{"id":429,"date":"2025-09-11T13:43:54","date_gmt":"2025-09-11T20:43:54","guid":{"rendered":"https:\/\/hr.uw.edu\/time-absence\/?page_id=429"},"modified":"2025-09-12T09:17:21","modified_gmt":"2025-09-12T16:17:21","slug":"managing-employee-absence","status":"publish","type":"page","link":"https:\/\/hr.uw.edu\/time-absence\/managing-time-and-absence\/managing-employee-absence\/","title":{"rendered":"Managing an employee&#8217;s absence"},"content":{"rendered":"<h4>Entering time off on behalf of an employee<\/h4>\n<p><a href=\"https:\/\/employeehelp.workday.uw.edu\/admin-corner\/security-roles\/about-the-time-and-absence-initiate-role\/\">Time &amp; Absence Initiates<\/a> may enter or correct time off on behalf of campus staff, faculty, academic personnel, and student employees in Workday.<\/p>\n<p>1. Choose the absence entry method that you prefer:<\/p>\n<p><strong>OPTION 1: Actions menu off the employee&#8217;s record<\/strong><\/p>\n<p>From the <strong>Actions<\/strong> menu, you can select:<\/p>\n<ul>\n<li>Actions &#8211;&gt; Time and Absence &#8211;&gt;<strong> Request Absence for a Worker\u00a0<\/strong><\/li>\n<li>Actions &#8211;&gt; Time and Absence &#8211;&gt;<strong> Manage Absence\u00a0<\/strong><\/li>\n<\/ul>\n<p>The <strong>Request Absence for a Worker<\/strong> option opens a pop-up calendar over the current Workday page you are on. The <strong>Manage Absence<\/strong> option opens the Workday Absence calendar.<\/p>\n<p><strong>OPTION 2: Manage Absence Calendar<\/strong><\/p>\n<p>From <strong>Manage Absence<\/strong>, select the <strong>Switch Worker<\/strong> button from the top right-hand side of the calendar to change from one employee record to another. The <strong>Switch Worker<\/strong> function opens a pop-up, allowing you to select another employee.<\/p>\n<p>2. To enter the absence, click on one or more calendar days. When selected, the dates will be highlighted.<\/p>\n<div><img decoding=\"async\" src=\"https:\/\/hr.uw.edu\/time-absence\/wp-content\/uploads\/sites\/36\/2025\/09\/2-calendar-days.png\" alt=\"calendar days\" \/><\/div>\n<p>3. At the bottom left, click the button that says <strong># Days \u2013 Request Absence<\/strong>. The number displayed in the button will match the number of days you highlighted in the calendar.<\/p>\n<p>4. From the Request Absence pop-up, select the <a href=\"https:\/\/employeehelp.workday.uw.edu\/admin-corner\/hcm-resources\/time-off-types-for-general-use\/\" target=\"_blank\" rel=\"noopener\">absence type<\/a>.<\/p>\n<div><img decoding=\"async\" src=\"https:\/\/hr.uw.edu\/time-absence\/wp-content\/uploads\/sites\/36\/2025\/09\/4-request-absence-popup.png\" alt=\"request absence popup\" \/><\/div>\n<p>5. From the second screen of the pop-up, you may:<\/p>\n<ol type=\"a\">\n<li>Edit daily hours for each day of the request by changing the value in the <strong>Hours (Daily)<\/strong> field<\/li>\n<li>Change the <strong>Position<\/strong> associated with your request (if you hold more than one position)<\/li>\n<li>Add a <strong>Reason<\/strong> code<\/li>\n<li><strong>Edit Individual Days<\/strong> to change the daily quantity for each selected day<\/li>\n<li>Add a <strong>Comment<\/strong> in the business process that will be appear when the time off is opened in the absence calendar<\/li>\n<li>Add a <strong>Comment to Approver<\/strong> that will appear in the business process history for the <a href=\"https:\/\/employeehelp.workday.uw.edu\/admin-corner\/security-roles\/about-the-time-and-absence-approver-role\/\">Time &amp; Absence Approver<\/a><\/li>\n<li>Expand the <strong>Total Request Amount<\/strong> to view the employee&#8217;s <strong>Available Balance<\/strong> and <strong>Remaining Balance<\/strong> after the request<\/li>\n<\/ol>\n<div><img decoding=\"async\" src=\"https:\/\/hr.uw.edu\/time-absence\/wp-content\/uploads\/sites\/36\/2025\/09\/5-request-absence-details.png\" alt=\"request absence details\" \/><\/div>\n<p>6. Click <strong>Submit Request<\/strong> to route the request for review and approval to the <a href=\"https:\/\/employeehelp.workday.uw.edu\/admin-corner\/security-roles\/about-the-time-and-absence-approver-role\/\">Time &amp; Absence Approver<\/a>, if applicable. Time Off requests must be entered, submitted, and approved prior to the <a href=\"https:\/\/employeehelp.workday.uw.edu\/workday-payroll-calendar\/\" target=\"_blank\" rel=\"noopener\">Timesheet Approval Deadline<\/a>.