Restricted Rights - Illuceo Limited
Workday Guide - Requesting Time Off
This guide shows how to request time off on the Workday system, to be reviewed by your line manager (or a person who has this responsibility for your area).
Important: Please note that this system can only be used for short term time off of no more than one month at a time e.g. holidays, exams. If you want to book off a longer period (e.g. long term parental leave) then please speak to your line manager who will liaise with your HR Business Partner. Note that some categories of time off must be booked by contacting HR. This is to ensure that the Group complies with employment law and regulations.
Instructions to Book Time Off1. Login to Workday. From the Home Screen, click on the ‘Time Off’ icon /
2. Under the ‘Request’ menu, click ‘Time Off’. /
3. Use the arrows to select the correct month. Then click on each day in the calendar to select the dates you wish to book time of for. The date will change to light blue when selected.
Click the day again to deselect. Follow this step for full days, half days and booking off hours.
For annual leave, the number of days left to book will be shown.
Important: If you need to book a mixture of full days and half days, then this will require two separate requests. Full days and half days cannot be selected on the same request. /
4. Once the relevant days have been selected, click on the ‘Request Time Off’ button at the bottom left of the screen.
Important: Note that if you are requesting a half day or time off in hours, still click the button. The amount of time being booked is confirmed in the following Workday screen. Clicking this button will not automatically book the entire day.
Continued on next page. /
5. A new screen will appear. The mandatory fields are marked with a .
Select the appropriate type (e.g. Annual leave).
Typically, the ‘Daily Quantity’ will default to ‘1’ which means full days. To change the request to half days, change this value to ‘0.5’.
When complete, Click ‘Submit’.
Important: A number of sub-categories are contained within the ‘Away From Office’ option. This includes study leave, medical appointments and exam leave. Select the correct type in the reason field. Note that this type of leave is booked in hours (see below).
If you are a part time employee or have an irregular work pattern, then your Annual Leave will be booked in hours too. Please refer to training document ‘Requesting Annual Holiday in Hours’ for more information. /
6. The calendar will now show the requested days in grey and an approval request will have been sent to your line manager. To request more time off, select the days from the calendar (go to step 3). /
Time Off Booked in Hours
To allow greater flexibility, some categories of time off (such as ‘Away From Office’) are booked in hours, not days. When selecting a category that is booked in hours, the screen will change to show ‘Unit of Time: Hours’ (see screenshot).
Update the number in the ‘Daily Quantity’ field to reflect the number of hours required for each day.
Important: If you are a part time employee or have an irregular work pattern, then your Annual Leave will be booked in hours too. Please refer to training document ‘Requesting Annual Holiday in Hours’ for more information.
Approved Time Off Requests
When your line manager approves your request, you will receive a notification in Workday. No further action is necessary.
Amending Returned Time Off Requests
If your request is not approved, your line manager will return the request to you. It will appear as a task to complete in your Workday inbox.
Instructions to Amend a Returned Time Off Request1. Login to Workday. There should be a task in your Workday Inbox. Click on this task. /
2. The task will appear on the right hand side. From here it is possible to:
Add additional dates (click the + symbol)
Remove dates (click the – symbol by the date)
Change dates to full days or half days (change the ‘Requested’ number as appropriate)
Once all of the dates have been amended, click ‘Submit’.
Important: A Time Off request cannot be completely deleted using this process. See below to delete an unapproved request. /
3. The time off request will now be resubmitted to your line manager with the amended dates.
Cancelling an Unapproved Time Off Requests
To completely cancel a request that has not been approved, a different process is required. This process is the same for requests that have been returned and those that are in your line managers Inbox.
Please follow these instructions to cancel a request.
Instructions to Cancel an Unapproved Time Off Request1. Login to Workday. From the Home Screen, click on the ‘Time Off’ icon /
2. Under the ‘View’ menu, click ‘My Time Off’. /
3. On the list of requests, find one of the dates that you wish to cancel.
Under the ‘Time Off Event’ column, hover your cursor over the text in the respective row (do not click on the text). A small image with three dots will appear . Click on this image.
Under ‘Actions’ hover over ‘Business Process’ and click ‘Cancel’ /
4. The next page will show all of the dates in the request. Enter a comment and click ‘Submit’ to cancel the request. Then Click ‘Done’. /
5. The request will still show, but will now show a status of ‘cancelled’. /
To change or cancel a time off request that has been approved, read on.
Amending or Cancelling Approved Time Off
To amend approved time of, any additional dates will need to be submitted via a new request. It is possible to reduce or cancel approved time of using the following process.
Instructions to Reduce or Cancel Approved Time Off1. Login to Workday. From the Home Screen, click on the ‘Time Off’ icon /
2. Under the ‘Request’ menu, click ‘Time Off Correction’. /
3. In the table, under the ‘Correction to Requested’ column, change any dates that are no longer required to ‘0’. Dates can also be amended from full days to half days and vice versa.
The cancel the entire time off, change all dates to ‘0’ /
4. When all of the dates have been corrected, click ‘Submit’. /
5. The time off correction request will now be resubmitted to your line manager for approval.
Viewing Time Off Information
Instructions to View Time Off1. Login to Workday. From the Home Screen, click on the ‘Time Off’ icon /
2. To view all time off requests (approved, awaiting approval and cancelled), click
‘My Time Off’.
Use this view to check if Time Off requests have been approved.
/
3. To view remaining time off for the period, click ‘Time of Balance’ and select the end date of the appropriate holiday year period (e.g. 31 December if the holiday year runs from the 1 January) /
FAQ
Q. Is it possible to view the time off of someone else in the team?
A. This is not possible in Workday, unless someone is a line manager in which case they can view the time off of their direct reports.
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 a half completed time off 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.