Overview
Categories of paid time off that were called "Paid Leave" in my.mtholyoke are called "Absence" in Workday. This article describes the process for requesting time off using the Absence app. Policies regarding when absences are entered have not changed. At any point in the current month or pay period, employees can record an absence, in keeping with existing department policies.
Steps
Submit an absence request
- From the Global Navigation menu on your Home screen, click the Absence app.
- On the right side of the screen, select the button labeled Request Absence. This will open the “Absence Calendar”
- To the left of the Absence Calendar you will see a list of absence balances as of today's date. You can edit the date in the "Balance as of" field to estimate future accruals. You can reference these numbers before starting your request.
- Click the date(s) in the calendar that want to request time off (absence) for. Click the orange Request Absence button at the bottom of the screen.
- A dialogue box will now appear. Select which type of absence you are requesting by opening the "Type" menu and selecting "Time off." For most workers, the available absence types may include: floating holiday, funeral leave, jury duty, personal leave, sick, and vacation.
- Note: The option "Leave of Absence" cannot be completed through employee self-service. Reach out to the Benefits team in Human Resources to request a leave of absence.
- A field may appear asking you to confirm your position. If you have more than one job at Mount Holyoke, be sure you are making the request on behalf of the correct position. Click Next.
- On the next screen, click the Edit Quantity per Day button to add the number of hours of absence needed for each day of your request.
- Note: Comments are optional. You may add comments if your manager requires them, or if comments are helpful. For example, "Working in the morning, leaving at lunch to catch the train."
- Click Done.
- You will be returned to the "Request Absence" screen. Upload documentation if required (e.g., jury duty).
- After you have confirmed that all the details are correct, click Submit.
- Your request will be sent to your manager for review and approval.
Change an absence request
- From the Global Navigation menu on your Home screen, click the Absence app.
- On the right side of the screen, select the button labeled Correct My Absence. This will open the “Absence Calendar”
If the absence request is pending approval it will be grey and show a small clock icon (🕒). You cannot change a pending request; you can only cancel and resubmit it. Follow these steps to cancel your request, then follow the steps at the beginning of this guide to create a new request.
- Click on the request you want to cancel and resubmit
- In the pop up menu that appears, click Cancel this Request
- On the next screen, enter a comment verifying that you intend to cancel the request
- Click Submit
- You can now create a new absence request with the correct information, if necessary
If the absence request has been approved it will be green and show a small check mark icon (✅). You can change or cancel an approved Absence request. Follow these steps to change your request:
- Click on the request you want to change
- In the pop up menu that appears, make changes. The following options are available:
- Click Select All to make the same change to all days in your request
- For example, if you requested three days of vacation but you got sick and need to change all three to sick time
- Click the checkbox (☑️) next to a specific day of your request to make changes to that entry only
- Click the minus icon (➖) to remove a day from your request
- Add a comment if necessary
- Add attachments if necessary. For example, Absence requests for jury duty require documentation to be submitted with the request.
- Click Submit when you are finished making changes