Workday-HCM: Enter View & Submit Time

Overview:

This document explains how employees can enter, view, and submit time. This document also explains how non-exempt employees can request overtime.

Non-exempt employees, exempt employees and 12-month faculty will record their time in Workday.
Academic year faculty will only report time off (absences) and can use the Request and Manage Time Off Job Aid for assistance.
All employees will submit time by period. Time submissions will route to the employee’s Managers for approval.
Employees can check the status of their time entries in Workday.
For employees that use a time clock, time submissions will be submitted by Timekeepers. These users will request time off in Workday.
The Absence Calendar offers one unified view for requesting time off or a leave of absence. Employees can request time off or adjust their previously approved time off in Workday. Refer to the Request and Manage Time Off Job Aid for assistance.

Videos Associated with this Job Aid:

Recommendations:

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

Considerations by Institution

BSU/SU: Can submit overtime request with Comp time.
CSU/UBalt: Will submit overtime request without Comp Time.
FSU: Will not have Comp Time.

Icons referred to in this document

Calendar

Prompt

Required Field

Checkbox

Enter Time: Non-Exempt Employee

Select the Time Application from the Menu.

The Time dashboard displays.
Select This Week under Enter Time column.

Notes:

If entering time for a different week, select either Last Week or Select Week.
(Optional) Non-Exempt employees have the option of using the Check In and Check Out feature.
Exempt Employees should not use the Check In and Check out feature.

The Enter Time page displays.
Use the Calendar to select a date for which to enter time.

Notes:

Navigate to different weeks by selecting the arrows next to Today.
Select the down arrow next to the “week range” to display a calendar view.
Select the down arrow next to “Week” to enter time by Week or Day.
Select Actions to choose Quick Add, Request Absence and Overtime Requests.

The Enter Time pop up displays.
Time Type: defaults to Hours Worked
In: Enter the time your shift began.
Out: Enter the time your shift ended.

Note: If you enter “12” Workday automatically enters “12:00pm”.

Out Reason: Use the drop down menu to select an Out Reason.

Note: The total hours worked automatically populate based on the In and Out field information.

(Optional) Enter any Comments regarding this time entry in the Comments text box.
Select OK.
On the Enter Time Calendar, the time is entered but not yet submitted.

Notes:

If you need to edit or delete time, select the existing time block.
For those eligible, shift differential is applied automatically. If it is not, managers and timekeepers have access to a Shift Differential (Manual) time entry code where they can add additional hours that need to be paid at the shift rate.
See the Submit Time process below.

Quick Add for Enter Time: Non-Exempt Employee

Note: Using the Quick Add method, you can fill your timesheet with the same entry for multiple days at one time.

Select Actions and then Quick Add.

The Quick Add page displays.
Time Type: defaults to Hours Worked and select Next.

Note: Use the Prompt to change type time as needed.

Enter the In time for when worked started.
Enter the Out time for when work ended.
Select the Out Reason using the drop-down arrow.
Select the Checkbox next to each day these hours apply.

Select OK.

Notes:

Notice the time entered on the calendar states “Not Submitted”.
Entering time does not automatically submit the time. See Submit Time section below.
For regular employees, an alert will appear if total time for the week or the pay period is less than what the employee is required to work, but time can still be saved. Once all the time is entered for the week or pay period, the error will no longer appear.
If you need to edit or delete time, click on the existing time block.

Request Overtime (Non-Exempt)

Notes:

Only non-exempt hourly employees can request overtime.
Review your institution’s policies and procedures on overtime.

Select the Time application from the Menu.
The Time dashboard displays.
Select Overtime Requests under the Enter Time column.

The Overtime Request page appears.

Note: Upcoming Overtime Requests and Past Overtime Requests can be viewed here.

Select New Request at the bottom of the page.

