Concept: Time Entry Validations

Time entry validations are warnings or errors that prevent workers from entering or submitting invalid time entries. During time entry, Workday runs validations after time calculations when a worker clicks

OK

to enter time. Validations help workers catch time entry errors before you run payroll. They can also be useful for prompting unique time entry policies not supported by time calculation templates.

Example: If managers only pay overtime when certain conditions are met, you can configure a validation message to notify employees and reviewers that a manual adjustment is required.

You can customize your validation messages by using text and dynamic values from report fields and calculated fields. Example: Your messages can include dates and worker names.

You can create validations by building rules that describe the conditions necessary to generate an error or warning. You can use eligibility rules in validations, such as to create a validation for a certain population of workers. You can also build rules based on calculated fields you create or using Workday-delivered report fields based on these business objects:

Time Block: Validate individual time blocks.
Time Shift: Validate a group of consecutive time blocks.
Time Day: Validate multiple time blocks entered for the same day.
Time Week: Validate multiple time blocks in the same week.
Time Month: Validate multiple time blocks in the same month.
Worker.

The correct business object to reference in a validation condition depends on the type of information you want to evaluate. Examples:

To generate an error when employees work over 12 hours in a day, you reference the
Time Day
business object in the condition rule.
To generate a warning when employees work over 50 hours in a week, you reference the
Time Week
business object in the condition rule.
You can use the
Leaves for a Day
report field on the
Time Day
business object in time-entry validations to prevent workers from submitting time on days when they're on leave of absence.

All the error conditions that make up a validation rule should reference the same Time Tracking business object. Example: Don't reference both the

Time Day

and

Time Week

business objects in separate conditions in a single validation rule. If a validation includes conditions based on different business objects, it will fail to generate a warning or error. Alternatively, you can separate error conditions into different validation rules.

To create a validation for a certain population of workers, include eligibility rules within a validation condition. You can even reference eligibility rules created for other purposes.

You can also group validations by country using time entry validation groups so that you can apply them to a more narrow group of workers. Grouping subsets of validations improves how tasks that check for time entry validations perform. For workers eligible for a time entry validation group, Workday runs only the validations in that group. Workday runs all ungrouped validations for workers who aren't eligible for a time entry validation group.

Workday runs validations at different points in the time entry process, depending on the time entry method and the type of validation. Workday runs business process validations when a worker submits time. Workday runs custom validations that you create using the

Maintain Time Entry Validations

task at different points based on the time entry method:

High-Volume Time Entry and Enter Time by Week validate time during time entry, therefore workers can't save time entries with critical validations.
All other time entry methods validate time when calculations run, and prevent submission of time entries with critical validations.