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Administrator Guide
Last Updated: 2026-05-29
Concept: Time Tracking Flow

Concept: Time Tracking Flow

Entering Time

You select a time entry method and configure time entry codes, time code groups, period schedules, and time entry templates to control how workers and managers enter time.
Workers can enter time by:
  • Checking in and out on the
    Time
     worklet.
  • Logging time clock events in an external time collection system, imported through a web service.
  • Using the
    Enter My Time
     report to record time on the time entry calendar.
  • Using the
    Enter My Time
     task to record time on the high-volume time entry grid.
  • Using the Workday mobile app.
Managers can enter worker time by using the:
  • Enter Time for Worker
     report.
  • Enter Time for Worker
     task for high-volume time entry (HVTE).
  • Mass Auto-Fill from Schedule
     task.
  • Mass Enter Time
     report.
You can configure the
Enter Time
 business process security policy so that managers, timekeepers, and administrators can enter time on behalf of workers. Workday displays time in the worker's time zone even if a manager in a different time zone enters time for that worker.

Validating Entered Time

Workday runs time entry validations at different points in the time entry process depending on the time entry method and the type of validation. Critical validations prevent workers from submitting the week or time period for approval, while workers can submit time with warning validations.

Collecting Time from External Systems

You can use web services to load time clock events or reported time blocks from external time collection systems into Workday. Use the web service operation:
  • Put Time Clock Events
      to load small batches of time clock events on a frequent basis.
  • Import Time Clock Events
      to load large batches of time clock events on an infrequent basis.
  • Import Reported Time Blocks
      to load reported time blocks.

Creating Reported Time Blocks

Workday matches time clock events to form reported time blocks, which workers can edit and submit using the time entry calendar. Depending on your configuration, a time block associates these attributes with the time:
  • Attachment.
  • Comment.
  • In/out times.
  • Number of hours.
  • Override rate.
  • Time entry code.
  • Worktags.
For project time entry, time blocks also include:
  • Billable indicator.
  • Project role.

Creating Calculated Time Blocks

Workday assigns time calculation tags to a reported time block based on the time entry code of the time block. Workday uses the time calculation tags to apply calculations to the reported time block to create calculated time blocks. Calculated time blocks identify the calculated quantity of time, time calculation tags applied to the time block, and can also include worktags.
Workday can generate calculated time blocks:
  • Based on time calculation results. Example: Minimum daily hours, and hours generated for holiday pay.
  • For meals and breaks.
  • When you adjust calculated time.

Submitting Time

Workers can individually submit time by week or by period from the time entry calendar. Workers using HVTE can submit time using the
Submit My Time
 task. Workers can submit time using Slack and Microsoft Teams. They can also submit time conversationally using the Self-Service Agent. Workers can make changes to their submitted time as long as the time period remains open.
Managers can submit time for workers with these reports:
  • Auto Submit Time
    .
  • Edit and Approve Time
    .
  • Mass Submit Time
    .
  • Submit Time for Worker
     for workers using HVTE.

Approving Time

Workday routes submitted time to an approver according to the workflow in the
Enter Time
 business process.
Managers can use these reports to approve time:
  • Edit and Approve Time
  • Review Project Time
  • Review Time
After managers approve the submitted time, the time information can be used by:
  • Payroll processes to compensate workers.
  • Third-party scheduling or payroll vendors when you export the information using the
    Get Calculated Time Blocks
     web service.
  • Workday Absence Management to calculate accrued time off.
  • Workday Projects for billing and costing.
  • Workday Scheduling, which uses reported time blocks to calculate how effectively a schedule met the organization's productivity goals.