View and Request Time Off (PTO/Absence)

Overview

This Job Aid is designed to show employees how to view Time Off balances and enter Time Off Requests.

Key Terminology

Term

Definition

Absence

Refers to all non-worked time.

Time Off

Refers to all non-leave, non-worked time. Includes PTO, Sick, Jury Duty, and Bereavement.

View Time Off Balances

1. On the homepage, select Menu.

2. Select Absence. If you do not see it, use the bottom “Add Apps” to add it.

3. Under View, select Absence Balance.

4. Select the Effective Date of your balance. The date will default to the current day, and will show your accrual as of that day.

If you’d like to see your accrual balance as of a day in the future, change the date as appropriate.

5. The Absence Balance screen will show each of the employee’s absence plans.

A. Balance As Of Date – Your Time Off balance as of the effective date

This balance corresponds to the ‘Vested Balance’ in the old Kronos system. It reflects your accrual, as of the effective date, minus time used prior to the effective date. It does not reflect accrual usage logged for future days.
To view a balance that incorporates future-dated accrual usage, select an effective date in the future.
To view your balance as of the end of the fiscal year, when accruals reset, select June 30th as the effective date.
Reminder: PTO Accruals occur on the anniversary of your hire day. For example, if you were hired on September 17th, then you will accrue your monthly amount on the 17th of each month

B. Balance As Of Date (Including Events Awaiting Approval): includes time submitted prior to the effective date that has not yet been approved by your supervisor.

Balances Tracked in Hours

Description

Beginning Year Balance

Accrual amount to start the year. This typically represents the amount you’ve carried over from the previous year.

Accrued Year to Date

What you’ve accrued as of the effective date.

Absence Paid Year to Date

Amount of time you’ve used in the fiscal year, as of the effective date.

Beginning Period Balance

Accrual Balance at the beginning of the pay period (week or month, depending on your status).

Accrued in Period

Represents the amount of your monthly accrual.

Absence Paid in Period

Amount of time used in the effective period (week or month, depending on your status).

Carryover Forfeited in Period

Amount of time, from the previous fiscal year, that you did not carry over. This represents unused time that exceeds WIBR’s annual carryover maximum of 40 hours.

Balance As Of Date

Your accrual balance, reflecting your YTD accrual minus your approved YTD usage.

Balance As Of Date (Including Events Awaiting Approval)

Your accrual balance, reflecting your YTD accrual minus your approved and unapproved YTD usage.

Enter Time Off Requests

Under the Menu, you will find the Request Absence app and the Manage Absence app. If you don’t see them, tap “Add Apps” at the bottom of the MENU to add them.

1. There are two ways to initiate a Time Off Request. In Workday Apps, select Request Absence app. Or, in the Workday Search Bar, search for the report: Request Absence.

2. The Request Absence app will open. Select the days or date range, then click Continue.

3. Select the type of absence and click Submit Request.

If you need to request multiple types of time off for the same date, or change the date of an existing entry, click Edit Individual Days.

4. When you are satisfied with the request details, click Submit Request.

Your request will be routed to your supervisor for approval.
After submission, the request will be entered into the Absence Calendar in gray, indicating that it has been submitted.

5. You will receive a Workday notification once your request is either approved, rejected, or sent back to you for amendment.

If the request is approved, the entry on the Absence calendar will turn from gray to green.
If the request is sent back, make the necessary changes and resubmit.

Cancel Absence Request

1. Open the Manage Absence app under the MENU.

2. In the calendar view, select the absence entry you previously submitted.

3. Review the status of your request, then click the Cancel Absence button at the bottom of the screen. You can cancel an approved request; it will be routed to your supervisor for approval.

Additional Details

For weekly employees:

Requests made through the Absence Calendar will automatically route the employee’s timecard.
Weekly employees can also enter Time Off time directly onto their timecard for the active pay period.
- For example, a weekly employee who takes an unscheduled Sick day does not need to submit a request through the Absence Calendar. They can enter that day directly into the timecard (refer to the Enter Time job aid for more info). While they can enter it through the Absence Calendar, it's not required in that instance.

Please feel free to email workday@wi.mit.edu with any questions.