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Administrator Guide
Laatst bijgewerkt: 2023-10-06
Concept: Time Tracking Flow

Concept: Time Tracking Flow

Entering Time

Time entry is controlled by the time entry method that you select and the configuration of time entry codes, time code groups, and time entry templates.
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.
  • Recording time entries on the time entry calendar.
Managers can enter worker time by using the:
  • Enter Time for Worker
     report.
  • Enter Time for Worker
     task for high-volume time entry.
  • 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. Time is always entered and displayed in the worker's time zone.

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:
  • 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.

Validating Entered Time

Workday runs 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.

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. A time block identifies the number of hours, in/out times (if applicable), time entry code, and any worktags associated with the time.

Creating Calculated Time Blocks

Workday assigns time calculation tags to a reported time block based on the time block's time entry code. 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.

Submitting Time

Workers can individually submit time by week or by period. Workers can make changes to their submitted time as long as the time period remains open.
Managers can:
  • Mass submit time with the
    Mass Submit Time
     report.
  • Submit time for individual workers with the
    Submit Time for Worker
     report.

Approving Time

Workday routes submitted time to an approver according to the workflow in for 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:
  • Payroll processes can use the time information to compensate workers.
  • Workday Absence Management and Projects can also use the time information.