Submitting & Correcting Absences

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Submitting Absence/Time Off Requests

Submitting an absence request for any time off should be done prior to the time off whenever possible. Employees can only submit time off requests up to 1 pay period after the time was taken. Managers can submit time off for their team members up to 2 pay periods after the time was taken. If you need to update or correct an absence more than 2 pay periods after it was taken, please reach out to payroll@sju.edu.

  1. To request an absence, go to the "Absence" app in Workday:
    • Absence app in Workday
  2. Click on "Request Absence" in the left menu:
    • Request Absence button in the request menu
  3. This will bring you to your absence calendar. Find the day(s) you would like to take off and click on them (either individually or by clicking and dragging your mouse); then click "Request Absence" in the bottom left corner of the screen
    • Note: you will also see your absence balances on this screen on the left sidebar. You can even change the "Balance as of" date to see what your expected absence balance is at the time you are looking to take the time off
    • Absence calendar with 1 day ready to request
  4. In the pop-up window, choose the absence type - you can either click on the search bar or type in the absence type you want (sick, vacation, jury duty, etc.) and click "Next"
  5. ​​​​​​You will now see all of the days requested as full days off. If you need to take only a half-day or a few hours, click on "Edit Quantity Per Day" on the right side:
    • Request absence confirmation window
    • This will bring up a new window where you can either edit the number of hours each day or "Update All Quantities". When finished, click "Done"
      • Edit quantity per day window
  6. Once the hours are correct, click "Submit" on the main request absence page.
    • Now the request is sent to your manager for approval - you can see all of your approved and awaiting approval requests on your absence calendar. Approved requests will show up in green, and requests awaiting approval will show up in gray:
      • One request awaiting approval (in gray) and one approved request (in green)

 

Correcting/Cancelling an Absences

To correct or cancel an absence, go to the absence app in your app menu and click on "Absence".

  1. In the left menu, click on "Correct Absence"
    • Absence app menu with correct absence circled
  2. This will take you to your Absence Calendar. From here, you can see if the request has been approved yet or not (approved requests will show up in green, submitted requests that are still awaiting approval will show up in gray).
  3. If the request has NOT been approved yet (gray), simply click on the day(s) and click "Cancel this Request":
    • Cancelling a request that has not yet been approved
  4. If the request has already been approved by your manager, you will need to submit the full correction. Click on the green time off you want to cancel/correct and it will bring you to the "Correct Absence" window. From here you can either "Select All" or click the minus sign to remove specific days. When finished, click "Submit":
  5. This will send the correction to your manager for approval/notification that your time off has been updated. You will see the correction show up in gray again, and once it is approved by your manager, it will be fully removed from your absence calendar.

 

If you have any questions or issues about this process, please submit a Workday ticket here.

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