Concept: Time Requests
Time requests enable workers to request to work time that requires preapproval. Managers and administrators can:
- Request that workers be available to work time in advance.
- Submit a single time request to cover multiple workers. Example: When an entire team will need to stay late to attend a workshop.
- Bulk load time requests into Workday using thePut Time Requests EIB.
- Set up time request validations to prevent users from submitting invalid time requests.
- Review and approve time requests for multiple workers.
When users access the
Time Requests
report, they can enter a date range that is less than or equal to 3 months, allowing them to view details of time requests for historical and future dates. They can access the report from the:
- Actions menu on the time entry calendar.
- Team Timeworklet.
- Timeworklet.
- Time and Absencerelated actions of their worker profile.
From the
New Request
option, users can request time from a day up to a month, and select from multiple time request codes for which they’re eligible.For hours only requests of a long duration, we display time requests on the time entry calendar:
- On the start date of the request, the end date of the request, and every 7 days in between, in a weekly calendar view.
- As 1 continuous band for the duration of the request in a monthly calendar view.
Once the time request is approved, the worker must enter the actual time worked in order for Workday to calculate their hours and pass them to Payroll.
Example
At your company, workers who attend career-related seminars after their scheduled shift are eligible for overtime pay for the duration of the seminar. Jerry submits an overtime request for his manager to preapprove 2 hours of overtime for a seminar he wants to attend next Tuesday. Jerry's manager receives the request and checks what her team has already requested to ensure Jerry's request stays within the team's budget requirements. After reviewing, she approves the request.
Matching Time Requests to Time Blocks
Time requests are matched to time blocks based on time calculation tags. Workday matches the time calculation tags on the time request code to those on the time block. Worktag values don’t impact how Workday matches time requests to time blocks.
In/out time requests can't overlap one another. Also, hours only time requests can't overlap one another. However, in/out time requests may overlap with hours only time requests. When matching time requests to time blocks, in/out time requests are evaluated first, then hours only time requests. Hours only time requests are matched if the calendar date of the time block falls within the start and end dates of the time request.
A time block can only be matched to 1 time request. In the event that a time block overlaps with more than 1 in/out time request, it is matched to the earliest request only. Example: A worker has a time block for 2025-01-13 from 5:00 PM - 9:00 PM with the Overtime calculation tag. A worker submits 2 time requests using the Weekday Overtime time request code that has the Overtime time calculation tag:
- Time Request 1 on 2025-01-13 from 5:00 PM - 7:00 PM.
- Time Request 2 on 2025-01-13 from 7:00 PM - 8:00 PM.
The time block is only matched to Time Request 1.
Reporting
You can use these standard reports to view time requests, request time, and approve time requests:
- My Team's Time Requests
- Review and Approve Time Requests
- Time Requests
Based on your reporting requirements, you can use report fields on these business objects to report on time requests:
Business Object | Considerations |
|---|---|
Requested and Worked Time Pairing | You can report on the differences between time requests and time worked, and time requests that cross the week breaker.
Time blocks that share a time calculation tag with a time request code, but aren't matched to a time request, are still pulled into reports on this business object. |
Time Day | You can report on time requests that are 1 day or less in duration.
Note: The All Time Requests for a Day report field doesn't return time requests that span multiple days. |
Time Month | You can report on these details for time requests that occur during a specific calendar month:
|
Time Request Code | You can report on details of the time request. |
Time Request Code Worktag Joiner | You can identify the worktag that's associated with the time request. |
Time Request Event | You can identify the time request block for the time request event and view details of the time request event. |
Time Week | You can report on daily or multi-day requests that are fully retained within the week, and time requests that cross the day breaker. |
Workday-Created Time Code Groups
Time request codes (formerly overtime request codes) are no longer linked to a time entry template, but to 1 or more time code groups. When Workday:
- Finds a time entry template with an overtime request code that uses the same time tracking eligibility rule as a time code group, Workday moves the overtime request code to that time code group for you.
- Is unable to match the time tracking eligibility rule for the time entry template and time code group, Workday creates a new time code group with the overtime request code. Workday uses this naming convention for the time code groups: [Overtime Request Code name] for [Eligibility Rule Name] - Workday created. To find the new time code group, run theAll Time Code GroupsorView Time Code Groupreport. You can keep and rename the Workday-created time code group, or you can move the time request code to an existing time code group and delete the one that Workday created.