Training Resources related to this topic include Manage Employee Time for (Timekeepers) (Guide); Manage Employee Time Off and Leave of Absence (for Timekeepers) (Guide); Workday Foundations: Human Resources Core Concepts (Self-Paced Course); Delegate Timecard Approval (Guide); Perform Delegated Tasks (Guide)
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Key Dates
| Action | Timing |
| Pay periods | 1st – 15th and 16th – last day of the month |
| Employee timecard submission | 15th and the last day of the month |
| Manager timecard approval | 1st and 16th |
What’s Different
How is timekeeping in Workday different from Kronos?
Workday brings time entry, approvals, absence information, and payroll-related processes into a more integrated environment. Time worked and time off are entered in separate locations. Time worked is entered through the time entry calendar, while time off is managed through the absence calendar. Workday also locks timecards automatically after the period closes; timekeepers do not complete a separate sign-off step to lock them.
Time Entry by Employee Type and Situation
| Employee Type | Time Tracking Method |
| Hourly nonexempt | Hourly nonexempt employees clock in and out each day so Workday can capture actual hours worked, overtime, and breaks. Employees are expected to clock out for breaks lasting longer than 15 minutes, meal breaks and they should clock out if they leave their work area/site. |
| Salaried nonexempt | Salaried nonexempt employees enter the total number of hours worked each day. Daily entry allows Workday to calculate overtime or straight-time over amounts for hours worked above 40 hours in that work week. |
| Salaried exempt (including faculty) | Salaried Exempt employees and faculty do not enter time unless they are working on a holiday or are required to do so for special circumstances. When working a holiday or in other special circumstances, the employee must enter the hours worked on the same day as the holiday or day(s) worked and submit the timecard. The timecard must also be approved by their manager so the holiday compensatory time can be recorded. |
| Graduate students (12 month salaried) | Graduate students who are 12 month salaried enter the total number of hours worked each day. This information is required for ACA reporting purposes and does not impact payroll. The timecard must be approved by their manager. |
| Contingent workers | Contingent workers do not enter time because they are not Clemson University employees and are not paid through payroll. Workers whose primary position is paid by lump sum also do not enter time. |
How does Workday manage a break of less than 30 minutes?
When an employee clocks back in after a break of less than 30 minutes, Workday displays a paid break time block for that day.
What determines how an employee enters time when the employee has more than one position?
The employee’s primary position determines the time-tracking method. Review the worker type, exemption status, and payment method associated with the primary position when determining whether the employee clocks in and out, records daily hours, or does not enter time.
What should be done if an employee’s secondary position requires time entry, but the primary position is paid by lump sum?
The positions may need to be reviewed, and the time-entry position designated as the primary position. Contact the appropriate HR Service Center for assistance with changing the primary position.
Why do nonexempt employees see a holiday time block, while exempt employees may not?
Eligible hourly and salaried nonexempt employees receive a holiday time block on the timecard. A timecard is not prepopulated for salaried exempt employees because they do not normally do not record time.
Responsibilities
| Role | Time Tracking Responsibilities | Time Off & Leave of Absence Responsibilities |
| Employees | Entering and reviewing their time, resolving errors, and submitting their timecards by the required deadline. | Submitting time-off or leave requests prior to the end of the time period by the required deadline. Employees can request a leave of absence and request a return from leave. Employee self-service should be used whenever possible. |
| Managers | Reviewing and approving submitted timecards. They should also monitor whether employees have submitted their time. When necessary, managers can enter, correct, or submit time on behalf of an employee. | Reviewing and approving or denying time-off requests. When an employee cannot complete the action, a manager may enter or correct time off, request a leave of absence, or request a return from leave on the employee’s behalf. |
| Timekeeepers | Monitoring time-entry reports, reminding employees to submit time, and managers to complete approvals, review records for missing or incorrect information, and help correct or submit time on behalf of employees when needed. | Monitoring time-off/absence reports, reminding employees and managers about pending actions, and enter or correct time off on behalf of workers when necessary. |
Submission and Corrections
Why is submission and approval important?
Time that is not submitted and approved can delay payroll processing. Timekeepers should use reports and reminders to confirm that employees and managers complete their actions before payroll deadlines.
