Time Tracking
Workday time tracking is an innovative time-and-attendance application that is available at any time. The time-entry application delivers an engaging experience that will streamline time-entry and approval processes. In Workday, time worked must be entered, submitted, and approved for employees to receive their paycheck.
Will TimeClock Plus be rolled into Workday?
Workday is going to be our system of record for time keeping as well as for time tracking. TimeClock Plus will no longer be used.
Will all employees be required to track time, or only certain groups?
Employees currently required to track time – hourly and FLSA non-exempt salaried employees—will continue to do so in Workday.
What if an employee misses a check in/out?
If an employee inadvertently misses a check in or out, they will have the ability to edit their time sheet. If necessary a manager can add the hours.
Who can submit and approve an employee’s time?
If necessary, a manager can submit on behalf of an employee. Once a manager submits, it will automatically approve the time as well.
- Timekeepers can submit/edit time. The project team is currently working on an approval option for Timekeepers.
Will non-exempt employees need to clock in/out, submit, and have time approved to be paid?
Yes, all 3 steps are necessary. Non-exempt employees will be paid their salary but overtime, shift differential and hours worked over their FTE will not be paid if the hours are not submitted and approved.
Can alternate work hours be tracked (e.g., 8:30 AM to 5:30 PM)?
Yes. Custom schedules can be configured. Frequently used schedules will be pre-loaded, and additional options can be added as needed.
Will hybrid work schedule MOUs be visible in Workday?
This is under evaluation. While the MOU may remain external, visibility into remote/hybrid status is expected to improve within the system.
How will we allow timekeepers access to see employee time sheets?
Workday is based on Security around positions and job profiles. There is the ability to configure the security for select individuals to view specific information for other employees in Workday. Timekeepers will be able to see employee timesheets in their supervisory organization.
What will the role of Timekeepers look like in Workday?
The Timekeeper role will be limited with the use of Workday since Workday uses an employee self-service model. All employees should enter their own time worked. Timekeepers entering time is for emergencies and out-of-the-ordinary situations. Timekeepers will be able to make corrections on behalf of an employee but cannot approve time worked. Managers will be responsible for approving time worked for their direct reports.
Who will approve time if a supervisor is not available?
A supervisor can delegate responsibilities to any peer within the same org or above them in the system.
Will managers be able to see information for EVERYONE in their Division, or ONLY the people who report directly to them?
Managers can drill into any employee’s information that is in their supervisory org and in their direct reports’ supervisory orgs and so on.
Will Workday automatically clock out hourly employees who forget to do so?
Workday does not automatically clock out an employee who forgets to clock out. This is the same as TimeClock Plus – TimeClock Plus does not automatically clock out an employee who forgets to clock out.
Does the inability to clock in and out apply to student staff?
No. Student staff will have a “check-in” button and a timesheet where they can enter time manually or correct missed entries.
Can supervisors clock out for student hourlies if they forget?
The Manager/Supervisor or Timekeeper will be able to go to the timesheet and enter the Out time for the employee if needed.
Will supervisors and HR be able to edit any and all time for student hourlies, including clock in/clock out
The Manager/Supervisor and Timekeeper will have the ability to edit, delete, or enter time for their employees in Workday.
Will we still use TimeClock Plus physical standalone clocks for checking in and out of work hours?
Kiosks will replace the TimeClock Plus physical standalone clocks that we currently use with TCP. Those who have a TimeClock Plus physical standalone clock will switch to a Kiosk if they want to continue using a standalone device for Checking In/Out.
Can timesheet clocking in/out be determined by method?
We won’t be able to determine if an employee uses a Kiosk or the Check In/Out on the desktop version. Kiosk shows up as Time Clock Events but when you Check In/Out using the desktop version – it also shows as Time Clock Events. Mobile does show if using the Check In/out or Timesheet option on the mobile app.
What type of reporting is available? Is there an equivalent to the Time Punch Report in TCP?
Reporting is currently being evaluated.
Do all departments have to provide a kiosk for clocking in/out?
No, kiosks are not mandatory for time tracking in general. Kiosks are an option to replace the existing TimeClock Plus timeclocks if those who are using them want to continue to utilize a standalone clock.
Does the Time Kiosk need an internet connection?
Yes, internet connection is required.
Can employees request time off at Kiosks?
No. Kiosks are only use to clock in and out of time worked.
Can employees view and submit their timesheet on the Kiosk: Can they view their schedule?
No. Kiosks will only be used to enter time worked. Please view this visual for more information.
What are the minimum technical requirements for the Kiosks?
iPadOS 15.0 or later. iPads using Apple’s “Shared iPad” feature are not supported at this time.
What’s the process to order kiosks if a department opts to use them?
Departments should purchase iPads directly. Workday does not have any specific recommendations for an iPad with regards to the iPad Pro, iPad Air, iPad or iPad Mini. The only requirement from Workday is that the iPad needs to be able to run iOS version 15 or above. Please view the Time Tracking Toolkit for more information.
Why does the review screen show the entire month if I’m only submitting time for one week?
In Workday, the review screen always reflects the full pay period—not just the specific days you’re entering at that time. Even if you’re submitting time for one week, the system displays the entire pay period (biweekly or monthly) because time is calculated and processed based on the full pay period.
As long as you submit your time by the end of the pay period, it will process correctly.