<\/p>\n<h4>Viewing time off balances<\/h4>\n<p>From\u00a0<strong>Manage Absence<\/strong> on the employee&#8217;s record, you can review Balances on the right-hand side. Change the\u00a0<strong>Balances as of date<\/strong>\u00a0to view balances as of a future or past date.<\/p>\n<p>Alternatively, from the\u00a0<strong>Actions<\/strong> button above the calendar in\u00a0<strong>Manage Absence<\/strong>, you can select\u00a0<strong>View Absence for Worker<\/strong>, which will open a table of\u00a0<strong>Absence Balances as of Current Date.<\/strong><\/p>\n<h4>Correcting time off<\/h4>\n<p>Time Off entries can be corrected in Workday by the employee or the Time &amp; Absence Initiate. Retroactive entries may be changed for up to 90 days from the date of the time off.<\/p>\n<p>To correct a time off, navigate to <strong>Manage Absence,<\/strong>\u00a0select the previously entered time off entry, and click the\u00a0<strong>Edit<\/strong>\u00a0button. Then change the\u00a0<strong>Type of Absence<\/strong>\u00a0or\u00a0<strong>Hours (Daily)<\/strong>\u00a0values, as needed.<\/p>\n<p>Alternatively, from\u00a0<strong>Manage Absence<\/strong>, click\u00a0<strong>Cancel Absence<\/strong> to withdraw the request entirely. The cancellation will route to the designated Time &amp; Absence Approver to review and approve.<\/p>\n<h4>Absence types<\/h4>\n<p>An important part of managing absence is understanding the various types of Time Off and Leaves of Absence. Review the <a href=\"https:\/\/employeehelp.workday.uw.edu\/admin-corner\/hcm-resources\/time-off-types-for-general-use\/\">Time Off Types webpage<\/a> for more information.\u00a0Some absences, including those that may qualify for the <a href=\"https:\/\/hr.uw.edu\/time-absence\/fmla-and-pfml\/fmla-overview\/\" target=\"_blank\" rel=\"noopener noreferrer\">Family and Medical Leave Act (FMLA)<\/a>, <a href=\"http:\/\/hr.uw.edu\/policies\/disability-leave\/\" target=\"_blank\" rel=\"noopener noreferrer\">Disability Leave<\/a>, or <a href=\"https:\/\/hr.uw.edu\/time-absence\/staff-leaves\/parental-leave\/\" target=\"_blank\" rel=\"noopener noreferrer\">Parental Leave<\/a> require both a Leave of Absence (LOA) request and an accompanying request for Time Off. Review <a href=\"https:\/\/hr.uw.edu\/time-absence\/your-time-and-absence\/calendar-examples\/\">calendar examples<\/a> for more information.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Campus staff, faculty, academic personnel, and student employees request and manage their absences in Workday. Also see how to enter time off on behalf of an employee.<\/p>\n","protected":false},"author":51,"featured_media":0,"parent":107,"menu_order":9,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"_lmt_disableupdate":"no","_lmt_disable":"no","footnotes":""},"class_list":["post-429","page","type-page","status-publish","format-standard","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Managing an employee&#039;s absence - Time and Absence<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/hr.uw.edu\/time-absence\/managing-time-and-absence\/managing-employee-absence\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Managing an employee&#039;s absence - Time and Absence\" \/>\n<meta property=\"og:description\" content=\"Campus staff, faculty, academic personnel, and student employees request and manage their absences in Workday. 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