Absence Partner Time Off/Leave of Absence

Transcription

1 Absence Partner Time Off/Leave of Absence Initiate Employee as Self Process may be initiated by Manager or Employee as Self. For routing recommend process be initiated by Employee as Self Manager Approve Absence Partner Reminders FMLA leave if applicable to situation Engineering Human Resource Contact Information Engineering Workday Help Engineering Phone: TIP Red Text throughout document indicates an Engineering Workday Best Practice Overview Absence Partner will have job functionality in Workday in different business processes such as, Absence Management and Termination. Absence Management encompasses Time Off and Leave of Absence. Time Off Time Off requests are primarily entered by Employees and Managers approve single level of approval Absence Partner or Manager submits leave for employee does not route for approval, completes when submitted Entered for Paid Leaves Entered for Unpaid Absences of less than 30 days Time Off requests do not include specific hours taken, just number of hours in quarter time increments (i.e. 2 hours) Absence Partner will utilize All Worker Time Off and Absence Partner View All Worker Time Off reports to review time off for compliance need to run at least once a week Termination Determine if Time Off payout upon termination is needed Process Lump Sum Payment using current process outside of Workday (i.e. completion of lump sum paperwork) Leave of Absence Employee requests a Leave of Absence approved by both Manager and Absence Partner Entered for Unpaid Absences for 30 days or longer Absence Partner (or Manager) will submit the business process Place Worker on Leave if employee is unable to request a Leave of Absence requires approval by Manager (by Absence Partner if Manager submits)

2 Leave of Absence Continued Assign Roles to Worker business process is part of the Request Leave of Absence business process reassign security roles to ensure business process are completed during the employee s absence Return from Leave Employee initiates a return from a Leave of Absence approved by Manager and Absence Partner If employee does not request a return from leave, then Absence Partner or Manager can submit the Return Worker from Leave business process. Important Information about FMLA Does the Employee have any paid time off they are eligible to take? YES Do they have enough days off to cover the entirety of the absence? YES Enter Time Off twice for the Employee for the same date range once with the Type Paid Time Off once with the Type FMLA Does the Employee have any paid time off they are eligible to take? NO Enter Time Off twice for the Employee for the number of paid days they have accrued once with the Type Paid Time Off once with the Type FMLA THEN enter a Leave of Absence for the remaining time off Does the Employee have any paid time off they are eligible to take? NO Enter the FMLA as a Leave of Absence by using the process Place Worker on Leave Should leave start the day after paid time off ends? 1. If an Employee is using paid time off and then an unpaid Leave of Absence, then the Leave of Absence should start the day after the paid time off ends. Workday will handle the weekends 2. If the last day of paid time off is partial, then the Employee should use the Unpaid Time Off to finish out the day If you want to view Time Off and Leaves of Absence on the same page, open the Absence Calendar view, sample below, (go to Employee s related actions tab Time and Leave Enter Absence) Page 2 of 7

3 Maintaining Accrual Adjustments and Override Absence Partner should use this business process to adjust leave accruals if needed. For example, to remove accruals if posted and employee is not eligible for those hours. For granting of accruals, previous state service verification should be completed by Engineering Payroll before any adjustment to accruals are completed (Engineering Human Resources will post these adjustments.) NOTE: Workday has the functionality to post Sick and Vacation accruals if missed. For example, when an employee is leave eligible and hire date is after the first of the month Page 3 of 7

4 Approvals for Leave Grants such as Administrative Leave, Sick Leave Pool hours, Sick Leave Direct Donations will continue to be processed outside of Workday and submitted via our current approval process (paper form). Engineering Human Resources ONLY will be posting any grants/approvals/deductions for these Leave Types. Reports: All Worker Time Off and Absence Partner View All Worker Time Off Provides time off requested and approved by the date time is taken off. All Worker Time Off: Input Organization(s) (can choose more than one), Start and End date of month(s) you would like to review Report View Absence Partner View All Worker Time Off report provides an account of all the time off requested and approved for specific employees and provides the date the time off request was entered. Absence Partner View All Worker Time Off: Input Organization(s) (can choose more than one), Time Off event(s), Start and End date of month(s) you would like to review and either input a date in Entered On or After or Entered On or Before Page 4 of 7

5 NOTE: A biweekly employee can enter time off/absence hours in a timesheet and when the timesheet is approved, the leave is approved. However, if the time off/absence is entered in the time off or absence business process, then the time off/absence must be approved prior to the timesheet being submitted in order for those hours to be paid. Pending time off/absence requests can be moved forward (approved) by the Absence Partner if there is a need to do so. Page 5 of 7

