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Workday for Timekeepers

For if you're on PTO, etc.
The Timekeeper role in Workday is focused on audit and oversight.
Timekeepers should not regularly enter time for employees
  • It is the employee's responsibility to enter, review and submit time 
  • Managers job is to ensure time is entered, and approve employee time
Deadlines & Timelines
  1. Employee submits timesheet no later than Noon (Eastern) each Monday (1st and 2nd Monday of each pay period).
  2. Managers approve timesheets no later than Noon (Eastern) on Tuesday  (1st and 2nd Monday of each pay period).
    • Employees and Managers can make changes to timesheets for the current pay period, but not previous pay periods. 
    • Time adjustments are locked to the employee AND the manager at Noon (Eastern) on Monday after that pay period ends.
  3. Timekeepers can review/adjust time 2 pay periods before the current pay period..

What you can access/do as a Timekeeper 
  • Timekeeper has access to enter/approve time.  Only last resort.
  • If a Timekeeper enters time, it’s automatically submitted and approved. 
  • If time needs to be corrected further back than 2 pay periods, please email details to the Payroll Department to make an input into Workday.

Adjustment of Hours

Adjustment of Hours is a 'time type' only available to Workday Timekeepers

About Adjust Hours
    • Employees/managers don’t have access to the ‘adjustment hours’ code.
    • Not meant for ‘current’ timesheet, or pay period. Meant to be used for past pay periods, as we move forward
    • Enter ‘blocks’ of time worked, not specific in/out punches.
    • Please enter a comment on why the adjusted hours were made. Not ‘required’ in the system, but best practice
    • Regular/Overtime hours: Just enter hours worked on the date that was missed. Workday is smart enough to adjust for OT
    • Adjustments can be for missed time or over payments (positive or negative entries)
3 Adjust Hours options
    • Adjust Hours (Exempt)
    • Adjust Hours (Non-Exempt)
    • Adjust Hours (Contingent options).
Negative Adjustment
    • If an employee reported too many hours, and you need to remove hours, make a negative adjustment. 
    • Use ‘-‘ before the number in the ‘Time’ field 
    • For example, if an employee needs 5 hours, 45 minutes REMOVED, then enter ‘-5.75’ in the ‘Time’ field
Adjustment of Hours During Transition to Workday (Weeks prior to 9/24)
    • Employees won’t have access to go back in time.
    • Timekeepers to have access to enter hours prior to our 9/24 Go-Live

Important Time-Related Reports for Timekeepers and Managers

Most timekeeping reports available show up when you search TT_” 

For Managers
  • Review Time - Managers
    • This report shows you direct reports (and further down your supervisory organization).
    • This shows you submitted hours that need to be approved by the manager.
    • Recommend you run bi-weekly on Mondays after pay period ends
For Timekeepers to run weekly
  • Time Block Calculated Details
    • A manager run by cost center or supervisory organization.
    • Show's employee-specific time clock details, including: time blocks entered with date/time/hours, mileage, and the Time Cost Center the hours/miles were charged to.
    • Run As needed
  • Unmatched Time Clock Events
    • Can see situations where an employee missed a punch.
  • TT_Audit – Workers with No Time Entered 
    • Only looks at hourly staff, not salaried 
  • TT Time Details for a Date Range – Time Period and Totals 
    • Great report to see what time has been approved.  Helps to see which employees are not submitting time.
  • TT Audit – Workers with Time Entered but not Submitted 
    • Managers also have access to run this report. 
  • TT Audit – Workers with Time Submitted but not Approved 
    • Allows unit leadership to see when manager's are not approving time.
  • TT Time Details for a Date Range 
  • TT_Contingent Hours Report (All Workers: Filter Worker Type = Contingent Workers)
    • This is for offices with Contingent Workders (Contractors) that are submitting time in Workday 

PTO Payout
  • PTO Payout is set up in Workday (as long as there’s the 10 day or 30 day notice worked)
  • When terminating someone, please be sure to enter the correct information about the termination.
    • Specifically, pick the correct ‘resignation’ date and correct ‘Last Day of Work’ date.  This will drive whether someone qualifies for the PTO payout.
  • The system is set to be in alignment with our PTO policy (years of continuous service, etc.)

Payroll Deductions (i.e. lost receipts)

Late Mileage
  • Always best to submit mileage on the day the employee drove. 
  • If mileage was not submitted/approved during a previous, have the employee: 
    1. Choose the earliest date in the CURRENT pay period. 
    2. Enter their mileage 
    3. Pick the correct time type as ‘mileage’ 
    4. Enter the date the mileage was driven in the comment section. Important for audit purposes.

Timekeeper Training & Resources

PowerPoint from the 2-day training

How to Delegate Tasks
For if you're on PTO, etc.

Bob Turner,
Oct 4, 2017, 1:11 PM