How to Request Paid Time Off (PTO)

Overview 

Requesting PTO is easy and handled in Workday. You’ll submit your request in the Time Off module, your manager will review it, and you’ll receive a notification once it’s approved or denied.

Who can request PTO

• Eligible employees as defined by your location and employment status
• New hires: eligibility and accrual start dates vary; check your local PTO policy

Before you start

• Check your PTO balance in Workday to ensure you have enough hours.
• Review your team calendar and any business-critical dates.
• If applicable, give your manager a heads-up for extended absences.
• Review your local PTO policy for notice periods and blackout dates.

Step-by-step: Submit PTO in Workday

1. Sign in
   • Go to Workday and sign in with your company SSO credentials.
2. Open the Time Off module
   • From the Workday home page, select “Time Off.”
3. Start a request
   • Click “Request Time Off.”
4. Choose dates
   • Select the start and end date on the calendar, like so:

     • 

   • For partial days, choose the day and adjust the hours (e.g., 4 hours).
5. Select time-off type
   • Pick the correct time-off type (e.g., PTO, Vacation, Personal Time).
   • Verify the requested hours do not exceed your available balance.
6. Add details
   • Optional: Add a short comment (e.g., “Family event”).
   • Do not include medical or sensitive personal information.
7. Submit
   • Click “Submit” to send your request for approval.
   • You’ll receive a Workday notification and/or email confirmation.

 

After you submit

• Approvals: Your manager (and any required approvers) will review the request.
• Notifications: You’ll be notified in Workday when your request is approved or denied.
• Calendar: Once approved, your time off may appear on your Workday and/or team calendar.

Change or cancel a PTO request

• Pending approval: In Workday > Time Off > View or Manage Requests, open the request and choose “Cancel” or “Edit.”
• Approved requests: In many cases you can “Cancel” or “Correct” the request in the same place; if not available, contact your manager or HR.

Setting your out-of-office

• Email/Calendar: Set an out-of-office auto-reply and block your calendar.
• Messaging: Update your status in Slack/Teams if your team uses it.
• Handover: Share any coverage notes with your team and stakeholders.

Special cases

• Half days or partial hours: Use the partial-day option when selecting dates.
• Negative balances: If your balance is insufficient, your request may be denied or may pull from another leave type (if policy allows). Check your local policy.
• Sick time, medical leave, parental leave, or bereavement: Different processes may apply. Refer to the relevant policy and follow those steps instead of PTO.
• Holidays: Company holidays are managed separately. Verify the holiday calendar in Workday.