and approval, create time offs and add them to a time off plan.
Time off plans that track accrual and time off balances include additional components:

    • •Time offs
      • •Time off types
      • •Validation text
    • •Accruals
    • •Balance Period
    • •Period Schedule

Time Off Priorities and Accruals
When a period includes an accrual with a custom frequency, Workday processes time offs by priority for the days taken before the accrual. Workday processes time offs taken after the accrual separately.
The accrual for Lisa’s time off plan occurs on the 15th of each month. Lisa requests:

  • •March 4: Sick time (priority 3).
  • •March 5: Vacation (priority 1).
  • •March 20: Floating holiday (priority 2).
  • •March 21: Vacation (priority 1).

Before processing the accrual, Workday processes the time off in this order:

  • •March 5 vacation.
  • •March 4 sick time.

After processing the accrual, Workday processes the time off in this order:

  • •March 21 vacation.
  • •March 20 floating holiday.

Concept: Entering Time Off in Absence and Time Tracking
You can configure time offs so that workers can enter them through Absence, Time Tracking, or both. On the Create Time Off task, the entry options are represented as:

  • •Enter through Time Off Only
  • •Enter through Time Tracking Only
  • •Enter through Time Tracking or Time Off

Absence and Time Tracking handle time off entry in different ways. Time offs entered in Absence follow the Request Time Off business process and time offs entered in Time Tracking follow the Enter Time business process. Time offs that can be entered in both Absence and Time Tracking follow whichever business process was used to enter the time off.

Concept: Eligibility for Time Off Plan, Time Off, and Accrual
Workers are eligible for time off and accruals based on:

  • •The eligibility rules you add to a time off plan.
  • •The eligibility fields on the time off plan.

Workday first evaluates worker eligibility for a time off plan before evaluating eligibility rules associated with the time off plan.

  • •Eligibility Rules
  • •Pointers for Defining Eligibility Rules
  • •And/Or Logic
  • •Time Off Plan Filters
  • •Where to Add Eligibility Rules

Eligibility Rules
You can create calculations to use as eligibility rules on time off plans. The eligibility rules specify the conditions that workers must meet for a period to take time off and accrue it. Each rule identifies:

  • The condition.
  • When the worker must meet the condition (period start date or period end date).

Example: Employees must work full-time at Global Modern Services as of the period start date. Employees who meet this condition remain eligible for the time off plan for the entire period. Even if they switch to a part-time position or change companies later in the period.
By default, all accruals and time off associated with a time off plan have the same eligibility criteria as the plan. If eligibility criteria for a particular accrual or time off differ from the plan, you can configure the accrual or time off to override the plan eligibility criteria.
Additionally:

  • The only eligibility criteria you need to define for a time off plan is the worker type. All workers of the specified type are eligible for the plan, including accruals and time off, if:
    • •The time off plan has no other eligibility criteria.
    • •The time off and accruals have no eligibility override instructions.
  • When an accrual has eligibility override instructions, workers must meet the accrual eligibility criteria (not the plan) to receive the accrual.Example: Workers must work full-time to be eligible for the time off plan. Full-time workers with 2 or more years of service are eligible for a bonus accrual within the plan. Override criteria for the bonus accrual must specify that the worker:
    • •Is full-time.
    • •Has completed 2 or more years of service.
  • Workday checks a worker’s eligibility for a time off during the entry of a time off request. The Type prompt displays only those time offs the worker is eligible for on:
    • The request date, or:
    • •The first day of the request, if using the calendar to select multiple dates for the same request.
  • •Workday also checks eligibility for each date requested through the calendar. It displays an error message when a worker isn’t eligible for dates within the request.
  • •For intermittent time off, a worker must meet the eligibility criteria for both the time off and its related leave. Workday applies the time off eligibility rules first.

Pointers for Defining Eligibility Rules
You can use instance set comparison calculations, logic calculations, and value comparison calculations to define eligibility criteria. Workday delivers calculations and report fields you can use within your own calculations, most of which are based on period start date or period end date. (These dates come from the period schedule associated with the time off plan.)

  • Ensure eligibility criteria covers workers hired or terminated midperiod, if they’re eligible for a plan.Example: Your eligibility criteria specify that workers must be full-time as of the period start date. Consequently, you add criteria for newly hired workers based on period end date. Conversely, you base criteria for most workers on period end date. You then include criteria for terminated workers based on period start date.
  • Understand how to use And/Or logic in eligibility criteria.
  • If using Workday-owned calculations and report fields, use the calculations and report fields in the Absence or Common category.Don’t use calculations related to subperiods, as they are for Payroll use only.
  • If you use custom organizations in your time off rules, avoid using:
    • •Report fields involving default organizations.
    • •Custom organizations having dynamic membership rules that return more than 3,000 workers or that Include Subordinate Organizations in Rule.Workday recommends that you use static or semi-dynamic usages for membership rules that return more than 3,000 workers. Alternatively, use another organization report field that returns a subset of the workers eligible for a plan.
    • •Calculations must use period start date or include an additonal “worker is not terminated as of period end date”. This avoids terminated workers inadvertently becoming eligible for time off plans, time offs, and/ or accruals.

