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Request Time Off in Workday
Acme Internal Help Center | Human Resources
This article explains how to submit a PTO request in Workday, what to expect during the approval process, and how to handle common exceptions.
For information on how PTO accrues, carryover rules, and balance caps, see PTO Accrual and Balance Reference.
Before you submit
Confirm the following before submitting your request:
- You have sufficient PTO balance to cover the requested dates. Check your balance in Workday under Time Off > Balances.
- You have reviewed any team scheduling guidelines with your manager. Some teams maintain coverage minimums or blackout periods during high-volume windows.
Submit a PTO request
- Log in to Workday and navigate to Time Off.
- Select Request and choose PTO as the time off type.
- Select your requested dates using the calendar. For a single day, select the same date for start and end.
- Review the hours auto-populated for each day. Adjust if you are requesting a partial day.
- Add a note for your manager if relevant (optional).
- Select Submit.
Your manager will receive an automatic notification to review your request.
What happens after you submit
Your request will show a status of Pending in Workday until your manager acts on it. You will receive a Workday notification when your request is approved or denied.
Approved time off is reflected in your balance immediately. If your request is denied, your balance is unaffected and the dates remain available to request again.
There is no standard SLA for manager approval. If you need a decision by a specific date, contact your manager directly.
Modify or cancel a request
To modify dates on a pending request, cancel the existing request and submit a new one.
To cancel approved time off:
- In Workday, navigate to Time Off > Time Off Requests.
- Locate the approved request and select Retract.
- Confirm the retraction.
Your balance will be restored once the retraction is processed.
Partial days
Workday defaults to eight hours per day when you select a date. To request a partial day, manually adjust the hours on the relevant date before submitting. Partial-day requests follow the same approval process.
If your balance is insufficient
You cannot submit a PTO request in Workday that exceeds your available balance. If you need time off before sufficient PTO has accrued, contact your manager to discuss options. HR can advise on unpaid leave where applicable.
If you are using PTO in connection with a medical leave
In some situations, employees are required or choose to use accrued PTO in conjunction with a medical leave, including when sick leave has been exhausted and FMLA-qualifying conditions are present.
Important: If your time off relates to a serious health condition, a family member's care, or an extended absence, do not rely on a standard PTO request. Contact HR before submitting to ensure your leave is classified and protected correctly.
See Sick Leave Policy and FMLA and Extended Leave Guide for more information.