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Administrator Guide
Last Updated: 2026-03-13
Create Time Entry Codes

Create Time Entry Codes

Security:
Set Up: Time Tracking
 domain in the Time Tracking functional area.
Time entry codes describe the types of time workers can enter, such as
Worked Time
,
Training
, and
On Call
. They display in the
Time Type
 prompt workers use when entering time.
Time code groups control who can use a set of time entry codes. Workers can use the time entry codes in:
  • Their time code group.
  • The default time entry code assigned to their time entry template.
Generally, create time entry codes only for the types of time you want workers to enter. Example: Create a code for overtime only if you want workers to specify which of their hours they want overtime pay. You might not need a time entry code for overtime if you define a time calculation that calculates overtime automatically.
  1. Access the
    Create Time Entry Code
     task.
  2. Enter a unique
    Name
    , such as
    Worked Hours
     or
    Worked Time
    .
    You can assign a different display name that workers see in the
    Display Name
     field.
  3. Select the
    Units
     for entering time, typically
    Days
     or
    Hours
    .
    Access these values from the Common category:
    • Hours
    • Days
    • Months
    To define additional units such as Mile or Box, access the
    Maintain Units of Measure
     task.
  4. Define
    General
     options for the time entry code.
    As you complete the task, consider:
    Option Description
    Entry Method
    If the
    Units
     are
    Hours
    , specify whether workers must enter hours only or in/out times. Example: 3 hours or 9:00 AM - 12:00 PM.
    Display Name
    (Optional) Enter a display name that workers see instead of the value in the
    Name
     field.
    You can give the same display name to more than 1 time entry code. Example: You might assign a display name of
    Worked Time
     to both the
    Hours Only
     and
    In/Out
     time entry codes.
    Sort Priority
    (Optional) Assign a sort priority to control the sequence of the time entry code in the
    Time Type
     prompt that workers see when entering time. Workday displays the time entry codes with smaller numbers higher in the list. Workday sorts codes alphabetically by default and when multiple time entry codes have the same sort priority.
    Restrict Future Time Entry
    (Optional) Restricts time entry for future dates when a worker:
    • Creates a new time block.
    • Edits an existing time block.
    This check box doesn't apply to time clock events.
    You can also restrict time entry for future dates on project hierarchies.
  5. (Optional) If the
    Entry Method
     is
    Hours Only
    , select allowable increments for entering time.
    Workday requires that you enter hours as decimals. Example: Enter 1 hour and 30 minutes as
    1.5
     hours.
    Increment For Hours Entry Examples
    Workers Enter Time
    0.01
    As any value with 2 decimal places. Example: 0.15 or 1.33.
    0.25
    In multiples of 0.25 hours. Example: They can enter 2.5 hours, but not 2.1 hours.
  6. (Optional) Enter a numeric value in the
    Default Quantity
     field. You can enter up to a maximum of 9999 units. Workday populates this value when workers enter time using Micro Edit through the time entry calendar.
    You can configure a default quantity for hours-based time entry codes where the time entry method is
    Hours Only
    . The
    Increment for Hours Entry
     you've configured on the time entry code must be in sync with the default quantity. Example:You enter
    1 Hour
     in the
    Increment for Hours Entry
     field. You can't enter a decimal value in the
    Default Quantity
     field such as
    1.5
    .
    You can also configure a default quantity for time entry codes where the unit is something other than hours. Example: You can enter a default quantity of 5 truck loads. Workday doesn't support default values for In/Out time entry codes.
  7. (Optional) If the
    Entry Method
     is
    In/Out Only
    , select a rounding option.
    If a rounding option exists, Workday rounds each In and Out time to the nearest rounding marker. The breakpoint determines whether the time rounds up or down for calculation purposes. Workday then calculates the duration between the rounded In and Out times to 6 decimal places.
    For the
    Custom Rounding
     option, select rounding options for the
    In Time
     and
    Out Time
     separately.
    If workers report time blocks that are shorter than the breakpoints, in and out times that Workday rounds separately can result in too much or too little time recorded for the workers.
  8. Select the
    Default Calculation Tags
     to associate with calculated time that Workday generates when a worker enters time with this time entry code.
    The tags determine which:
    • Time calculations Workday applies to create calculated time.
    • Totals to update on the worker's time entry calendar.
  9. On the
    Groups
     tab, define who can use the time entry code by adding it to one or more
    Time Code Groups
    .
    When using
    Position
    -based eligibility, workers can only select time entry codes that are valid for the position for which they're entering time.
    Position
    -based eligibility is available only for time code groups.
  10. (Optional) On the
    Advanced
     tab, define advanced configurations for the time entry code.
    1. Select
      Worktag Entry Options
       for the time entry code.
      As you complete the task, consider:
      Entry Option
      Description
      Default Value
      The worktag value automatically populates during time entry. Workers can manually change the worktag value during time entry.
      Hidden
      Hides a worktag during time entry. Use this option if you've enabled a worktag on a time entry template, but you don't want to use it with this time entry code.
      Required
      When workers enter time with this time entry code, they must select a value for this worktag.
      For these options to apply, you must also enable the worktags on the worker's time entry template. The advanced worktag options on the time entry code refine the behavior of the worktags that you enable on the time entry template. If a worktag isn't enabled on a worker's time entry template, the worker can't enter a value for the worktag, even if you make it required for the time entry code.
    2. In the
      Override Rate
       section, select override rate options for time entry.
      As you complete the task, consider:
      Field
      Description
      Allow Override Rate
      Enable workers to override the default pay rate when entering time.
      The override rate that you manually enter onto a time block also overrides any override rate calculations that apply to the time block.
      Currency
      If you enable
      Allow Override Rate
      , specify the currency for the override rate. The currency displays on the time blocks on the time entry calendar.
      If you don't specify a currency, Workday doesn't display a currency on the time entry calendar. However, Workday does provide the default currency when sending time to Workday Payroll or Cloud Connect for Third Party Payroll.
      Do Not Allow Self Service Edit
      Prevent self-service users from entering an override rate on their own time blocks. Managers, administrators, or other authorized users entering time on behalf of a worker can still override the pay rate.
    3. Select
      Allow Attachments
       to enable workers to attach documents, such as a jury summons or doctor's note, to time blocks that use this time entry code.
Workers who are eligible for the new time entry code can select it when they enter time. Time entered using the new time entry code is included in the totals that display on the time entry calendar, if it has calculation tags that are included in the totals.
  • If you've enabled attachments, configure segmented security to restrict access to Time Tracking documents.
  • Review the time entry codes for accuracy using the
    All Time Entry Codes
     report.
  • To stop using a time entry code, you can:
    • Inactivate it if an active time code group or time calculation isn't using the code.
      Use the
      Edit Time Entry Code
       task and select the
      Inactive
       check box.
    • Delete the code if it isn't the default time entry code for a time entry template. You can also delete the code if it isn’t associated with a reported time block. Use the
      Delete Time Entry Code
       task.