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Supervisor Guide
Approving Time and Absence Requests

Approving Time and Absence Requests

In this Section

Hiring Toolkit
Onboarding Toolkit
Approving Time and Absence Requests
Hybrid/Remote Work Resources
Handling Conflict: Tips and Best Practices for Supervisors
Employee Discipline
Reporting Injuries and Other Incidents
Offboarding Toolkit

Supervisors are responsible for reviewing, verifying, and approving employees' time and absence requests in Workday. This includes ensuring that non-exempt employees review and submit their timecards and verifying the accuracy of hours worked, overtime, and leave time taken. All employees should submit time-off requests when they are away from work. You are also responsible for adhering to deadlines for timecard submissions and approvals, and for designating delegates to approve time in your absence. 

When you receive an absence request or a request to approve an employee’s timecard:

  • Carefully review the request or timecard, ensuring that the reported hours accurately reflect the work performed. This may involve checking for missed punches, overtime, and leave requests. 

  • Ensure that all time worked, overtime, and leave time are accurately reported by employees before the payroll deadline. The Payroll Calendar is available here.

  • Your approval of an employee's time card signifies that you have verified the accuracy of the reported time and leave.

  • If you delegate this task to another employee in your absence, they should have first-hand knowledge of the hours worked by the employee, so they can make informed decisions regarding the time reported.

  • If errors or omissions are found on a timecard, work with the employee to correct them before the deadline.

  • Adhere to the designated deadlines for submitting and approving timesheets and absence requests. Approvals after the deadline may result in delayed payment to employees.

  • Ensure that all employees, including student employees, understand their responsibilities for submitting their timecards by the published deadline each pay period.

 

  1. Under Menu, click Manage Absence.
  2. On the right-hand side, under balances, you will see your balances per plan as of today’s date. Under requests, you will see all time off requests for the current year and whether or not they have been approved or not, or are waiting for approval.

View time off and leave of absence balances as of a certain date:

  • Change the date next to “balance as of” to see what your balance will be as of a specific date (which will take into account all future approved absences).

 
  1. Under Menu, click Request Absence.
  2. Click on the day(s) you wish to take time off or click and drag to select multiple days. Click on a selected day to deselect it.
  3. Once your day(s) are selected, click on continue.
  4. Select the type of absence you are requesting.
  5. Optional - to change the quantity per day amount, edit the number of hours. If you selected multiple days, you can “edit individual days”.
  6. Optional - attach any appropriate supporting documents by dragging them to the attachments field or clicking select files.
  7. Click submit. 

Submitted time off requests that have not yet been approved can be canceled. Once approved, you must correct the request to cancel it. 

  1. Under Menu, click Manage Absence.
  2. Choose the date you want to cancel. 
  3. On the bottom, click cancel absence. 
  4. Enter a comment. Commenting is required for a cancellation.
  5. Click submit, then done. No approval is required.

Managing Team’s Absences

 

As a manager, you have the option to approve or deny absence requests, or send them back for revision. 

To view an absence request:  

  1. Navigate to your Inbox. 
  2. Click the Absence Request Inbox item. 
  3. (Optional) Click the View Balances button to view an employee’s time off balances. 
  4. Click Approve, Send Back, Add Approvers, or the More button. From the More menu, you can select Deny or Cancel.
  5. If approved, click the Detail and Process arrow to view the employee’s time off summary.
  6. Click Done.

When an employee comes back to work after a leave of absence, the manager will enter information about their return. From the Time and Absence application:   

  1. Click Return Worker from Leave under Tasks.
  2. Select the direct report on leave.
  3. Click OK.
  4. Enter the first day back at work.
  5. Enter the actual last day of absence. The first day back at work must be after the actual last day of absence.
  6. Click Submit, then Done.

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