Time Tracking Learning Hub
Our Hub page brings Time Tracking content from across our site in to one central location. Use the tabs below to find specific learning materials.
| Title | Summary |
|---|---|
| A part-time Employee recently became full-time (or vice versa) and cannot submit their timesheet because it states that 40 hours must be entered. How can the Employee submit a timesheet for less than 40 hours? | This error appears because full-time Employees are required to have 40 hours represented on their time sheet, except for pay periods when the Employee is hired or terminated. In cases where the employee underwent a Change Job business process in the middle of a pay period, the validation will still trigger. To remove the error, enter... Read More |
| Can you set a work schedule in Workday? | Yes. You can set your work schedule in Workday using Request Work Schedule. An approval step will route to your Manager. |
| How do I assign a timesheet to a salaried employee who is working an additional job paid hourly? | The Time Entry Template (also referred to as timesheet type) automatically assigned to employees is driven by eligibility rules and based on their primary position. However, a Timekeeper or Payroll Partner security role can assign or override the assigned Time Entry Template using the Edit Other IDs business process. The Time Tracking Eligibility ID must... Read More |
| How do I make corrections to time that has been entered? | Employees can make changes to timesheets and submit for approval. Changes must be approved by their Manager in order for the hours to be paid by payroll. However, NO changes are allowed while payroll is processing. Changes made on a prior pay period will be picked up in the bi-weekly payroll’s retro process and will... Read More |
| How do I populate holiday or early release hours on a timesheet? | Calculations need to run on the timesheet for these hours to populate. Calculations will run automatically when an Employee enters or edits time during the week. Any early release or holiday hours will populate on the timesheet at that time. The Employee, Timekeeper and Payroll Partner security roles can also run calculations by selecting this... Read More |
| How do I remove a paid holiday from an ineligible employee’s time sheet? | From related actions off the employee’s name go to Time and Absence and select Adjust Calculated Time- enter any date in the week to be adjusted. The section at the bottom of the screen is where Workday-generated time blocks show up (paid holiday, comp for working on a holiday). You can change calculation tags and... Read More |
| No changes were made on the employee’s time sheet. Why did some blocks of time change back to a “Not Submitted” status? | Updating or correcting a time off for an employee will cause that week’s time calculations to run. This may cause previously approved time to go back to the submitted status. It is best practice for Managers to approve and/or adjust any time off requests first and then approve their employees’ time sheets. |
| Title | Summary |
|---|---|
| Adjust Calculated Time | The process for a Payroll Partner to adjust calculated time for an hourly employee. This process overrides the hours or calculation tags that were entered by the Employee or generated by calculations within Workday |
| Approve Time | The activities for a Manager to approve hours submitted on a timesheet by an employee they supervise |
| Assign Work Schedule | This job aid outlines the activities for a Manager or Timekeeper to assign a work schedule to an employee they support. Details are also provided on how to create a work schedule if options available do not meet the current needs of the employee |
| Check In and Check Out | This job aid outlines the process for an Employee to enter time in Workday using Check In and Check Out |
| Create Project | The process for a Project Manager to create a new project |
| Create Project Hierarchy | The process for a Project Hierarchy Manager to create a new project hierarchy |
| Create Project Plan | The process for a Project Manager to create a project plan to assign tasks to a project |
| Create Resource Plan for Hierarchy | The process for a Project Manager to create a resource plan to assign employees to on a project hierarchy |
| Create Resource Plan for Project | The process for a Project Manager to create a resource plan to assign employees to on a project |
| Enter Time | The process for an Employee to enter time |
| Enter Time for Your Employee | The steps for a Timekeeper, Payroll Partner or Manager to enter time for an Employee. Employees can also enter their own time through self-service |
| Manual or Mass Advance | The process for Timekeepers and Absence Partners to manually advance a business process (Enter Time and Request Time Off) for worker(s) they support |
| Request Overtime | This job aid outlines the process for an Employee to request overtime in advance in Workday and to view the status of the request |
| Request Overtime for Your Employee | This job aid outlines the process for a Manager or Timekeeper to request overtime in advance in Workday for an Employee |
| Using Bulk Approve for My Task |
| Title | Summary |
|---|---|
| Overtime Requests | Workday now provides employees the option to request and receive manager approval for overtime. Managers can also use the Overtime Request business process to request an employee work additional hours. |
| Title | Summary |
|---|---|
