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Administrator Guide
Last Updated: 2024-11-01
Manually Run Time Calculations

Manually Run Time Calculations

Security:
Process: Run Time Calculations for a Date Range
 domain in the Time Tracking functional area.
You can manually run time calculations when Workday doesn't automatically run calculations for these reasons:
  • Worker eligibility changes for these Time Tracking components:
    • Time code groups.
    • Time entry templates.
    • Time period schedules.
    • Time calculation groups.
  • You change time calculation configurations.
  • A time calculation generates a calculated time block without an associated reported time block.
  • You request time off, but you didn't configure your tenant to run time calculations automatically upon time off approval.
  • You configure your tenant to defer time clock event matching and processing.
  • You configure daily evaluation of worker eligibility for time calculations to run in the past.
Workday recommends that you don't run calculations for a period that contains work schedule calendar changes. If a period contains work schedule calendar changes, run time calculations for a subperiod instead.
Workday evaluates the worker's day breaker eligibility daily when running calculations. Workday evaluates the start day of week eligibility for each week included in the date range, rather than using only the start day of week that was effective at the start of the date range. If you select daily evaluation of worker eligibility for time calculations, then Workday evaluates eligibility daily for the date range.
When you manually run time calculations, Workday doesn't calculate time for terminated workers, even if the termination date is after the dates selected as the process parameters.
You can only run calculations on an open period. When you run calculations for a date range that includes both open and closed periods, Workday runs calculations only on the open periods. Example: You configure time entry to open on May 8, which is a holiday. When you run time calculations on May 1, Workday doesn't generate the holiday time block because the period isn't yet open. If you remove the restrictions on when time entry opens and run calculations on May 1, Workday generates the holiday time block.
To test the impact of manually running time calculations for an extensive date range, Workday recommends that you first manually run time calculations within a small date range and confirm that the output is what you expect. You can use the
Time Calculation Debugger
 report to identify the time calculations that were evaluated and applied for a week for a worker.
  1. Access the
    Run Time Calculations for a Date Range
     report.
  2. Select the workers for whom you'd like to run calculations.
    You must have security access on the
    Enter Time
     business process security policy to select workers.
    If you select all workers in the report, once the process runs, Workday refreshes the worker list according to the criteria you select. The workers processed might change from the list of workers you initially selected.
  3. Select a
    Run Frequency
    .
    When you select a recurring run frequency, Workday displays the
    Schedule
     tab, where you can configure when or how frequently to run time calculations for a particular date range.
  4. Enter a
    Request Name
    .
    Workday uses the request name in reports.
  5. As you complete the
    Selection Criteria
     section, consider:
    Option Description
    Static Range
    Select a
    Start Date
     and an
    End Date
     to define the fixed time period to run time calculations.
    Example: You want to run time calculations multiple times for the date range of 2024-12-24 to 2024-01-07 to capture time offs that workers may have forgotten to enter ahead of time.
    Dynamic Range
    Specify a date range that shifts based on the number of days in the
    Days Before Run Date
     and
    Days After Run Date
     fields, and the
    Next Run Date
     to run time calculations.
    Example: If you want to run time calculations every week for the previous week's time entries, schedule a weekly recurrence that runs every week and 7 days before the
    Next Run Date
    .
    The
    Next Run Date
     field displays the date when Workday will next run time calculations, based on the options you select on the
    Schedule
     tab.
    When you schedule a recurrence, Workday will run calculations for the dynamic period you set up. Note: If your run frequency is
    Dependent
     or
    Custom Recurrence
    , Workday doesn't display a date in the
    Next Run Date
     field, but will still use the days you specified in the
    Days Before Run Date
     and
    Days After Run Date
     fields to run calculations.
    If your run frequency is
    Run Now
    , the
    Next Run Date
     field displays today's date.
  6. For a recurring run frequency, see Schedule Reports or Report Groups for considerations to complete the
    Schedule
     tab.
You want to run time calculations every Monday morning at 8:00 AM for the 30 days prior. You want this schedule to occur from 2024-03-18 to 2024-06-16. When you access the
Run Time Calculations for a Date Range
 report, select
Weekly Recurrence
 for the run frequency. On the
Schedule
 tab, set up a weekly recurrence on Mondays at 8:00 AM and choose a range of recurrence starting on
03/18/2024
 and ending on
06/16/2024
. On the
Selection Criteria
 tab, under the
Dynamic Range
 section, the
Next Run Date
 field displays 03/18/2024. Enter
30
 in the
Days Before Run Date
 field.
On 2024-03-18 at 8:00 AM, Workday runs time calculations on all time entries from 2024-02-17 to 2024-03-17. Next Monday, on 2024-03-25, Workday runs time calculations on all time entries from 2024-02-24 to 2024-03-24.
If the calculations change a worker's submitted time, you must resubmit that time.
You can run these reports to view the status or schedules of the calculations:
  • Process Monitor
  • Scheduled Future Processes