The Request Overtime pop up displays.
SU: Select the Schedule By radio for the option for Total Hours if applicable.
Use the Calendar to select the Start Date for the requested overtime.
Use the Calendar to select End Date for the requested overtime.
Enter the Total Hours for the overtime requested in the Total Hours field.
BSU and SU: If applicable, select the Prompt for I would like to use Overtime as Comp Time and select the appropriate response.
(Optional) Add any Comments regarding the request in the Comments text box.
(Optional) Attach any documentation in the Attachments section.
Select Submit.

Notes:

The request routes to the employee’s Manager for approval.
You will be notified if the overtime request is completed, denied, or canceled.

Enter Time: Exempt Employee

Select the Time Application from the Menu.

The Time dashboard displays.

Note: Exempt Employees should not use the Check In and Check out feature.

Select This Week under Enter Time column.

Note: If entering time for another week, select either the Last Week or Select Week.

Select a Date on the calendar to record time.

Notes:

Navigate to different weeks by selecting the arrows next to Today.
Select the down arrow next to the week range to display a calendar view.
Select the down arrow next to Week to enter time by Week, or Day.
Select Actions to choose additional tasks like Quick Add and Request Absence.

The Enter Time pop up displays.
Time Type: Defaults to Worked Time.
Enter the Number of Hours worked in the Hours field.

Note: Time can also be added as increments of 0.25 (Quarter Hours).

(Optional) Enter any Comments regarding this time entry in the Comments text box.
Select OK.

Notes:

After selecting OK, the hours worked display on the calendar and show as Not Submitted.
Entering time does not automatically submit the time.
After all time is entered for the time period, see Submit Time section in this job aid to submit time for the Timekeeper’s or the Manager’s review.
If you need to edit or delete time, click on the existing block.

Quick Add for Enter Time: Exempt Employee

Note: Using the Quick Add method, you can fill your timesheet with the same entry for multiple days at one time.

Select the Time Application from the Menu.
The Time dashboard displays.
Select This Week under Enter Time column.

The Enter Time page displays.
Select Actions.
Select Quick Add.

The Quick Add page displays.
Time Type: defaults to Hours Worked and select Next. Note: Use the Prompt to change time type as needed.
Enter the number of hours worked in each field.

Select OK.

Notes:

If you need to edit or delete time, click on the existing block.
The time entered on the calendar states “Not Submitted”.
Entering time does not automatically submit the time. See Submit Time section in this job aid.
For Regular Employees, an error will appear if total time for the pay period is less than what the employee is required to work. Once all the time is entered for the week or pay period, the error will no longer appear.

Submit Time

Notes:

Exempt staff, 12 month faculty, and non-exempt employees submit time using this process.
Police, Regular and Regular fixed-term employees: An error requiring all hours to be entered for the week or period appears until the timesheet is complete.

Select the Time application from the Menu.
The Time dashboard displays.
Select the Week that you are submitting time for under the Enter Time column.

Note: Select hours for the current week, for the previous week, or select a specific week.

The Enter Time page displays.
Review the gray time blocks on the weekly calendar stating “Not Submitted” since this time has not yet been submitted for approval.

Note: If anything looks incorrect, select a time block to update or delete before submitting time. If any errors appear on the screen, the review button will not be available.

Select Review.

The Submit Time page displays.
Review the help text that displays.
Confirm that the hours are correct for the time worked.
(Optional) Add any Comments regarding time worked in the Comments text box.
Select Submit.

Notes:

The timesheet routes to the employee’s Manager and/or the Manager’s manager for approval. If your time is sent back for corrections, you will be able to find the timesheet under “My Tasks.”
Once one of the Managers approve the timesheet, the process is completed. You will receive a notification when your time is approved.

Edit Absence After Submission

If you need to edit an absence request after submission that is still “In Progress”, you will have to cancel the current absence request and submit a new request. To cancel an absence request, please follow these steps:

Navigate to Menu
Select the Absence app
Select Correct My Absence under Request Column
Select the absence request by clicking in the gray bar that needs to be cancelled on your absence calendar

Select Cancel this Request to cancel your absence

Enter the reason into the Comment text box for the cancellation
Select Submit
A pop-up window displays stating the absence has been successfully cancelled