Absences in Workday
Absences in Workday are divided into two categories based on their duration:
- Short Absences (Time Off): sick leave, annual leave, holiday bonus leave, carry over leave, and other absences lasting up to 14 days.
- Long Absences (Leave of Absence): full-time or part-time absences that last longer than 14 days.
After choosing the absence category (short/long absence), select the type of absence.
Annual leave
Weekdays (Monday to Friday) will deduct your vacation balance, while weekends and public holidays won't affect your balance. If you work part-time, be sure to include in the comments which days of the week you work and how your hours are distributed across those days when you request vacation time.
Sick leave and accident at work
Sick leave
Include Saturday and Sunday in your absence period if it extends over the weekend. For example, an absence from Friday to Tuesday would count as 5 days (Fri, Sat, Sun, Mon, Tue). A doctor's note is required for sick leave lasting more than 5 consecutive days. Medical certificates should be sent directly to payroll at sickleaves@aalto.fi. Please do not upload any medical documents to Workday. Avoid also entering sensitive health-related information into Workday.
Accident at work
Please send your medical certificate and the occupational accident-related invoices to tyotapaturmat@aalto.fi. Do not upload any documents to Workday.
Family related absences
Enter your absence according to the parental leave decision you received (such as from Kela). If your leave is part-time, specify the percentage of time you’re away, not the percentage you’re working, in Workday.
Unpaid and paid absence
If your unpaid absence includes an entire week or spans over a weekend, please count the weekend days as part of your absence. E.g. a week-long absence is marked as Mon-Sun, not Mon-Fri. If there are no working days in a month, the absence is recorded for the entire month (from the first day to the last day of the month).
Certain absences that occur on a workday are paid. The duration of the paid absence is one day, and a note explaining the reason for the absence should be written in the Comment to Approver field.
Study leave
Report full-time study leave as a long absence. If your study leave is part-time, use the reason for partial leave: Part-time leave of absence, other than part-time pension. Write in the comment field that this is a partial study leave.
Absences due to national defence activities
Absences from work due to military or civil service are unpaid leaves of absence. Report the absence as a full-time long leave of absence (reason code either Military Service or Civil Service).
The conscription call day is a paid day off (see Unpaid and paid absence).
Mandatory refresher training exercises are paid absences that are reported as a short absence. Please check the link for instructions about the reservist salary.
Remote work abroad
Report remote work abroad as a long absence (Leave of Absence) in Workday, even though you are allowed to work remotely abroad for a maximum of 14 days per year.
- Comment to Approver: write that you've agreed on remote work abroad with your supervisor (supervisor's name)
- Work Related: by checking this box, you confirm that you have read and understood the guidelines and conditions for remote work abroad.
- Location During Leave: enter the country and city where you will be working remotely (EU/EEA country, Switzerland, or the United Kingdom).
More instructions about absences