Can a timekeeper submit a timecard for an employee?
Yes. A timekeeper may submit time for an employee when necessary. The manager must still complete the applicable approval process.
Can a timekeeper correct an employee’s missing or incorrect punch?
Yes. Before the period closes, a timekeeper can correct time when an employee reports a missed punch, an incorrect punch, or another time-entry issue. Managers can also make these corrections.
Who can edit a timecard after the pay period closes?
After the period closes, employees, managers, and timekeepers can no longer edit the timecard. Only the central Payroll team can make post-close corrections.
Time Off and Leaves of Absence
What is the difference between time off and a leave of absence?
Time off is generally a short-term absence, such as a few hours or several days. It may use an employee’s accrued balance and does not change the employee’s active job status. A leave of absence is generally longer term, may be paid or unpaid, and changes the employee’s status to On Leave.
What are examples of time off?
Examples include annual leave, sick leave and court leave.
When should employees submit time-off requests in relation to their timecards?
Employees should submit all applicable time-off requests before submitting the timecard at the end of the pay period. This allows approved time off to flow into the timecard so the employee can review and submit a complete record.
What are examples of a leave of absence?
Examples include an extended medical absence or an FMLA-related leave.
What absence-related actions can employees complete?
Employees can submit time-off requests, request a leave of absence, and request a return from leave. Employee self-service should be used whenever possible.
What is the role of an Absence Partner?
Absence partners are the central HR staff members who support designated absence types, such as FMLA, PPL and family sick leave. They can enter or correct time off and initiate leave or return-from-leave processes on behalf of workers when required. Absence partners review and approve or deny requests for leaves of absence based on state and federal guidelines. Absence partners may request medical documentation to support decisions related to leaves of absence.
Approvals and Delegation
Who can approve an employee’s timecard?
The employee’s manager is the designated approver. If the manager is out of the office or on leave and unable to fulfil this requirement, the manager must delegate the approval responsibility to another person who can act on the manager’s behalf.
When should a manager delegate approvals?
Delegation should be established when a manager is not able because they are on business travel, vacation, or another absence that would prevent timely approvals. See the guide: Delegate Timecard Approval
How does a delegate approve time on behalf of a manager?
After delegation is configured, the delegate must use Workday’s delegated-action process to act as the manager for the assigned tasks. The correct business processes, including timecard or time-off approvals, must be included in the delegation setup. See the guide: Perform Delegated Tasks.
Reports
| Report | Description |
| CU Time Report for Employees | This report provides a summary of time by employee and includes exemption status, scheduled hours, and reported hours. It can be run for a supervisory organization, with or without subordinate organizations, and can be exported to Excel. The report uses a date range. To review the full pay period, enter the correct beginning and ending dates for that period. |
| Unapproved Time Review Events | This report identifies employees with submitted but unapproved time and includes the supervisory organization or manager information needed for follow-up. |
| Unmatched Time Clock Events | This report identifies employees with unmatched clock-in or clock-out events. All missed punches must be resolved before the timecard can be submitted. |
| Reported Time Blocks for a Worker | This report shows, for an individual worker, how time was originally reported and how Workday calculated or categorized it for payroll, such as regular time, overtime, or straight time. |
| Time Off Approvers with Events Awaiting Action | This report identifies workers with pending time-off requests and the supervisors who need to act. |
| All Worker Time Off | This report shows approved and pending time-off requests for a selected date range. |
| Approved Time Off | This report shows approved time-off requests for a selected date range. |
What should I do if I cannot access a report?
Report visibility may depend on the security assigned to your Workday role. Confirm the report name and your organizational access, then submit a ServiceNow case if the report is not available.
Troubleshooting
Why will a timecard not submit when it contains a missed punch?
An unmatched time clock event is treated as an error. The missing clock-in or clock-out must be corrected before Workday will allow submission.
What is the difference between reported time and calculated time?
Reported time is the time entered or captured from the employee’s timecard entries . Calculated time is the result after Workday applies time-calculation rules and categorizes the hours for payroll.
Step-by-step instructions for most tasks in Workday are available in the Workday Training Library. If you have a question that is not answered here or via a training guide or self-paced training submit a ServiceNow case.
