{"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":"2026-07-07T11:02:15","modified_gmt":"2026-07-07T18:02:15","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":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_85 ez-toc-wrap-left counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title ez-toc-toggle\" style=\"cursor:pointer\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #000000;color:#000000\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #000000;color:#000000\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/hr.uw.edu\/time-absence\/managing-time-and-absence\/managing-employee-absence\/#Entering-time-off-on-behalf-of-an-employee\" >Entering time off on behalf of an employee<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/hr.uw.edu\/time-absence\/managing-time-and-absence\/managing-employee-absence\/#Viewing-time-off-balances\" >Viewing time off balances<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/hr.uw.edu\/time-absence\/managing-time-and-absence\/managing-employee-absence\/#Correcting-time-off\" >Correcting time off<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/hr.uw.edu\/time-absence\/managing-time-and-absence\/managing-employee-absence\/#Absence-types\" >Absence types<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Entering-time-off-on-behalf-of-an-employee\"><\/span>Entering time off on behalf of an employee<span class=\"ez-toc-section-end\"><\/span><\/h2>\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 <\/strong><\/li>\n<li>Actions &#8211;&gt; Time and Absence &#8211;&gt;<strong> Manage Absence <\/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<h2><span class=\"ez-toc-section\" id=\"Viewing-time-off-balances\"><\/span>Viewing time off balances<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>From <strong>Manage Absence<\/strong> on the employee&#8217;s record, you can review Balances on the right-hand side. Change the <strong>Balances as of date<\/strong> to view balances as of a future or past date.<\/p>\n<p>Alternatively, from the <strong>Actions<\/strong> button above the calendar in <strong>Manage Absence<\/strong>, you can select <strong>View Absence for Worker<\/strong>, which will open a table of <strong>Absence Balances as of Current Date.<\/strong><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Correcting-time-off\"><\/span>Correcting time off<span class=\"ez-toc-section-end\"><\/span><\/h2>\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> select the previously entered time off entry, and click the <strong>Edit<\/strong> button. Then change the <strong>Type of Absence<\/strong> or <strong>Hours (Daily)<\/strong> values, as needed.<\/p>\n<p>Alternatively, from <strong>Manage Absence<\/strong>, click <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<h2><span class=\"ez-toc-section\" id=\"Absence-types\"><\/span>Absence types<span class=\"ez-toc-section-end\"><\/span><\/h2>\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. Some absences, including those that may qualify for the <a href=\"https:\/\/hr.uw.edu\/time-absence\/wp-content\/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\/wp-content\/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\/wp-content\/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":49,"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":""},"categories":[],"class_list":["post-429","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/hr.uw.edu\/time-absence\/wp-json\/wp\/v2\/pages\/429","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/hr.uw.edu\/time-absence\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/hr.uw.edu\/time-absence\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/hr.uw.edu\/time-absence\/wp-json\/wp\/v2\/users\/49"}],"replies":[{"embeddable":true,"href":"https:\/\/hr.uw.edu\/time-absence\/wp-json\/wp\/v2\/comments?post=429"}],"version-history":[{"count":3,"href":"https:\/\/hr.uw.edu\/time-absence\/wp-json\/wp\/v2\/pages\/429\/revisions"}],"predecessor-version":[{"id":1668,"href":"https:\/\/hr.uw.edu\/time-absence\/wp-json\/wp\/v2\/pages\/429\/revisions\/1668"}],"up":[{"embeddable":true,"href":"https:\/\/hr.uw.edu\/time-absence\/wp-json\/wp\/v2\/pages\/107"}],"wp:attachment":[{"href":"https:\/\/hr.uw.edu\/time-absence\/wp-json\/wp\/v2\/media?parent=429"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/hr.uw.edu\/time-absence\/wp-json\/wp\/v2\/categories?post=429"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}