Workday Guide Managing Team Time Off

Transcription

1 Workday Guide Managing Team Time Off This guide shows how to manage time off on the Workday system for a team. This process is normally given to the Line Manager or another key individual where it has been agreed that the responsibility may be appropriately delegated (for example where a PA has been provided with delegated authority by the line manager). This person is known as the Approver. For instructions on how to request or amend time off, refer to the separate Time Off process guides. Important: Please note that this system can only be used to book short term time off of no more than one month at a time. These instructions should be used when booking the following types of absence: Holiday (Annual Leave) Bought Holiday Compassionate Leave (paid or unpaid) Jury Service Parental Leave Reserve Military Service Sick Leave Statutory Time Off Unpaid Leave (authorised or unauthorised) Time off for Dependants Away From Office Non-holiday related leave should always be discussed with your local HR contact first so that you apply the relevant guidelines and request appropriate documentation where this may be required. If you need to manage leave over a longer period (e.g. long term parental leave) or have any unusual leave requests then please speak to your HR Business Partner. Requests for Time Off will arrive in the Approver s Workday Inbox. You will receive an concerning any new requests. If you want a quick way to review all holidays taken in your Division/Department or Cost centre, refer to the FAQ section at the back of this guide. Instructions to Review a Time Off Request 1. Login to Workday. There should be a task in the Approver s Workday Inbox. Click on this task. (Note that where managers have delegated their authority to another member of staff the approval will appear in both inboxes [unless the manager has chosen to remove this inbox notification option] but once this has been approved, this will disappear from both inboxes). or Click on the appropriate link in the notification , which will take you directly to the task.

2 2. Review the task in the Approver s Inbox. See below to view all leave for your direct reports. Important: Some Time Off requests will appear in hours, rather than days. This includes holiday requests from any part time staff or those with irregular working hours. Note that this may mean that you receive several requests where staff work irregular hours. 3. Approve the request by clicking Approve or If the request requires amending or cancelling, click Send Back 4. If Clicking Send Back, you must next add a reason for the employee. Click Submit. 5. If approved, the employee will be notified and no further action is necessary. If sent back, the employee will receive a task in their Workday Inbox with instructions. If the employee resubmits the request, you will receive a new task to review (see step one). Adding Sickness and other Time Off Holidays, sick leave, study leave and exam leave should be requested by the member of staff and they will need to initiate the process by requesting this type of leave in order to generate an approval which will be sent to the Manager s inbox. However, long-term sick leave, unpaid leave and compassionate leave will need to be added by the Manager. Instructions to Add Time Off for a Member of Staff 2. Under the Action menu, click Enter Time Off. 3. Click the Worker box. Type in the name of the member of staff. Click OK

3 4. Use the arrows to select the correct month. Then click on each day in the calendar to select. The date will change to light blue when selected. Click the day again to deselect. Follow this step for both full days and half days. The number of days left to book will be shown. 5. Once the correct days have been selected, click on the Request Time Off button at the bottom left of the screen. 6. A new screen will appear. The mandatory fields are marked with a. Select the appropriate type. If sick leave, select the reason. The Daily Quantity will default to 1 which means full days. To change to half days, change this value to 0.5. When complete, Click Submit. Important: Sick Days are always booked in days, but some time off (e.g. holidays for part time staff) will be booked in hours. For adding attachments (such as a medical certificate / doctors note): Important: If the time off is due to sickness, please submit a medical certificate / doctors note for the employee as required. This can be done by attaching a scanned version in the Attachments section here. 7. The calendar will now show the requested days in green (approved). A notification will have been sent to the employee. No further action is necessary. Viewing and Reporting on Team Time Off To review the time off taken by the team, there are a few reports built into Workday. These reports show time off that is approved and awaiting approval. Instructions to View Calendar of Direct Reports Time Off Important: A few managers may not be able to see this report. Alternatively use the report below.

4 2. Under the View menu, click Time Off and Leave Calendar. To review all time off for a larger team, use the following report: Instructions to View All Time Off 2. Under the View menu, click All Time Off. 3. Click on the Organisations box and select My Organisations. Select the highest level that you wish to run the report on (e.g. select the Department if available to run a leave report for the whole Division). Tick the Include Subordinate Organisations and Include Managers boxes. Select the dates to run the report. Click OK To Check Holiday Allowance for Team Instructions to View Calendar of Direct Reports Time Off

5 2. Under the View menu, click Time Off Summary. 3. Click Period. Select All Periods and then the month at the end of the holiday period (e.g. 1 Dec to 31 Dec if the holiday years ends at the end of December) 4. Click Organisations. Select My Organisations and select the appropriate team. Tick Include Subordinate Organisations if required. Click OK. 5. The report will show the holiday and other leave taken for the year and the allowance left. Important: Where a member of staff works part time or an irregular work pattern, the allowance will be shown in hours.

6 FAQ Q. Is it possible to see a calendar view of the time off of anyone outside of my Direct Reports? A. No, this option is not available in Workday. The team Time Off report will show all time of in a list. However, a simpler process to access this information is to use the Workday Calendar for the UK available via the UK intranet website. If you select the Workday Calendar link on the intranet homepage, you can choose to see time off for other people in your Division and your Department. Select the Month & Level in the top left hand corner: Then click View Report in the top right hand corner: Q. Why is it not possible to request time off for long term leave on the system? A. Such leave can affect payroll and it is important that any requests go through HR. Q. Can I save the review of a request for later? A. Yes. Simply click Save for later in the task screen. The task will be saved in your Workday Inbox for the future. Q. Why do some staff book their holidays in hours? A. Staff who work part time or an irregular work pattern book their holidays in hours. This is to allow for the fact that some staff work different numbers of hours on different days of the week. For these staff, booking holiday hourly is the only way to ensure that holiday is allocated fairly.