Concept: Effective Dating for Time Calculations
You can create snapshots of your time calculations and time calculation groups that are active as of particular dates by using effective dating. Each effective-dated configuration is a snapshot of the time calculation or time calculation group.
Effective-dated time calculations support changes in legislation or company policy, ensuring accurate pay for workers. You can still adjust time or run retro payroll on historical periods. Workday uses the correct calculations for the period. Example: As of 2024-09-01, the State of Colorado requires that workers be paid overtime when they work more than 12 hours in a single day. The legislation goes into effect on 2024-09-01. You add an effective date to your overtime calculation to include Colorado employees as of 2024-09-01. When you adjust time or run retro payroll for periods before 2024-09-01, Workday uses the criteria in effect for those periods.
Workday automatically updates time calculations and time calculation groups that were created before the 2024R1 release on 2024-03-09 to have 1 snapshot with an effective date of 1930-01-01. When you edit an existing time calculation or time calculation group, Workday prompts you to edit an existing effective-dated snapshot or create a new effective-dated snapshot. Example: You have a Colorado Overtime time calculation. When you edit that calculation, you see an existing calculation snapshot with an effective date of 1930-01-01. You create a new snapshot with an effective date of 2024-09-01 and update the eligibility rule. You now have 2 snapshots of the same time calculation.
Time calculation effective dates are based on the worker time zone. Example: When you create a new snapshot with an effective date of 2024-03-08, the snapshot takes effect at 12:00 AM CST on 2024-03-08 for workers in the CST time zone.
When you run calculations for a historical time period, you must submit all time blocks for approval before you run payroll to avoid negative payroll results.
To compare configuration changes across snapshots, you can run the
All Time Calculation Snapshots
and All Time Calculation Group Snapshots
reports.Limitations
- You can't add effective dates to time calculations for statutory holidays in Canada.
- For predictive scheduling and accumulated overtime calculations, you can only add 1 snapshot.
- You can't create new time calculation group snapshots from time calculations on theEdit Time Calculationtask.
- You can't use effective dating with iLoad and web services versions older than 42. iLoad templates version 42 and later have new columns to support effective dating.
Effective Dating and Eligibility
If you select the tenant-level
Run Time Calculation Eligibility Day by Day
setting, Workday evaluates worker eligibility for time calculations starting on the date you select in the Start Daily Evaluation on Date
field. For each time calculation with multiple snapshots, Workday uses the snapshot that is current at the beginning of the day and applies the calculation criteria on that snapshot.If you don’t configure daily evaluation of worker eligibility for time calculations, Workday evaluates time calculation eligibility at the end of the week. For each time calculation with multiple snapshots, Workday uses the snapshot that is current as of the end of the week and applies the calculation criteria on that snapshot to the entire week.
Time Calculation and Time Calculation Group Snapshot Deletion
You can delete effective-dated time calculations and their snapshots on the
Delete Time Calculation
task. To delete a single snapshot, use the Delete Time Calculation Snapshot
task. If you delete a time calculation snapshot that's used in a time block, we recommend rerunning time calculations for that period.You can delete effective-dated time calculation groups and their snapshots on the
Delete Time Calculation Group
task. To delete a single snapshot, use the Delete Time Calculation Group Snapshot
task.Copy of an Effective-Dated Snapshot
To create a new effective-dated snapshot with a different date but similar configuration, copy an existing snapshot. To copy effective-dated snapshots, use the
View Time Calculation
or View Time Calculation Group
report.Example: Add an Effective-Dated Time Calculation
In 2024, your company pays a shift premium between 11:00 PM and 6:00 AM. Starting in 2025, a new policy will come into effect so that workers will receive the premium between 10:00 PM and 6:00 AM. You create a future-dated time calculation with the
Create Time Calculation
task, and 2025-01-01 as the effective date, along with other necessary configurations.Example: Add an Effective-Dating Time Calculation Group
Your organization has a predictive scheduling calculation included in the Generic Shifts calculation group. The current eligibility rule for the calculation group is for workers in California. When your organization opens a new store in Colorado on 2024-04-01, workers in Colorado need to be eligible for the predictive scheduling calculation. You create a time calculation group snapshot with the
Edit Time Calculation
task, and 2024-04-01 as the effective date, along with other necessary configurations.