Workday Manager Course 1 Time Entry & Approval

Workday Manager Course 1Time Entry & ApprovalJune 2020Presented byWorkday Change Management Team and HR Partners1

Working RemoteReminder: Put phone and/orcomputer speakeron mute toeliminatebackground noise You may also disablethe video feed Use Chat tocommunicate orUnmute speaker totalk2

Agenda1. Introductions2. Prerequisites3. Confidential Information4. Time Off Requests5. Timekeeping in Workday6. Time Sheet Examples7. Enter Time for Worker8. Reviewing & Approving Time9. Schedules10. Time Entry & Approval Process11. Reports12. Manager Next Steps and Important Dates13. Demo14. Appendix – Other Time Entry Methods3

Class Prerequisites This class assumes you have completed theManager Training Packet This class covers these job aids4

Access to Confidential InformationManagers may need to access confidential and sensitiveinformation. You may only share information with authorizedemployees.5

Access to Confidential InformationConfidentiality of RecordsWorkday system access is provided for official business of the City of Dallas. Any otheruse of this information may violate one of the following: AD 2-33 E-Mail and InternetPolicy; Information Systems Acceptable Use; Personnel Rule Sec. 34-36 Rules ofConduct; Federal Privacy Act of 1974; Computer Fraud and Abuse Act of 1986;Computer Privacy Act of 1986; Computer Security Act 1987; Freedom of InformationAct, 5 U.S.C. Sec 552; Electronic Freedom of Information Act Amendments of 1996;Telecommunications Act of 1996; Consumer Internet Privacy Protection Act of 1999.Unauthorized distribution, reproduction, modification or deletion of any, employeeinformation outside the intended and approved use is strictly prohibited. Illegalaccess or misuse of this account is punishable up to including termination. Further,the City of Dallas computer systems are for the use of authorized users only. If one issuspected of unauthorized activities, Human Resources (HR) may monitor and recordany activities associated with account in use. Anyone using the system expresslyconsents to such monitoring. It is understood that this is an individual access accountand may not be given or shared with anyone, unless the account was set-up to beand controlled for that purpose.6

Time OffRequests7

Time Off Requests Employees may enter time off requests using their AbsenceApplication. Workday will not allow an employee to request more time off thantheir projected balance on the date of the request. Managers will receive the request for approval in the Workday Inbox Once approved, the time off will be entered as approved time on theemployee’s timesheet Managers may also enter time off requests on behalf of their employees Corrections to approved time off cannot be edited on the employee’stimesheet. Corrections would need to be made by the employee orsupervisor using the Correct My Absence Task in the Absence App Time off can be entered directly on the timesheet. Workday will giveyou an error message if the time off exceeds the available balance. Managers can use the My Team’s Time Off and Leave calendar as aplanning and management tool. Approved time off requests8

Time Off RequestsManagers can view current time off balances andproject the balance forward by changing thedate. Select the range of days for the time offrequest, select absence type and submit therequest.9

Time Off RequestsManagers can view current time off balances andproject the balance forward by changing the date.Select the range of days for the time off request, selectabsence type and submit the request.10

Time Off & Leave CalendarManagers can view the approved time off for their Teamusing the Time Off & Leave Calendar in the Time and Absenceapp11

Correcting Time Off Requests Click Correct Absence in theTime & Absence App Select the Worker Select the Date(s) to adjust Edit the quantities as needed If you are removing all thetime off on a day – changethe hours to 0 to remove timeoff from day.12

Timekeeping inWorkday13

Who Enters Time14

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Time Entry and Approval Actions by XXXX*Employees should follow rules established by their department's managementEnter & Submit Time in WorkdayEnter Requests for Time OffCan View/Review time enteredCorrect Time EntriesAssign ScheduleEnter Time Off for an EmployeeEnter Time Worked for an EmployeeApproves Time OffApproves Time EntriesRuns Time Entry Audit it/Entry/ ApprovalMonitorXXXXXXXXXXX16

Time Entry Overview by Employee Type KronosUse Kronos to record timeworkedEmployee cannot enter timein WorkdayTime off recorded inWorkdayEmployee may request timeoff in advance throughWorkdaySupervisor or TK can recordtime off on timesheetTK/Supv/Manager approvestime in WorkdayNo time off recorded inKronos will be sent toWorkdayKronos & Workdayschedules must match Non- Exempt/HourlyEmployees –Workday Time EntryPositive time entry – alltime worked must berecorded on time sheetRequest time off throughWorkdayCan use Projects for timeallocationMust have a scheduleExempt/SalariedWorkday Time Entry No Exceptions TimeSheet - reports 80 hoursworked for the payperiod-ORRecord hours all workedplus exceptions – musttotal to at least 80 hoursCan flex time during payperiodCan use Projects torecord time allocationsMust have a schedule17

Timekeeping and Absence DefinitionsEnter TimeUsed to enter time for: Hours worked Projects used to allocate time to aspecific concept/project/activity(equivalent to Lawson activity)Time OffsUsed to request time off from work for: Sick Vacation AIL Comp Jury dutyNOTE: Leave Balances are automaticallytrackedLeaveUsed to record absences oflonger durations; such as: FMLA Military Leave of AbsenceNOTE: Employee’s status shows as On Leaveuntil action is taken to return the employeefrom Leave.18

Time SheetExamples19

Exempt Employee - No ExceptionsExempt with No Exceptions –80 Hours Submitted WorkdayRecords the 80 Hours20

