Concept: Time Calculations

Time calculations are rules that Workday uses to generate calculated time blocks from time blocks that workers report. When you create time calculations that are active as of a particular date, each effective-dated configuration is a snapshot of the time calculation. Workday Payroll and third-party applications can use calculated time blocks to pay workers using complex pay rules rather than paying the same rate for all time worked.

Example: When a worker enters 10 hours of worked time for a day, Workday creates a reported time block of 10 hours. Without time calculations, the 10 hours would pass to payroll without specific rules for payment. Adding a time calculation for overtime can split the original 10 hours into 2 calculated time blocks: 1 block for 8 hours of regular time, and another block for 2 hours of overtime so that payroll can pay for time at the appropriate rates.

You can delete a time calculation snapshot as long as it isn't used in calculated time blocks. Workday doesn't recommend deleting time calculation snapshots that belong to a time calculation group snapshot. If a time calculation becomes invalid, remove it from the time calculation group snapshot on the effective date that the calculation becomes invalid. This ensures that time calculation group snapshots with earlier effective dates still have all calculations that were valid at that time. Example: A time calculation becomes invalid on 2025-01-01. Create a new time calculation group snapshot with an effective date of 2025-01-01, and remove the invalid time calculation from it.

You can configure these types of calculations:

Accumulated Overtime
Consecutive Day
Flextime
Holiday Time Block Create
Minimum Daily Hours
Minimum Rest
Minimum Weekly Hours
Override Rate
Predictive Scheduling
Schedule Deviation
Shift Differential
Standard Overtime
Time Block Conditional
Time Block Create

Each calculation type specifies a different set of conditions that must exist to:

Create new time blocks.
Add time calculation tags.
Replace time calculation tags.

You can create more than 1 of each type of calculation. Example: You can create multiple standard overtime calculations, each with different thresholds, or other parameters.

To meet complex time tracking requirements, you can:

Base some calculations on the position business object.
Create your own calculated fields to use in time calculations.
Use multiple calculation tags as criteria for executing a time calculation.
Use time block conditional calculations to tag time blocks for use in other time calculations.
Use time calculation priorities to apply a series of time calculations to time blocks.

Workers are eligible for time calculations through the time calculation group that they belong to. A time calculation group snapshot defines a set of time calculation snapshots. To determine who is eligible for the group and the corresponding set of calculations, you can assign eligibility rules to either the workers themselves or to specific positions held by those workers.

When you select the

Run Time Calculation Eligibility Day by Day

check box on the

Edit Tenant Setup - HCM

task to evaluate worker eligibility for time calculations daily, the evaluation starts on the date you select in the

Start Daily Evaluation on Date

field. When you select daily evaluation, Workday only applies the calculations for the days on which the worker is eligible, different than the end of week eligibility.

Workday automatically runs time calculations whenever you add or edit a worker's reported or calculated time. You can also:

When time calculations run, Workday:

Applies the default calculation tags assigned to the time entry code the worker used to enter time to the original reported time block.
Generates calculated time blocks.
Executes time calculations for active snapshots, adding and removing calculation tags from calculated time blocks based on:
The employee's eligibility for time calculations.
Time calculation priorities.
Removes temporary calculation tags.
Stores the resulting calculated time blocks.

Workday evaluates time blocks for the week, or for a single day in the week, to determine whether to run calculations. Workday evaluates time blocks within a 2-week period for biweekly time calculations. The biweekly calculation start date on the worker's work schedule calendar determines the 2-week period.

Overtime calculations respect the day breaker options defined for a worker's schedule.

Time calculations don’t include Workday-delivered validations. You might have time tracking policies you can't automate with delivered calculation types. You can create validations to alert users that the entered time requires an adjustment.

Scenario: The

Daily Overtime

calculation is configured to:

Create a new time block for daily hours over 8 that are entered using the time entry code,
Worked Time
.
Replace the default
Regular
calculation tag for the new time block with the
Overtime
tag.

The day breaker is midnight.

When Raj enters 10 hours of

Worked Time

, from 8:00 AM to 6:00 PM, Workday:

Applies the
Regular
calculation tag to the reported time block of 10 hours.
Creates a calculated time block for 10 hours tagged as regular.
Splits the 10-hour time block into 2 calculated time blocks:
8 hours tagged as
Regular
.
2 hours tagged as
Overtime
.

Pia enters 10 hours of

Worked Time

, from 3:00 PM to 1:00 AM on July 5. In this case, Workday:

Applies the
Regular
calculation tag to the reported time block of 10 hours.
Creates 2 calculated time blocks tagged as
Regular
: 9 hours for July 5 and 1 hour for July 6.
Splits the 9-hour time block into 2 calculated time blocks:
8 hours tagged as
Regular
.
1 hour tagged as
Overtime
.
Stores the 3 final calculated time blocks.
8 hours tagged as
Regular
for July 5.
1 hour tagged as
Overtime
for July 5.
1 hour tagged as
Regular
for July 6.