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Administrator Guide
Last Updated: 2023-06-23
Set Up Work Hours Profiles

Set Up Work Hours Profiles

  • Enable work hours profiles in the
    Edit Tenant Setup – HCM
     task.
  • Security:
    Set Up: Work Hours Profiles
     domain in the Jobs & Positions functional area.
The work hours profile specifies the time profile and regular paid hours equivalent for 1 or more job profiles. Use work hours profiles to handle workers whose work week comprises a different number of hours than specified by the time profile for the location.
  • Workday can use the regular paid equivalent hours in a work hours profile to calculate estimated annual pay (annualization).
  • The regular paid equivalent hours are associated with a time profile. The full-time equivalent (FTE) is 100%, even though the number of hours is different. This affects the calculation of PTO accrual, for example.
  • If you have an integration with ADP PCPW, you can have a classification for each work hours profile and exchange it with ADP.
  1. Access the
    Maintain Work Hours Profiles
     task.
  2. In the
    Work Hours Profile
     field, specify a name for this profile.
  3. Select a
    Time Profile
     for the location where you use this work hours profile.
  4. Specify the
    Regular Paid Equivalent Hours
     that these employees typically work.
    Normalize this value for overtime. Example: If the typical work week is 44 hours, enter 44. If workers get time-and-a-half for hours over 40, enter 46 to normalize the value so it represents the equivalent hours in straight time. This enables Workday to calculate annualized compensation.
  5. If you have an integration with ADP PCPW, enter a
    Classification
     for this profile. Otherwise, Workday ignores this field.
  6. If this work hours profile applies to all job profiles not associated with a
    Time Profile
    , select the
    Default for Job Profiles
     check box.
    When this check box is selected, you can have only 1 work hours profile for a given
    Time Profile
    . The
    Job Profile
     field becomes unavailable.
  7. Select 1 or more
    Job Profiles
     for which employees normally work the hours specified in the
    Regular Paid Equivalent Hours
     field.
    You can't select a job profile that is in another work hours profile with the same
    Time Profile
    .
Paramedics normally work a 44-hour week at locations where the normal time profile is 40 hours and also 35 hours (such as in France). You decide that a paramedic's 44-hour week is the equivalent of a standard work week for the location.
Create a work hours profile for:
  • The Paramedic job profile at locations where the
    Time Profile
     is 40 hours.
  • The Paramedic job profile at locations where the
    Time Profile
     is 35 hours.
In addition, select the
Default for Job Profiles
 check box for:
  • All other workers who work a normal week at a 40-hour location.
  • All other workers who work a normal week at a 35-hour location.
Enable Workday to calculate annualized compensation for hourly workers with work hours profiles:
  • Access the
    Maintain Frequencies
     task:
    • For the Hourly
      Frequency Name
      , select the
      Use Weekly Hours
       check box.
    • For the Weekly
      Frequency Name
      , select
      Weekly
       at the
      Frequency Type
       prompt.
  • Set up hourly workers' compensation as follows:
    • They must have an hourly compensation plan.
    • Their compensation package must have a grade with an annual frequency.
Whenever you hire an employee, specify the work hours profile that equates to the correct regular paid equivalent hours with the time profile from the worker's location.
Whenever an employee changes jobs or locations, adjust their work hours profile accordingly.