Approved Time Off - PrepopulatedTimesheet Entry by employee, manager or timekeeperExempt Employee – Prior Approval on Vacationtime off. Timesheet shows as Approved onTimesheet when other time blocks for 5/11 and5/12 are Not Submitted.Employee, Manager or Timekeeper can enter timeoff directly on timesheet if needed such asunscheduled time off for a sick day or editamounts if the actual is different from approvedamountsRegular Hours not submittedyet . Missing Hours for 40 –24 Workday is tracking howmany hours are needed tototal 40 hours to help theemployee ensure a completetimesheet21

Non-Exempt Employee – 80 Hours WorkedNon Exempt/Hourly Employees enter all hours worked each day by entering time on the eachday or using Enter Time by Type.22

Non-Exempt Employee – Split Daily TimeAn employee can work and take time off on the same day or have multiple types of time off onthe same day such as sick and vacation. Same applies for exempt employees.23

Kronos Employee TimesheetThis example was part of our parallel test and the entries arealready approved.Note the difference in the time at top right corner – KronosTime vs Hours Worked on Workday time entry employees24

Enter Time forWorker25

Time and Absence AppAllows you to review, enter, and approvemultiple employee time entries26

Enter Time for Worker27

Enter TimeCalendar By selecting the day(selection turns blue and opens a time block to enter your time)28

Enter Time By selecting the day(selection turns blue and opens a time block to enter your time)29

Add a Project to a Time SheetDistinguishbetweenScheduledHoursWorked andAdditionalHoursWorkedMultiple Project Codes canbe entered on a single day.Project Codes cannot beused for time off30

Additional Time TypesCivilianWD Time EntryAdditional Hours WorkedHours WorkedTrainingCivilianKronosKronos - OvertimeHours WorkedTrainingDFR Sworn28 Day Additional Hours (OVT3)Temp Assgn Pay 1 rank - DFDUTemp Assgn Pay 2 rank - DFDUTemp Assgn Pay 3 rank - DFDUTemp Assign Pay (OVT1)- Pay 1 rankTemp Assign Pay (OVT1)- Pay 2 rankTemp Assign Pay (OVT1)- Pay 3 rankDPD SwornEarn Comp TimeAdditional Hours WorkedHours WorkedTrainingWhen entering a Project, use the Additional Time Type applicable toyourself or your employee’s position31

Summary of HoursAt the top right side timesheet, a summary of hours will bedisplayed Hours Worked – displays the total hours entered at the regularbase pay rate Absence – displays time off entered for the week Overtime – displays the entered time that qualifies for theovertime pay (non-exempt employee) Comp – displays time that qualifies as compensatory time(exempt employees) Holiday – displays holiday time entered Total – displays a subtotal of all regular, absence,overtime/comp, and holiday for the week32

Time Block - Status ChangeTime blocks are color coded to provide a quick visual to review iftime entry has been approved.STATUSDESCRIPTIONSubmittedTime block has been submitted tothe Time Approver/ManagerNot SubmittedTime block has been created but notsubmitted to the TimeApprover/ManagerNeeds AttentionTime block needs attention; usuallydisplayed when the Manager SendBack time block back for worker torevise timeThe Time Approver/Manager denieshours entered in time blockDeniedApprovedSCREENSHOTTime block has been approved by theTime Approver/Manager33

Error and Alert MessagesError and Alert messages display to help prevent entering invalid time entries“hard-stops,” or messages thatmay appear during time entryabsence request and submission,and will prevent you from saving orsubmitting time.Common Errors are: Absence requests that exceedtheir available balance No time entered on a row(row left blank)warnings, are “soft-stops” that conveyinformation a user needs to knowduring time entry, absence request andsubmission, but do not prevent youfrom saving or submitting time toprevent an error, and don’t stop theuser from continuing their workflow.Common Alerts are: Regular hours not entered for a day Comp Time has been earned Leave is entered on a Holiday Weekly hours are less than 40(full-time employees)34

Reviewing andApproving Time35

Reviewing & Approving Time36

Reviewing & Approving Time-Select employee or employees toreview.-Select any other criteria you desireto further filter your results.Tip: to select all, hold the shift keyand click the first and last name inthe list37

Approve or Edit TimesheetWe know this time sheet is ready toapprove because the unsubmittedhours are 0 and we see the Approvebutton.Approve the timesheet or click the employee’sname to view more detail or edit timesheet to makeupdates. Timesheet edits made by Timekeeper orthe Manager are approved upon submission.38

Submit TimeA verification page will display showing the summarized hours that will be routed forapproval. Select Submit to confirm the submission.

Approve TimeApproved time confirmation page

Schedules41

Work Schedules & Shifts Schedules – Schedules identify which days the employee works and howmany hours are worked each day. The schedule does not identify startand stop times. Shifts – identifies what time of day the employee works. There are 2 shiftsthat are entitled to additional pay called Shift Differential. ShiftDifferential Pay is updated on the Change Job Business Process – use theData Change Reason and update the Shift Pay on the Location Tab. All employees must have a schedule in Workday. All Kronos employeesmust have matching schedules in Kronos and Workday.42

View My Team’s Work SchedulesFrom the time andabsence app, selectMy Team’sSchedule, selectweek andemployees to viewNote: this viewshould be used withsmaller numbers ofemployees. If youwish to view a largenumber ofemployees, use theTime TrackingConfig Audit report43

View My Team’s Work Schedules44