As noted in an email sent by Payroll Services, DIT/ERP has made an important adjustment to the Accident Pay configuration within Workday. This email is a follow-up with some helpful tips and clarifications.
Previously, the system calculated Accident Time Off retroactively, which led to inconsistent and sometimes inaccurate pay results. To resolve this issue and ensure greater accuracy and reliability, Workday will no longer calculate Accident Time Off retroactively. This change means that Accident Time Off will only be calculated for current and future periods.
How This Will Work:
Going forward, Accident Pay will be calculated based on approved accident time off within the current pay period only. An employee's accident time off should be approved before the transaction deadline for the current pay period. Workday will calculate the correct amount due. Retroactive calculations for past pay periods will no longer occur.
Example
- Current Pay Period: September 7, 2025 – September 20, 2025
- Employee's Approved Accident Time Off: September 8, 2025 – September 12, 2025 (totaling 40 hours)
- Time Off Request Approval: The request is approved on September 14, which is before the transaction deadline of September 16, 2025 for this pay period.
Result: The employee will receive 2/3rds pay for the 40 hours of approved accident time off, and this will be reflected in their paycheck for the September 7, 2025 – September 20, 2025 pay period.
When an employee is approved for Accident Time Off for an extended period of time e.g. more than one pay period, we recommend submitting one request for the entire approval period in lieu of submitting separate requests each pay period.
How to Handle Retroactive Accident Leave
As part of the recent configuration change, Workday will no longer process Accident Pay retroactively for past pay periods. This means that only accident time off approved within the current pay period will trigger an Accident Pay calculation.
If an employee has Accident Time Off that occurred in a previous pay period but was only approved in the current pay period or later, the following steps should be taken:
- Have the employee record the accident time off on the Absence Calendar, if applicable
- Submit a Retro Accident Pay request to Payroll Services using the Create Request task in Workday. This is because the employee would have already received full pay for the hours they were on accident leave in the prior period, as the system didn't recognize it as Accident Time Off at that time.
- Please review RPT810 to identify those employees placed on accident leave to ensure their pay is being processed as expected.
Get Support
- Questions about accident pay? Open a case with Finance.
- Questions about accident leave policy? Open a case with AskHR.