Summary

To create a calculated field in Workday that shows available PTO balance, you can use a few approaches.

One method involves creating a "Look up value as of date" calculated field on the Time Off Plan business object. For this, you would set the Source Field to "Time Off Balance" and define the Effective Date using a constant date, a prompt, or the report's effective date. This calculated field can then be accessed in your report by using "All Eligible Time Off Plans for Worker" as a related business object.

Alternatively, you can use a series of calculated fields on the Worker business object. This approach starts with a True/False calculated field on the Time Off Plan business object to identify the specific PTO plans. Next, an Extract Single Instance or Extract Multi Instance calculated field is created on the Worker business object, using "All Eligible Time Off Plans for Worker" as the source and applying the True/False field as a condition. Finally, a Lookup Related Value calculated field on the Worker business object pulls the "Time Off Balance" using the previously created Extract Single Instance field.

When building reports, it's recommended to use data sources that reference Worker as the primary Business Object and allow for effective dating. The "Time Off Balance" field on the "All Eligible Time Off Plans for Worker" related business object can provide the current balance as of the report's effective date.

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To create a calculated field in Workday that shows available PTO balance, you can use the following approaches:

1. Using a Lookup Value As of Date Calculated Field

   1,
   2.4,
   2.6,
   3.3:
   • Create a calculated field of type "Look up value as of date" on the Time Off Plan business object.
     1,
     2.4,
     2.6
   • Set the Source Field to "Time Off Balance".
     1,
     2.4,
     2.6
   • For the Effective Date, you can:
     • Use a constant date (e.g., 12/31 for year-end balance).
       1
     • Use a prompt (e.g., "Prompt - Date 1") to allow users to specify the date when running the report.
       2.4,
       2.6
     • Utilize the report's effective date, which can be set via the "Prompt for effective as of date" option on the report's prompt tab.
       4.1
   • In your report, use the business object "All Eligible Time Off Plans for Worker" as a related business object to access this calculated field.
     2.4,
     2.6,
     4.1
   • You can add a subfilter on the "Time Off Plan" field to select specific PTO plans.
     2.4,
     2.6

2. Using a Series of Calculated Fields on the Worker Business Object

   2.5,
   5.2:
   • True/False Calculated Field: Create a True/False calculated field on the Time Off Plan business object to identify the specific time off plan(s) you want to report on (e.g., PTO plans). You can also filter for plans with a balance greater than 0.
     2.5,
     5.2
   • Extract Single/Multi Instance Calculated Field: Create an Extract Single Instance or Extract Multi Instance calculated field on the Worker business object.
     • Use "All Eligible Time Off Plans for Worker" as the Source Field.
       2.5
     • Apply the True/False calculated field created in the previous step as a Condition.
       2.5,
       5.2
   • Lookup Related Value Calculated Field: Create a Lookup Related Value calculated field on the Worker business object.
     • Use the Extract Single Instance field (from the previous step) to pull the specific time off balance onto the Worker business object.
       2.5,
       5.2
     • The field "Time Off Balance" can be used to retrieve the balance.
       4.1

3. Considerations for Reporting:

   • When building reports, use data sources that reference Worker as the primary Business Object (e.g., "All Workers", "All Active and Terminated Workers") and allow for effective dating.
     4.1
   • The field "Time Off Balance" on the "All Eligible Time Off Plans for Worker" related business object can provide the current balance as of the report's effective date.
     4.1
   • Be aware that Lookup Value As of Date may not work for calculating PTO balances, but the report effective date does.
     4.1