And/Or Logic
When you define eligibility rules, you can select one or more calculations in the same row or in different rows. This distinction is important:

  • AND logic applies to criteria in the same row.
  • OR logic applies to criteria in separate rows.

When criteria is in a single row, workers must meet all criteria (AND logic). When you define multiple rows of criteria, a worker must meet all criteria in at least 1 row (OR logic).

Concept: Effective Dating for Absence
When creating a new time off plan, you must select an effective date to create a dated configuration snapshot. Additionally, when editing an existing accrual, time off, or time off plan, you’re prompted to edit an existing or create a new effective-dated snapshot. You can select from period start dates that derive from the period schedule of the Time Off plan.
Only fields in the tabbed sections of these tasks are effective-dated:

  • •Create Time Off Plan
  • •Edit Accrual
  • •Edit Time Off
  • •Edit Time Off Plan

The Absence Configuration Snapshots report enables you to compare configurations across snapshots for a setup object.

Leave of Absence
Set Up Leave of Absence
Setup Considerations: Leave of Absence
You can use this topic to help make decisions when planning your configuration and use of leave of absence functionality. It explains:

  • •Why to set it up.
  • •How it fits into the rest of Workday.
  • •Downstream impacts and cross-product interactions.
  • •Security requirements and business process configurations.
  • •Questions and limitations to consider before implementation.

•Refer to detailed task instructions for full configuration details.
What It Is
Workday leave of absence functionality enables:

  • Workers to record when they’re taking leave from work with an estimated or flexible end date.
  • Administrators to manage the impacts a leave of absence can have on other areas of Workday and other systems. Example: Headcount Reporting or Payroll.

Business Benefits
You can use Workday leave of absence functionality to:

  • •Track costs as you can use reports to view how much absenteeism is costing your organization and calculate your absence liability.
  • •Minimize risks as you ensure that your leave policies are consistent with country-specific requirements.
  • •Improve efficiency in your organization as managers can use reports, predict trends, and plan resources accordingly.
  • •Integrate with a Payroll solution to enable you to process payments to workers on leave.
  • •Streamline the process of moving workers from one leave type to another. Example: Paid to unpaid maternity leave.
  • •Create a variety of leave types and families that can suit the specific requirements of your organization. This functionality improves the user experience as they can quickly find the correct leave type for their request.

Use Cases

  • •Enable workers to view and request some types of leave, but not others.
  • •Place workers on, and return them from, a leave of absence.
  • •Request documentation, other required information, or both from workers when they enter leave requests.
  • •Import large volumes of leave of absence events into Workday.

Steps: Set Up Leave of Absence
Prerequisites
To create position-based leave types, enable multiple jobs functionality in your Workday tenant.
Review setup considerations for leaves of absence.
Context
When you set up leaves of absence, workers can use self-service pages to enter leave of absence requests and view the status of their requests. Managers and administrators can place workers on leave, return workers from leave, and track leave.

Managing Leaves of Absence
Place Workers on Leave

Prerequisites

  • Set up a leave of absence.
  • Configure the Request Leave of Absence business process and security policy in Time Off and Leave functional area.

Context
Place a worker on leave when they’re unable to access Workday to enter their own request. Example: Long-term sick leave.

 

Concept: Importing Leave of Absence Events
You can load large volumes of leave of absence events into Workday Absence using Workday Enterprise Interface Builder (EIB) and SOAP UI for these web services:

  • Import Request Leave of Absence
  • Import Request Return From Leave of Absence

You can use these web services to:

  • Load leave events in Workday from a third-party tool.
  • Migrate validated leave events into Workday.
  • Load batches of leave events in bulk.
  • Correct multiple leave events for multiple workers.

When loading request leave of absence events, Workday recommends that you don’t load:

  • Events linked to prior events in the same file.
  • New events and their corrections in the same file.

Concept: Identifying Workers on Leave
When a worker is on leave, Workday displays the notation (On Leave) after the worker’s name. This depends on the On Leave Visibility Status Type setting on the leave type. You can configure the leave type to display the (On Leave) status:

  • •Always.
  • •Never.
  • Only to those who are authorized to see the worker’s leave of absence.

Multiple Job Visibility
If your leave types display the (On Leave) status and your tenant has multiple jobs set up, you can display these notations when a worker goes on leave:

  • (On Leave) displays after the worker’s name and after every position if the worker is on a:
    • Worker-based leave.
    • Position-based leave for every position. (A plus sign displays (+) after a secondary position’s name.)
  • (On Leave) displays only after the positions that are on leave, not the worker’s name, if the worker:
    • •Is on a position-based leave for a subset of his positions, and
    • •Isn’t on a worker-based leave.

Absence Event Tracking
Manage Absence Cases
Context
You can track and assist workers who are on long-term time offs and leaves of absence. You can track their progress as they reach milestones and checkpoints in their path to rejoining the workforce. You can define a checklist of various reintegration activities, such as meetings and compensation changes, and the timeline over which they occur. Many countries have statutory requirements for the reintegration process. Example: you can track the process of reintegration of workers who are returning after a long-term illness.
Create Absence Case Groups
Absence case groups define the conditions that automatically initiate absence cases for workers. Groups are based on a set number of days of absence in a defined period.
Initiate Absence Cases
You can manually initiate an absence case for a worker if your business process or absence case group configurations don’t apply to their situation.

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