Workday - Payroll Timesheet Processing by Employee Type

Owned by
Tammy Voigt
Last updated: Jun 25, 2024
3 min read

As of June 26, 2024 time entry will change. Please complete time entry for all time worked up through June 25, 2024 using GullNet. The following list shows the updated way to handle time entry beginning June 26, 2024.

Employee Type-Time Entry

In order to meet the above streamlined process, employee time entry and approval by the supervisor or 2nd level supervisor will have a process hard deadline of the morning following the prior day’s pay period end date. In the event the supervisor or 2nd level supervisor’s approval takes place after the deadline the employee will be paid as a retro transaction in the next pay cycle.

Faculty- Academic year faculty will only report time off (absences) and can use the Request and Manage Time Off Job Aid for assistance. 12-month faculty will record their time in Workday. https://su-support.atlassian.net/wiki/spaces/TSC/pages/117702734

Of note, 10-Month Faculty will no longer be required to complete a timesheet to receive their bi-weekly pay. However, they will need to record sick, parental or collegial leave time on their absence calendar in Workday to ensure the appropriate tracking of leave used under these plans.

Exempt (timesheet)- Must be recorded in Workday See https://su-support.atlassian.net/wiki/spaces/TSC/pages/117702734

Non-Exempt/Hourly (timesheet)- Must be recorded in Workday See https://su-support.atlassian.net/wiki/spaces/TSC/pages/117702734

Full-time/Part-time/Student Worker (use timeclock)- Time submissions will be submitted by Timekeepers using time clock information. These users will request time off in Workday. Supervisors will manage and approve time off in Workday: See .

 

Time Approval Process:

  • For pay period ending on Tuesday– employee must complete and submit their time no later than the end of the business day on Tuesday. Supervisors must approve all time no later than 10am on Wednesday of end of pay period.

Going forward with the first Workday payroll beginning 6/26/2024, unsubmitted/unapproved timesheets cannot be paid.  If a deadline is missed, the timesheet will be processed with the following payroll, no exceptions can be made to this procedure.  The Workday payroll process removes all flexibility that was previously permitted. 

 

Payroll Dates:

  • Pay period 6/12/24 – 6/25/24 – GullNet Timesheet Approvals due by 10am, Wednesday, 6/26 for pay date 7/3/24

  • Pay period 6/26/24 - 7/09/24 – Employees required above must complete and submit their time in Workday no later than close of business, Tuesday, 7/9/24, supervisor must approve no later than 10am, Wednesday, 7/10/24

  • Pay Period 7/10/24 - 7/23/24  - Employees required above must complete and submit their time in Workday no later than Close of business, Tuesday, 7/23/24, supervisor must approve no later than 10am, Wednesday, 7/24/24

Payroll Cycle Changes:

Changes to Contractual Pay Periods

In order to achieve the streamlined payroll process, all institutions must be on the same pay cycle. SU Contractual pay periods will change to match the CPB payroll calendar. The contractual pay periods will run two weeks, Wednesday-Tuesday, opposite the Regular PIN pay periods. This change will impact employees during the transitional pay period only. Thereafter, the standard two-week pay period will apply.

Consolidation of pay for regular employees with additional contractual work

Currently, Regular PIN employees who have additional contracts/jobs at the same institution are paid their additional pay on the contractual payroll. Under Workday, all wages earned by a Regular PIN employee will be paid on the Regular PIN pay cycle thus eliminating the receipt of two separate pays and the need to complete two separate sets of tax and direct deposit forms.

Time off

All employees will be required to submit time off and absence requests through their absence calendars. This includes employees using the time clock system who will continue to swipe in and out on the time clock but will be required to log into Workday to request time off or an absence.

NOTE:  The only changes for Timeclock Swipers will be that they will request and receive approval for their Absences and Leaves of Absence directly in the WorkDay Absence Calendar.  They will also request OT directly in the WorkDay platform. These changes will begin on 7/03/24.

 

 

 

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