Setup Considerations: Working Time Rules

You can use this topic to help make decisions when planning your configuration and use of working time rules. It explains:

Why to set them up.

How they fit into the rest of Workday.

Downstream impacts and cross-product interactions.

Security requirements and business process configurations.

Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What It Is

Working time rules enable you to populate default and scheduled weekly hours for workers.

Business Benefits

You can increase efficiency and reduce manual effort by:

Creating rules to populate default and scheduled weekly hours for workers.

Ensuring the correct assignment of full-time equivalent (FTE) percentages to workers.

Assigning different default and scheduled weekly hours for workers based on job profile, time type, location, and more.

Use Cases

Record and report working time of a worker.

Automatically update weekly hours by eligibility rules when workers change job. Example: When changing a full-time worker to part-time.

Track working time for specific countries.

Questions to Consider

Questions	Considerations
How do you want to populate scheduled and default weekly hours for workers?	You can use working time rules to populate scheduled and default weekly hours for workers. You can assign different default and scheduled weekly hours for workers based on: Collective agreements Company Cost center Job category Job family Job profile Location Supervisory organization Time type Work shift
How do you want to populate scheduled and default weekly hours for workers if there are no working time rules?	In Create Position : You can populate scheduled and default weekly hours from the Location Weekly Hours field. In Edit Position Restrictions : You can populate scheduled and default weekly hours from: Position restrictions. The Location Weekly Hours field. In all other supported business processes, you can populate scheduled and default weekly hours from: Job requisition or position restrictions. The Location Weekly Hours field. The work hours profile. When you initiate a change job event from a job requisition, Workday populates the Default Weekly Hours and Scheduled Weekly Hours fields from the location weekly hours of the job requisition’s primary location, when: The FTE of the current job is 100%. There's no work hours profile.
How can you make Workday apply working time rules on supported business processes?	Workday applies a working time rule, if you: Define a working time eligibility rule. Enter data on a task that matches the working time eligibility rule. Example: Workday populates rule data based on a previous process when you initiate a task. To apply a rule, enter data that matches the rule. Workday respects the defaulting behavior of weekly hours on initiation, revise, and review tasks of all the related business processes.
How can you populate weekly hours values in web services?	You can populate weekly hours values in the recruiting and staffing web services from a rule if applicable.
How do you want to populate weekly hours in mass action workbooks?	You can populate scheduled and default weekly hours in these workbooks based on the eligibility of rules: Mass action: Mass Change Job. My Tasks consolidation: Mass Employment Agreement and Mass Offer.
How can you populate scheduled and default weekly hours for pre-hires and candidates?	Using Offer and Employment Agreement as a subprocess of Job Application you can populate weekly hours for pre-hires and candidates from a working time rule. You can also use Employment Agreement as a standalone business process to populate the weekly hours for pre-hires and candidates from a working time rule. You can also configure Workday to populate scheduled and default weekly hours automatically for workers in the job and evergreen requisition business processes using condition rules.
How can you ensure correct assignment of weekly hours and full-time equivalent percentages?	You can configure the editable working time fields like Default Weekly Hours and Scheduled Weekly Hours to be non enterable for certain security groups using the Configure Optional Fields task. Restricting the fields for certain security groups will avoid any incorrect entry of weekly hours values and ensures correct full-time equivalent percentages for workers.

Recommendations

If you want to define a working time rule based on collective agreements:

Assign a collective agreement to a worker before you define a rule.

Use Employment Agreement
instead of Hire
.

Requirements

No impact.

Limitations

If you enable

Work Hours Profile

in the

Edit Tenant Setup – HCM

task, scheduled and default weekly hours won't populate from the working time rules.

Tenant Setup

Enable

Enable FTE on Position Restrictions

on the

Edit Tenant Setup - HCM

task to populate default and scheduled weekly hours in the Edit Position Restriction
and Create Position
business processes.

Security

Domains	Consideration
Set Up: Working Time domain in the Staffing functional area.	Users secured to this domain can set up country-specific working time.
Set Up: Tenant Setup - Global domain in the System functional area.	Users secured to this domain can restrict settings to certain countries or regions.
Manage: Cost Center domain in the Organizations and Roles functional area.	Provides access to managing all cost center structures.
Manage: Supervisory Organization domain in the Organizations and Roles functional area.	Provides access to viewing and maintaining supervisory organizations to which the user has access.
Public Reporting Items domain in the Tenant Non-Configurable functional area.	Provides access to all publicly available report fields and report data sources. It allows all users with permissions to create or run reports to view these fields.
Worker Data: Collective Agreements in the Staffing functional area.	Provides access to collective agreement data for employees.
Worker Data: Current Staffing Information domain in the Staffing functional area.	Provides information on workers' current information such as status, length of service, seniority. Includes web services.
Worker Data: Work Shifts domain in the Staffing functional area.	Provides access to information regarding workers' work shifts.

Business Processes

Workday populates scheduled and default weekly hours from a working time rule on these business processes:

Add Additional Job

Change Job

Contract Contingent Worker

Create Position

Edit Position

Edit Position Restriction

Employment Agreement

Hire

Offer

Start International Assignment

Reporting

Reports	Considerations
View Working Time Eligibility Rule	Displays the eligibility rules that you create for working time.
View Working Time for Country	Displays the working time rules defined for a country.

Integrations

You can use these web services to upload working time configuration and eligibility rules:

Put Working Time Eligibility Rules

Put Maintain Working Time for Country

You can use these web services to retrieve working time configuration and eligibility rules:

Get Working Time Eligibility Rules

Get Maintain Working Time for Country

Connections and Touchpoint

Feature	Considerations
Recruiting	You can populate scheduled and default weekly hours for pre-hires and candidates using working time rules on Employment , Offer , and Job Requisition .

Set Up Work Hours Profiles

2022R2 What's New Post: Working Time