GETTING STARTED WITH TIME TRACKING (TIME WORKLET OPTION) WHO NEEDS TO RECORD TIME ACCESSING YOUR TIMESHEET

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1 GETTING STARTED WITH TIME TRACKING (TIME WORKLET OPTION) This guide covers how to: Record and submit your hours worked using the Time Worklet. Submit requests for time off (absences). Change and correct submitted time and absence entries. Understand the approval process. WHO NEEDS TO RECORD TIME All hourly employees must enter their time using Workday. ACCESSING YOUR TIMESHEET 1. To enter time, click on the Time Icon on the Workday Dashboard (Home/Landing Page). 2. Workday will display the Time Worklet. 1 1

2 TIME WORKLET The Time Worklet has two columns: Enter Time and View. 1. In the Enter Time column, click on This Week to enter your hours for the current week. You can also enter time for the previous seven days (Last Week), or select any week for entering time The number of hours currently recorded but not submitted are displayed. 2 ENTERING WORK HOURS FOR THE CURRENT WEEK Click This Week in the Enter Time Column of the Time Worklet. Workday will display the Enter My Time Form. 1. Click the Left and Right Arrows to change the days displayed. 2. Clicking the View Button allows you to display either a full week or just one day on the form. 3. Your hours will be totaled and categorized as you enter your time. 2

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4 USING THE CALENDAR 1. Click anywhere on the day for which you want to record time. Workday will display the Enter Time Form. 2. Click the Selection Icon to select the Time Type (important if you work shifts). The selections listed will depend upon your role. 3. Type the time you arrived for work (In). 8:30 a would be 8:30 AM. 4. Type the time you left work (Out). If you are not paid for lunch, type the time you left for lunch. 12 p would be 12:00 PM. 5. In the Out Reason field, select the reason you left work. Out means you left for the day Meal means you started your unpaid lunchtime. Total hours will calculate based on the time(s) you enter in the In and Out fields. 6. You can type a comment for any explanation you want to record. 7. Click OK 8. If you have multiple jobs, use the Position field to indicate which job you are entering hours for. (See below for screenshots) In Workday, you will not be entering the numbers of hours you worked. Instead, you will enter the actual times, including lunch hours. Required fields are indicated with red asterisks. 4

5 Multiple jobs? 8 5

6 9. Follow Steps 1 8 on Page Three of this guide to enter the rest of you time for the day. 10. You can enter your time each day or at the end of the week

7 11. Click Submit once to review your time. 12. After reviewing your time, click Submit again. Your time will be forwarded automatically to your manager. 13. Calendar entries will reflect the submission

8 QUICK ADD If your work hours do not change much day-to-day, the Quick Add feature might work well for you. 1. Open the Time Worklet. 2. Click on either the This Week or Last Week menu buttons. 3. Click the Enter Time button. 4. Click Quick Add on the pop-up menu. 4 8

9 5. On the Quick Add screen Hours Worked is auto-filled into the Time Type field. You only need to change this if you are entering an absence. Select the shift if it applies to your job. 6. Click Next. 7. Enter your morning hours both In/Out. 8. Click Add. 9. Enter your afternoon hours both In/Out. 10. Click the check boxes for days of the week for which those hours apply. 11. Click OK. If you do not take a lunch break, you just need to make one entry do not click Add. Clicking Remove will delete a time entry Workday will populate the days you selected with the hours you entered. You can click anyplace on a day to make changes for that day. 9

10 12. Click Submit once, to review your time. Click Submit again and your time will be forwarded automatically to your manager

11 AUTO-FILL FROM PRIOR WEEK If you want Workday to copy your work hours from a previous week to the current week, use the Auto-fill from Prior Week feature Open the Time Worklet. 2. Click on either the This Week or Last Week menu buttons. 3. Click the Enter Time button. 4. Click Auto-fill from Prior Week on the pop-up menu. 11