6 Benefits Favorites Inbox Appendix 1: Overview of Common Workday Worklets Name Worklet Description benefits, including change benefits, beneficiaries and dependents. You can use the worklet to view your benefit elections and current benefits cost A worklet containing favorite reports and tasks for easy access A worklet showing your action items, To Dos, and approvals; required for all users and is required on the Home page My Team My Team Management Pay Personal Information Safety Time Time Off your team, including viewing your direct reports and their employment information (transfer, promotion or change of job). This worklet is being retired in 2018 your team, including viewing your direct reports and their recent activity. For example you can Promote, or Change Job, Add Job, Terminate and Place Worker on Leave here. Finally, you can view important information such as a team comparison, the Organization Directory, Headcount, Management Chain and Timeline your pay, including accessing withholding elections and payment elections and viewing payslips, total compensation, bonus and one-time payment history, tax documents and allowance plans your personal information, including changing your contact and personal information (such as your addresses, and phone number), emergency contacts, photo, legal name, preferred name and government IDs; required for all users and cannot be removed from the Home page A worklet enabling employees, managers and safety partners to report safety incidents your time, including entering your time and viewing your timeoff balance time off, including viewing your time-off correction, leave of absence, time off & time-off balance Page 6 of 7

7 Term Benefit event Business object Business process Drill-down Event Field Filter Full Time Equivalent (FTE) % Functional Area Headcount I-9 Life Event Open Enrollment Event Org Chart Performance Review Process Pre-Hire Roles Staffing Event Supervisory Organization Task To-Dos W-4 Worker Worker Profile Worklet Appendix 1: Workday Common Terminology Description An event that gives you the opportunity to change your benefit elections. A set of related fields. Instances of a business object include rows in a table or a spreadsheet, with each instance representing a unique occurrence of that type of object. A business object can have no instances, one instance or many instances. Workday automatically links related business objects together. For example, supervisory organization details are linked to a supervisory organization; the supervisory organization is linked to positions; positions are linked to employees; etc. A task that you can initiate, act upon and complete to accomplish a desired business objective. Business processes are created using a combination of actions, approvals, approval chains, To Dos and/or checklists. An action can be a single task or sub-process. Examples of business processes include Hire, Change Job, Request Compensation Change, Terminate Employee etc. A feature to view more data in a matrix report. When you click a drillable element (such as a drillable field in the table view), a context menu appears that enables you to select a new View By field. If the Enable Drilldown to Detail Data check box is selected on the Advanced tab of the report definition, you can also select details associated with the selected report element A transaction that occurs within your organization, such as hiring or terminating a worker An area that contains data related to a particular primary or related business object A clickable icon used to narrow down data. Clicking this icon will create a row on your report where you filter data to display from one or more columns The ratio of a worker's scheduled weekly hours to the weekly hours for the business site. If a worker works 20 hours a week and the business site weekly hours are 40, then the worker's FTE% is 50% A group of tasks, reports and objects. For example, the HCM solution includes functional areas such as Benefits, Talent & Performance, Absence and Manager/Employee self-service. Each of Workday's solutions is grouped into distinct functional areas The number of workers in an organization An employment eligibility verification. A document all workers must complete to verify their identity and employment authorization A benefit event that occurs in your personal life, such as getting married or having a child A type of enrollment event that typically occurs once per year system wide. Unlike benefit event enrollment, which is triggered by a life event or job change, an open enrollment event applies to an entire employee and retiree population A visual depiction of how an organization is structured. It outlines the roles and responsibilities of and relationships among individuals within an organization The formal process to establish annual worker goals and conduct the performance evaluation process, which includes review and rating of goals, competencies and position responsibilities A term used in Staffing to identify individuals (candidates) before employment and used in Recruiting to identify candidates who are in the Offer or Background Check stage A group of people with specific responsibilities and permissions. When a business process runs, the role for each step includes all of the workers in that role in the business process target organization Any event that changes your position or job, such as a hire, a transfer or a promotion Workers grouped into a management hierarchy. Supervisory organizations are the primary organization type in Workday. All approvals and checklists are established for the supervisory organization hierarchy, with possible variations for particular organizations within that hierarchy An action you must take in a business process, unless you reassign or delegate the task. For example, notifications or inbox alerts are triggered by steps in a business process Reminders to do something. They can be part of business processes and must be marked complete before the workflow will go to the next step A withholding allowance certificate. This will inform an employer of how much income tax to withhold from your paycheck A person who is either an employee hired by a company or a contingent (contracted) worker A continuously updated page that provides a view of an employee s experience, skills, education, etc. A compact report displayed as an app on your Home page, providing easy access to tasks and information you use on a regular basis, including: Pay, Time Off, Personal Information, and Benefits Page 7 of 7