Employee Time Off & Overtime Report
A detailed guide on how to create a custom report in Workday that displays overtime, vacation balances, and other employee-specific data.
Overview
To build a report in Workday that combines overtime, vacation balances, and employee-specific information, you’ll need to utilize multiple Workday business objects. These objects will allow you to pull the necessary data and then combine it in a report that meets your requirements.
Struggling with manual time tracking and inaccurate overtime calculations?
Automate time off management and overtime reporting with Workday's comprehensive time tracking solutions for improved accuracy and compliance.
Key Workday Business Objects
You’ll need to use the following business objects to gather the necessary data for your report:
Vacation Balance:
Business Object: Time Off
Contains: Leave balances, accruals, time off requests, leave type (e.g., vacation, sick leave), and remaining time off.
Overtime Balance:
Business Object: Time Entry or Time Tracking
Contains: Time entries with work hours, overtime hours, regular hours, and any associated time codes for overtime.
Employee Information:
Business Object: Worker
Contains: Employee details such as name, employee ID, department, job title, hire date, etc.
Optional (if overtime is paid separately):
Business Object: Pay Component
Contains: Payroll data, including pay for overtime hours, if your organization tracks overtime pay as a separate component.
Step-by-Step Process to Create the Report
1. Create the Custom Report
In Workday, you’ll use the Report Writer to create your custom report. The steps to create the report are as follows:
Navigate to the Report Writer:
In the Workday search bar, type “Create Custom Report” or navigate to My Reports > Create Report (depending on your version).
Choose Custom Report under the Report Type.
Select the Data Sources (Business Objects):
For this report, you will need to select the following business objects:
Time Off (for vacation balance)
Time Entry (for overtime hours)
Worker (for employee details)
If you’re interested in displaying overtime pay, you might also need to include the Pay Component business object.
Configure the Report Filters:
After selecting your business objects, you can start adding the filters you need. Filters are useful for narrowing down the data to a specific time period, department, or employee.
For example:
Time Period Filter: Limit the report to show time off or overtime data for a specific period (e.g., current month, last quarter, etc.).
Employee Filter: Limit by employee or department to show only relevant records.
Overtime Filter: If overtime hours are identified by specific time codes, you can filter for those time codes.
Define the Columns to Display:
In this step, you will choose which fields to include in the report. For your specific report, you should consider the following columns:
Employee Information (from the Worker business object):
Employee Name
Employee ID
Department
Job Title
Manager (optional)
Hire Date (optional)
Vacation Balances (from the Time Off business object):
Leave Type (e.g., vacation, sick leave, etc.)
Accrued Leave (leave balance available)
Leave Taken (leave taken within the time period)
Leave Remaining (balance after leave taken)
Overtime Hours (from the Time Entry business object):
Overtime Hours Worked: Filter by time codes for overtime hours (e.g., OT1, OT2, etc.).
Regular Hours Worked: Regular work hours (to compare).
Overtime Pay (if applicable, from the Pay Component business object):
Overtime Pay Amount (this can be used to show monetary compensation for overtime if tracked separately in payroll).
2. Calculate Overtime Hours and Pay
To include overtime data, you’ll need to decide how you define overtime and how it’s tracked in your system.
Overtime Hours: Workday may automatically categorize overtime if the organization has defined a time entry rule that distinguishes regular and overtime hours. For example, if employees work more than 40 hours in a week, anything over that limit could be automatically flagged as overtime.
To identify overtime in your report:
Use Time Entry and filter by specific time codes such as “OT” or “Overtime.”
If overtime is based on a specific threshold (e.g., more than 40 hours per week), you might need to use a calculated field to sum up the total hours and flag those that exceed the standard workweek.
Calculated Field for Overtime (example):
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If [Regular Hours] > 40 Then [Regular Hours] – 40 Else 0
This formula will calculate the overtime hours as the difference between regular hours and 40 hours, if applicable.
Overtime Pay: If overtime is paid separately (e.g., 1.5x regular pay), this should be stored in the Pay Component object. You would need to include Overtime Pay as a field in your report if it’s tracked separately.
Overtime Pay Amount: Filter for the overtime pay components such as “Overtime” or “OT Pay.”
3. Grouping and Sorting the Report
Once you have selected the necessary fields, you can group and sort the data as needed:
Group by Employee: You’ll want to group the report by the Employee (using the Employee ID or Worker ID) so that each employee’s overtime and vacation balances are displayed in individual rows.
Sort by Department or Job Title: Sorting by department or job title can help you organize the report more logically, especially if you’re presenting the data for management review.
4. Adding Calculated Fields (if needed)
If you need to perform additional calculations (e.g., calculating total vacation used or overtime pay), Workday allows you to add calculated fields directly in the report writer.
For example:
Vacation Remaining: You can calculate the remaining vacation balance by subtracting the Vacation Taken from the Vacation Accrued.
Example formula:
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Vacation Remaining = Accrued Vacation – Taken Vacation
Total Overtime Hours: Summing up overtime hours across the selected period (if overtime is logged as separate time entries).
Example formula:
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Total Overtime Hours = Sum of Overtime Hours
5. Customize Report Layout and Output
Once you’ve configured the data, you can format the report output, adding any custom headers or summaries to make it easier to read.
You can also choose the report format (e.g., PDF, Excel, etc.) depending on how you intend to share the data.
6. Test the Report
Before finalizing, test the report to ensure the data is accurate:
Ensure overtime hours are correctly captured.
Verify vacation balances are accurate, and that they reflect leave taken versus accrued.
Check that all employee data is correct and properly grouped.
7. Schedule and Share the Report
Once you’ve confirmed the report is working as expected, you can schedule it to run at regular intervals (e.g., weekly or monthly) or run it on-demand.
Schedule the Report: Set the report to run automatically at a specific time, such as at the end of each payroll cycle.
Share the Report: You can share it with specific stakeholders, managers, or HR personnel, depending on your organization’s workflow.
Example Report Output:
Employee Name Employee ID Department Vacation Balance Vacation Taken Overtime Hours Overtime Pay Total Regular Hours
John Doe 12345 Sales 40 hours 8 hours 5 hours $75 35 hours
Jane Smith 67890 HR 60 hours 4 hours 3 hours $45 38 hours
Bob Johnson 11223 IT 120 hours 16 hours 8 hours $120 42 hours
Conclusion
By following the steps above, you can create a comprehensive custom report in Workday that includes overtime hours, vacation balances, and employee details. The Report Writer tool allows for flexibility in selecting data sources, applying filters, and creating calculated fields to meet your organization’s reporting needs. Always ensure your time-tracking and payroll data are accurate to get the best results.
Let me know if you need further clarification on any part of the process or additional tips!
Struggling with manual time tracking and inaccurate overtime calculations?
Automate time off management and overtime reporting with Workday's comprehensive time tracking solutions for improved accuracy and compliance.
