Absence Management Guide

Recent News

Workers have a new, simplified absence request and management experience.

• On desktop, workers remain on the page they are on to request absence on a new micro calendar.
• On mobile, a single calendar allows requests for time off and leave of absence.
  
• New! Workers can view their team's time off. On the home page, click the link under Timely Suggestions to View Team Calendar (will not display if the team has no planned time off or if the worker has no peers at their level). Workers can also view the team’s time off when correcting their own time off request.

The new calendar experience streamlines the manager's experience as well. Managers can edit and cancel time off entries directly from their team absence calendars, among other benefits.

Tip Sheets with Step-by-Step Instructions

Self Service

• Self Service-Request Time Off
• Self Service-Request Academic Leave of Absence
• Self Service-Request Leave of Absence Security Roles Time Off and Leave-Manage Leaves of Absence 

Manager Self Service and Security Roles

• Time Off and Leave-Manage Academic Leaves of Absence and Partial Leaves
• Time Off and Leave-Manage Furloughs
• Time Off and Leave-Manage Time Off
• Staffing Event-Time Off Plan Transfer Balance or PTO Payout

Guidance and Policies

University policies govern the Workday processes for time off and leaves of absence.

Policies from the Provost Areas

• Faculty Handbook
• Office of the Vice Provost of Faculty

Policies from Penn HR

• Attendance and Absence

During Change Job Business Processes

Time-off Plan Transfer Balance or PTO Payout

• When a Payroll Partner assigns a new pay group, as a step in Change Job > Promotion/Demotion business process, the HR Analyst then gets a step to complete a Time Off Plan Transfer Balance.
• When a worker who accrues time off moves from nonexempt to exempt, the change job business process should begin only after the last weekly pay is entered.
• When an employee moves from a position with a time off plan balance (like staff) into a position with no eligible time off plan (like faculty), the balance should be paid out. A step will come to the HR Analyst to enter a Payout Adjustment of Units to Payout. The HR Analyst should enter the units and submit.

Future Time Off

Eligibility for a time-off plan may change during promotion or demotion; typically, from a non-exempt to exempt time-off plan.

• A service step will remove all future time off entries and notify the employee the time off requests need to be re-entered in the new time off plan.

During Termination

Manager Resources

Managers have detailed insight into their direct reports in the Manager Insights Hub.  Managers can quickly access relevant and timely tasks, reports, and cards, including absence management:

• Request and manage absence
• Return and place a worker on leave
• View the team absence calendar
• Worker time off balance details
• Upcoming team time off, leaves of absence, and workers on leave