12 5. In the Select Week field, select the week from which you want to import hours. Workday will fill in a summary of the hours. 6. Click OK. 7. Workday will populate with the work hours of the selected week. You can click on a day to make changes. 8. Click Submit. 5 Using this feature, Workday will only import work hours from a previous week, not absences, holidays or other non-work entries. ENTERING HOURS FOR WEEKS OTHER THAN THE CURRENT WEEK Although it is strongly suggested you enter your time either daily or by the end of the current pay period (Sunday), the Time Worklet has three options for quickly entering your time into previous or future weeks. Last Week: displays the calendar of the previous week. Select Week: prompts you for the week you wish to view. 12

13 ENTERING TIME OFF (ABSENCES) You do need to enter hours that you did not work. 1. Click on either the This Week, Last Week or Select Week menu buttons. 2. Move to the date for which you want to enter an absence. 3. Click anywhere on the date. Workday will open the Enter Time form. 4. Click the Time Type field s Selection Icon. 5. Click on Absence. 6. Scroll to find the reason for your absence. Click its Radio Button. 7. Hours will default to seven (7), 7.5 or 8 hours, depending on your scheduled hours. You will need to enter the exact number of hour for your absence. For example, if you are a scheduled 7 hour per day employee, and you wish to take a half day vacation, you would need to enter 3.5 hours. 8. Enter Comments, such as the reason you will be absent. 9. Click OK. 10. Click Submit

14 ERRORS AND ALERTS 1. If you fail to complete a required field before you submit your time, or if you make an errant entry into one or more fields, Workday will display a red error box. 2. Click View All to display descriptions of the error(s). You can also click the arrow in the white error box. 3. Workday may also highlight the affected field in red. 4. Correct the errors, then click OK An error must be corrected before an entry can be submitted successfully. An alert is something you should be aware of, but you can clear it and make your submission. CHANGING A TIME ENTRY 6 5 You can change a time entry at any time. If the entry you are changing has not been submitted, your manager will see your most current entries when you submit. If you make a change to a submitted 4 entry, your manager will see your proposed changes. If the entry you are changing has already been approved, your manager will need to approve the changes. Workday will update all necessary payroll adjustments. To make changes: 1. Click on either the This Week, Last Week or Select Week menu buttons. 2. Move to the date for which you want to make a change. 3. Click anywhere on the time block that you wish to change. Workday will open the Enter Time form. 4. Make your changes in the In/out boxes, or delete or add absence. 5. Click OK. The calendar entry will display Not Submitted. 6. Click Submit. 3 14

15 CORRECTING TIME OFF You can use the Correct Time Off option of the Time Worklet to change a time off (absence) entry. 1. Click Correct Time Off on the Enter Time column of the Time Worklet. 2. Move to the day you want to correct. 3. Click on that days time off label. 3 15

16 4. In the Details window, highlight the time off entry. 5. Click Cancel this Request to remove the entry. 6. Workday will display the Cancel Business Process screen. Review the transaction. 7. Add a Comment explaining your actions. Although this field does not have an asterisk, it is required. 8. Click Submit. 9. Click Done to return to the Home Dashboard

17 THE APPROVAL PROCESS Many of the actions covered in this guide, such as entering your time or requesting a day off, initiates a business process. A business process is made up of a collection of tasks that are completed in a specific order using pre-defined routing to accomplish a desired business objective. Some of these tasks are approvals. When you submit you time, the approval process forwards your request to your manager s Workday Inbox. There, your manager can either approve your request, send it back to you for adjustments and re-submit it. Your manager does have the ability to enter your time and/or change it. 1. After you submit your request, Workday will tell you what s Up Next, To view details of your entry as well as the entire business transaction, you can click Details and Process. 2. Click Details to review the transaction, Process to see all the steps in the business process

18 NOTIFICATIONS AND INBOX 1. In the Notifications area, Workday will remind hourly employees that they need to enter their time, and will notify them when they have successfully submitted their time. 2. If your manager returns your timesheet to you, you will see that notice in your Workday Inbox. 3. To edit a returned timesheet, click on the entry in the Inbox. Workday will display the Revise Time Calendar. Move to a date that needs revision and click on it. Workday will display the Enter Time window. Make the changes, then click OK and Submit