Workday-HCM: Review Edit & Approve Time for Managers & Timekeepers

Overview:

This document explains how Managers and Timekeepers can review, edit/correct, and approve time for employees.

When a non-exempt employee submits their time for the work week or pay period, the Manager/Timekeeper receives an item in My Tasks to approve the work hours.

There are multiple ways to approve time in Workday, including individually approving time using the My Tasks or mass approving time using the Review Time task.

Managers/Timekeepers should ensure that timesheets are approved by pay period deadlines. It is important to note that a manager/timekeeper can only approve submitted time. Any time not submitted by the employee cannot be approved through the Review Time task.

Recommendations:

The recommended browser for accessing Workday is Google Chrome. However, Mozilla Firefox and Apple Safari may also be used.

Videos Associated:

Icons referred to in this document

Checkbox	Prompt	Calendar	Required Field	Radio Button

Review Time

Note: This process can be used to review workers with hours to approve and with workers with unsubmitted hours.

Select the Team Time application under the Menu.
The Team Time dashboard displays.
Select Review Time under the Action column.

Use the Calendar to choose the Date to review time for.

Note: The date defaults to today’s date.

Select the Review my direct reports only Checkbox.

Note: Managers/Timekeepers should have this box checked, unless also approving time for subordinate supervisory organizations.

(Optional) Filter the Employee Type by regular or temporary employees.

Note: Depending on the type of employee’s that report to you, this option may appear.

Select the Radio to show All Workers, Workers with Hours to Approve, or Workers with Unsubmitted Hours.
Select OK.

The Review Time page appears.

Note: Time is divided by worker.

Review worker’s Unsubmitted Time, Submitted Time, Approved Time, Regular Time, Overtime, Paid Time Off, Total time, and Scheduled Weekly Hours.
Select the Previous Period and Next Period to review different time periods.

Note: See Mass Approving Time section in this job aid to review how to approve time on the Review Time page.

Editing/Correcting Elapsed Time

Notes:

Employees that enter elapsed time can update their own hours worked. This re-routes the timesheet for approval. Navigate to My Tasks to do this.
Managers and timekeepers should work with the employee to ensure the actual hours worked are

reflected on the employee’s timesheet.

A manager or timekeeper can correct time on behalf of an employee. The time gets automatically approved.

Select the Team Time application under the Menu.
The Team Time dashboard displays.
Select Enter Time for Workers under the Action column.

Enter the Worker’s name in the Worker field or use the Prompt to search for the worker.
Use the Calendar to choose the Date. Note: The date defaults to today’s date.
Select OK.

The Enter Time page for the employee appears.
Select the time block to be corrected or the time block to add time to.
Update the fields that display to correct or add the time.

Note: Select Delete to eliminate any time entries that are incorrect.

Select OK.
Select Review on the bottom of the Time Entry Calendar.
Confirm the hours entered on the Submit Time page.
Select Submit.

Notes:

A pop up screen appears indicating the process is complete.
Additional processes may need to be completed based on the timing of the correction or adding time. (e.g. Submitting time for approval)
Review your institution’s policies and procedures for correcting or adding time for an employee.

Approving Individual Time – My Tasks

Note:

Once an employee has submitted their time, a My Tasks item is sent to their Manager/Timekeeper to approve the time.

Navigate to My Tasks and select the Time Entry item for a worker.
Review the time entries and then select Approve.

Notes:

If there are inaccurate entries, select Send Back to allow the employee to correct and re- submit their timesheet.
Select Close to complete to review time later.
A pop up will appear indicating the process is complete.

Mass Approving Time - Review Time Task

Note:

Use the Review Time task to mass approve timesheets.

Select the Team Time application under the Menu.
The Team Time dashboard displays.
Select Review Time under the Actions column.
The Review Time page appears.
Select the Review my direct reports Checkbox.

Note: Managers/Timekeepers should have this box checked, unless also approving time for subordinate supervisory organizations.

(Optional) Filter the Workers by regular or temporary employees.

Note: Depending on the worker type(s) that report to you, this option may appear.

Select the Radio to show All Workers, Workers with Hours to Approve, or Workers with Unsubmitted Hours.
Select OK.

Select the Checkbox at the top of the first column in the Time Period Summary table to select all workers or select individual workers.

Note: A yellow flag appears for a worker in the Unsubmitted time column to signify unsubmitted time. This time cannot be approved through the Review Time task.

Select Approve.

The Time Approved page appears.

Note: This page shows workers that had their time entry approved.

Select Done to navigate back to the Review Time page.

Approving Overtime

Notes:

Only non-exempt hourly workers would submit overtime.
Refer to your institution’s policies and procedures regarding overtime.

Navigate to My Tasks and select the Request Overtime item.
Review the overtime request and then select Approve.

Notes:

Managers can also select Send Back to send the request back to the employee to adjust errors.
Managers can also deny the request and a notification will be sent to the employee.
A pop up appears indicating the event was approved