| Assign Work Schedule | Explains assigning and creating work schedules for an employee in Workday. The Assign Work Schedule business process was recently updated in December. Managers and Timekeepers can create a custom work schedule for the employee |
| Best Practices in Time and Absence | Discusses processes and reports that help you proactively identify issues that need to be mitigated as well as resources to solve problems that arise |
| Workday Area | Release Notes | Release Date |
|---|---|---|
| Time Tracking | The Pay Group Unassigned warning has been removed from Time Tracking | 7/27/2023 |
| Time Tracking | A new report "Project Accounts" is now available for Project Managers and Project Hierarchy Managers | 8/31/2023 |
| Report Name | Description | Usage |
|---|---|---|
| Accrual and Time Off Adjustments/Overrides | Returns accrual and time off adjustments and overrides for selected organizations within a specified period of time. | Use this report to review all overrides and adjustments for accruals and time offs. |
| All Contingent Workers | Provides a list of all contingent workers | Used to identify all contingent workers |
| All Worker Time Off | Returns all time off entries for active and terminated workers in prompted organizations where the worker's time off date falls on or within the specified date range. | View all your workers and their approved, pending, and denied time off requests to track the history and status of all time off requests either by date requested off or the date the time off was entered. Recommend running this report to pull by date entered for rule compliance review, for example, any requests for more than 3 days of sick time that would require FMLA documentation sent? Any use of unpaid time off when paid time off balance exists? Any FMLA requests entered for employees that do not have FMLA paperwork on file? Any FMLA absences that are missing the concurrent FMLA time off entry? Are all local/system member practices being followed? Run this report to pull by the date for which the time off is requested to ensure all time offs are approved for the pay period currently being processed. Use prompt "Include Terminated Workers" to see time off entries for terminated employees especially for hours donated to the sick pool which is mostly done by employees prior to their termination. |
| Approved Time Off | Provides an account of all the time off approved for specific employees for a specific date range | View all the approved time off requests for the workers you support by the date for which the time off is requested. |
| Average Base Pay | View list of average base pay in the reporting currency for employees grouped by supervisory organization. This report filters on workers in which the user has access based on a role of Manager or HR Partner. | Audit report used to view average base pay for employees |
| Calendar Events for Emergency Leave Reporting | Returns employees' calendar events for emergency leave reporting in the prompted organizations and date range. | Used to review employees' calendar events for emergency leave reporting including campus closure, early release and inclement weather. |
| Check-in Status as of Now | A report for managers and timekeepers of In and Out Time Reporters to see all employees currently clocked in. | The report is used by Timekeepers/Managers of In and Out Time Reporters to view all employees currently clocked in. |
| Compare Reported and Scheduled Hours | View the difference between the reported and scheduled hours for the workers in your organization(s) by week for a specified date range. | Used to identify if workers reported fewer or more hours than scheduled. |
| Compensation Plan Expected End Date Audit | View organizations with employees who have assignments with expected end dates. You can narrow your search by entering a date range. | |
| Current Worker Detail Report | Returns organization, compensation, and position-specific details for workers in the prompted Organizations. | Used by personnel to view specific details about workers, including their hire dates, job data, organization characteristics, compensation plan, and salary. |
| Employee All Jobs and Direct Report Manager | The report returns supervisory organization, superior organization, and manager information of all positions for active workers in prompted organizations. | The report returns information about an employee and their direct managers. Used to identify where employees may not be aligned with the appropriate direct managers. Also used after Merit is finalized with the Effective Date of the merit to validate Lump Sum Amounts that were entered during Merit Process. |
| Employees Forfeiting Vacation | Returns workers who will forfeit vacation hours if not taken before the effective date. | Used as a notification to employees who will forfeit vacation leave if it is not used by September 1 of the following fiscal year. The notification will be sent out in May, June, July, and August of each year. |
| Employees with Flexible Work Arrangement | Returns flexible work arrangement details for employees in the prompted organizations. | Used to view details of active and expired flexible work arrangements. |
| FMLA and EFMLA | Returns both FMLA Leave of Absence and time off along with EFMLA time off. | Used to view workers' FMLA and EFMLA (Emergency FMLA) details. If FMLA was double recorded on both leave of absence and time off, absence partner need to correct one of the other to avoid double counting. |
