Non-PAT / Non-AEP Workday Absence Balance Entry

This message was sent on behalf of Samantha McLaughlin, IRP, Director of HCM Transformation, to the HR Network on November 10, 2020.

Current absence balances have been uploaded into Workday. As we get used to new ways of working in Workday, confirming the information provided to IRP for absence balances is an important post-go-live activity.

On September 18, an email was shared with the following recommendations for vacation and sick days non-PAT and non-AEP submissions. Your department was asked to send absence balances to Yasin Shivji via email.

Specifically, units were asked to share:

• Vacation balances include 2020 full entitlement less vacation time taken through to and including November 15.
• Sick balances will include entitlements less time taken through to and including October 26.

What do I need to do?

Follow these steps to ensure accuracy of your employee absence balances.

• Review your submission shared with Yasin Shivji.
• Determine if it included future requests beyond November 15^th and up to December 31^st.
• Follow the steps outlined in the information below and update balances via Yaz Shivji: Yasin.Shivji@ubc.ca by FRIDAY, NOVEMBER 13, 2020.

Vacation Balances

For example:

• An employee gets 200 hours of vacation for the year.
• On 31^st October, they had 50 hours left to use.
• If they had 20 hours of vacation requested for December, that should not be included in the balance delivered.
• If they shared it and it was included (so their balance delivered would have been 30). It is not required to re-enter this time in Workday as it would reduce the available hours to 10 (which is incorrect).

Time off requests for Nov 1-15th that were pre-approved before go-live will not be in Workday. Employees should not expect to see this in their absence calendar.

Sick Balances

Sick balances are up-to-date and there should be no future requirements. From November 1st, Workday will calculate sick accruals for the remainder of the year. If the units did submit sick balances to include remaining 2020 accruals, contact Yasin Shivji to determine the next steps.

Additional Help

Please refer to the IRP Transition Activities page for more information or for more help, reach out for assistance on the UBC Self-Service portal.