Welcome to this =Fast15 on Workday, requesting time off. In this webinar I'm
going to show you the absence functions of Workday: how to request time off, how
that process is routed through Workday, and I'll show you the calendar functions
within the program. When you log into Workday on your home page under your
applications you'll see the absence function. When I want to request some
time off I will start with this absence app. When the screen loads I have two
options on the left-hand side: I can request an absence or correct an absence
I've already submitted. On the right hand side I have my leave balances as of
today. This is also the application I'd use for any submissions and requests for
time off under the Family and Medical Leave Act otherwise known as FMLA and
OFLA. These are on a case-by-case basis and you should be working through HR on
those processes, but Workday will still show me how many hours of those
different medical leaves and family leaves I have available in addition to
basic leave balances including personal business, sick leave, straight time, and
vacation leave. Even though we can track and manage our time off in Workday,
Workday does not replace our state payroll system. At the end of the month
or end of the pay period we still need to go into ePayroll and complete our
timecard. Workday however does have a link to ePayroll, the OSPA website link,
so when you are done looking at your absence you can go in and enter your
timesheet. Within absence on the left-hand side simply click on request
absence to start your request for time off. Work day will then present to you a
calendar view where you can select a date range
and view your team absences and your co-workers can see on their team
calendar if you have taken time off.
And you can also see if there's anybody else on your team that might be taking
leave or time off at the same time as you.
I can select specific workers or if I simply click "OK" I can see the team
calendar with my leave requests overlaid. Now I've already submitted a couple
different leave requests here in this example and have a couple approvals but
in this example I don't see anybody on my team that has actually requested time
off. If I did, I would simply see their name and I would only see if it was
approved, but I wouldn't see if they for example had sick leave, medical leave,
military leave, I wouldn't see any of those leave types.
I would simply know that they were out that day. When I'm ready to request an
absence I click on the button to select a date range. For this example I'm just
going to highlight a future date on my calendar by dragging it across calendar
days. I can also click in days themselves or I can click and drag to
highlight. For this example I'm going to request five days off, a week of vacation,
on the date selected. Once I've selected any dates Workday will allow me to
click on the orange request absence button and select the type of leaves I'm
going to use. I want to look for vacation leave, but I do essentially have
most of the leave options available to me as a state employee such as jury duty,
family and medical leave, military leave, interview leave, and even leave without
pay. Since I'm taking vacation I'll go ahead and select the vacation option.
Workday should automatically populate my position and I will click Next. The
next screen will show me a day by day or in this case since I selected a block of
time, a row of the actual hours I'm requesting. Workday will default and
say I'm taking the full days off but let's say I'm not taking this whole week.
I can click on "edit quantity per day" and if needed change how many hours that
I am actually requesting, and I can put in any comments. And if I was doing a
partial day, let's say I I only took an afternoon off, I would want to put in
these comments the exact time that I want to take off so my manager can
review that. I can also change the quantity per day, for
example, I am on a different shift, different work schedule such as 4
10's or four 9'sand a 4. Once I'm ready and have all my days and
hours ready to submit I can enter overall comments about this request for
example if my supervisor approved this verbally. Maybe we just had a normal
conversation and my supervisor told me to go follow up with the official
request .I could put that in the comments and then click Submit. When I submit
Workday returns me back to my calendar. I'll see my vacation, a block of time
from March 4th through March 8th; however, it will be in a gray color. Gray means
I've submitted a request for time off and it has not yet been approved. I can
click on the request itself through the calendar which pulls up the details of
the request and if needed I can cancel it before it's approved.
Perhaps my plans changed or I decided not to take a vacation at all. Before
it's approved I can cancel the request. Once I submit that
my manager will get that request in their Workday inbox and they can enter
any comments, send my request back with any suggested modifications, either
request or approve or otherwise modify. Once they've approved on my calendar
I'll see a green check box next to the submission. In this example I've already
submitted a request for February 14th and 15th, but let's say that I didn't
take as many hours off as I had requested. On the 14th and 15th and I had
to start my vacation a little bit later than I wanted to. Whenever I click on a
piece on my calendar on an approved request like I just did Workday will
immediately take me to the correct absence screen and this is where I can
edit quantities per day or if I click on the minus button, I can remove an entire
row which removes an entire day. If I didn't start my vacation until Friday in
this example, so I didn't need to take February 14th off, I can delete that day.
And again I can enter any comments and this submission will go to my manager
to either correct, send it back, or approve. And as you can see I deleted
Thursday February 14th. Workday turned that back to a submitted vacation day
and the row is grayed out. Again until my manager approves that it will not fall
off the calendar, but I still had February 15th approved and it will
remain in Workday. I didn't change anything on February 15th. With this
calendar what I can do at the end of the month is audit this against my timesheet
in ePayroll. I can either print out this calendar or I could open both windows. I
see what I'm approved for and submit through ePayroll at the end of the month. Again
Workday does not replace our current timekeeping system. We still at the end
of the month need to go in and enter that time. What Workday provides is a
single calendar and a way for you to view your teammates approved leave or
yours, and provides tracking and to see where requests have been submitted and
where those requests are in the process. And it's also not designed to replace
any conversations you may need to have with your team or supervisor or any
other considerations you need to take if you're deciding to take time off if
you're going to be out of the office. So please continue to have those
conversations: Talk to your team, talk to your supervisor,
do what you're doing now to communicate. Workday is intended to document and track.
In this webinar we've covered how to request an absence through Workday, how to
view the different calendars, and how you can correct absences once submitted.
Thanks for attending this =Fast15. I hope you have a great day