This guidance provides information for supervisors on how to manage employee time entries in Workday, including how to enter, edit, and approve time, handle meal breaks, and resources to share with employees to convert overtime to compensatory time.
Timesheet or Web Clock
This applies to: Hourly, Nonexempt Academic Staff, Student Hourly, and Nonexempt Graduate Assistants
To get started, review the KB article Edit, Submit, and Approve Time in the Time and Scheduling Hub for detailed instructions.
Tips for Editing Time:
- You can make edits directly in the Edit and Approve time report.
- You are able to approve employee time worked entries using the Mobile App under "My Tasks". Follow the KB Installing Workday on a Mobile Device for instructions.
Tips for Submitting and Approving Time:
- Approving timesheets ensure employees are paid correctly and on time.
- Submit and Approve are two different actions, timesheets may be submitted and then must be approved.
- Follow your local HR department's preferred deadline for approving timesheets.
- Time and time off manager approval tasks in Workday may also be delegated to others if you are out of the office. For more information about delegation in Workday review the Delegation Overview KB article.
Important:
- Workday has specific timeframes when timesheets cannot be edited. These are called Lockout Periods. Follow your local HR department’s deadlines to avoid issues.
- If an employee reaches out about financial hardship due to missed pay or missed hours reach out to your local payroll coordinator for assistance.
Managing Meal Time Entries
- Some employees have automatic meal break built into their work schedule. If their shift is 6 hours or longer, a meal break may be automatically deducted from their total hours.
- If an employee has an automatic meal break they do not need to enter Meal Start or Meal End times, and they do not need to clock in/out for their meal break. The hours total for a day should include time for the automatic meal deduction (e.g., someone who has a 30-minute automatic meal deduction will not have Meal Start and Meal End times in the schedule, and their daily hours total may be 8.5 hours).
- You can update or add an automatic meal deduction, follow the KB Updating Automatic Meal Deductions for instructions.
- You can cancel an automatic meal deduction, follow the KB Canceling an Automatic Meal Deduction for instructions.
No Time Entry Employees
The following employees do not need to record time in Workday:
- Exempt Academic Staff
- Exempt University Staff
- Faculty
- Exempt Limited Staff
Resources for Converting Overtime Hours to Compensatory Time
You may have employees who may be eligible to convert overtime hours into compensatory (comp) time. Share the following resources with your employees.
- Overtime Policy, UW-5030
- Instructions on how to Convert Overtime Hours to Comp Time in Workday.
Questions?
Contact your local HR department.