| Holiday Calendar Assignment | This report identifies which holiday calendar employees are assigned. It also notes if an ID has been assigned to an employee to override the automatic holiday calendar assignment. | The Holiday Calendar ID is utilized by AgriLife to distinguish calendar assignment for employees working in counties across Texas. |
| Location Directory | Returns the Location directory including the public phone numbers, primary addresses, county name, county code and Location attributes. | Report can be run by Location or Company and will return the Location Directory, including the county name and county code. |
| One-Time Payment History | Provides an account of all One-Time Payments made for employees of a specific supervisory organization | |
| Organization Assignment Exception Audit | Returns invalid organizations assigned to a filled or unfilled position based on allowed values configured for supervisory org, location hierarchy, org related worktags and company restrictions. | |
| Performance Ratings with EEO Details - Ethnicity | Returns the distribution of ratings by ethnicity from employees' most recent completed performance reviews. | Used to view the distribution percentages of performance ratings by ethnicity. Detail data about workers is not available on this report. |
| Positions with no Time Entered in Date Range | Returns positions with no time entered in the prompted date range. | This report can be used to identify employees that may need to be terminated or positions that may need to end |
| Primary Job Switch History | View all the Switch Primary Job events that have occurred in a specific period of time with effective date, reason, prior primary job, new primary job, date and time completed by organization | |
| Reported Time | Return details of time entered and calculated for hourly paid employees, including what time entry code or project was selected by the employee. | Used by Time Tracking personnel to review time entered and calculated including what time entry code or project was selected by the employee. |
| Reported Time Blocks for a Worker | Provides details on time reported for employees for a given period. Includes time entry codes and calculation tags | |
| Review Time | Used by Managers to review and approve multiple employees' time sheets. While Timekeepers have access to this report the search does not work appropriately for many and an alternate must be utilized. | |
| Run Time Calculations for a Date Range | Runs mass time calculations for populating time entries such as holiday or early release hours. | Used to run time calculations for large populations of employees when there is a need to populate holidays or early release time across all eligible time sheets. |
| Salaried Timesheet Detail with Time Off | Returns time block and time off details for salaried employees in AL-EXT, TAMFS, and TDEM. | The report should be used by AL-EXT, TAMFS and TDEM only. Please ensure payroll calculation is initiated for the prompted time period before running. |
| Time Blocks Modified After Paid | Returns time blocks that are modified after paid. | This report can be used to track time blocks that were modified after paid. Submitted but not approved time blocks need to be approved to be picked up by retro pay calculation. Use this report to contact managers to approve modified time blocks. |
| Time Summary Review | This report returns time block hours (not submitted, not approved, approved, regular hours, and overtime hours) and time off hours during prompted date range. If "Only Return TRS Working Retirees" is checked, will return only working retirees who are retired from TRS and receiving an annuity. | |
| Time Tracking Details | Returns time tracking information for all active employees. | Used to show active employees' period schedules, work schedules, timesheet type, and whether compensatory time was banked. |
| View Worker's Time Eligibility | This report can be used to view the time tracking setup data a particular worker is eligible for. It's helpful to troubleshoot issues. | |
| Work Space Facility Directory | Returns facilities by city and Location organization hierarchy. | Used to manage and audit the accuracy of address and associated work space information. |
| Work Space Office Directory | Returns Work Space office details including occupied status by Work Space facility and Location organization. | Used to manage and audit the accuracy of address and associated work space information. |
| Worker Directory by Location | Returns employees in specified Location(s). Details include employee position, supervisory organization, phone, email, work address, work space facility and office, and Location County and Location attributes. | The report can be used to view employees in specified locations. |
| Workers with Duplicate Other IDs | Returns workers who have duplicate custom IDs (both valid and expired) in Workday. | Used to find employees with multiple custom IDs of the same type. This allows Workday Services to do EIBs if necessary or for Members to manually correct the IDs using the Edit Other ID task in Workday. |
| Workers With No Other ID for Specified ID | The report will pull a list of workers who do not have an ID entered for certain custom ID type (e.g., selective service). | Audit report used to identify any employees missing a custom ID for a specified Custom ID Type |
| Workers with Other Ids | The report will return the workers who have certain custom IDs. | Used to know which custom IDs have been assigned to which employees; to verify appropriate use of the custom ID |