Calculated Fields for Time Calculations

Overview

In this chapter, you will configure more time calculations and create calculated fields to use as conditions in these calculations.

Objectives

By the end of this chapter, you should be able to:

Create calculated fields.

Configure time calculations that use calculated fields.

Time Block Conditional Calculations

Time block conditional calculations apply calculation tags to work hours meeting unique time criteria.

Example
: Tag time entered on a holiday, a specific day of the week, or even for a particular job so that the time pays at a premium. You can then apply other time calculations to the tagged time blocks. Multiple criteria may be selected (e.g., Day = Tuesday and is a holiday).

Workday provides many report fields to define True/False conditions for applying time block conditional calculations. You can also define your own True/False conditions using calculated fields. Base the calculation criteria on Time Block, Time Day, Time Shift, or Time Week business objects.

Time block conditional calculations require existing time blocks to operate on. Unlike time block create calculations, you cannot use conditional calculations to generate new time blocks if a time block does not exist. Additionally, you cannot use them to split a time block into two or more other time blocks. Splitting requires multiple calculations.

If the day breaker is not midnight, and you use Time Day Conditions as criteria for applying the calculation, choose to apply results based on calendar date, calculated date, or shift date.

Note
: Use the Previous Time Day and Next Time Day report fields on the Time Day business object to account for one day into the next calendar week. Use one day into the previous calendar week to make it easier to build time calculations that cross weeks.

Note
: Time block conditional calculations must meet all the conditions identified in the Criteria group box (i.e., the "and" logic). Create multiple calculations for "or" logic.

Calculated Fields

Calculated fields define the conditions required to apply time block conditional and time block create calculations to a worker's time.

Example
: Define a time block create a calculation that automatically generates holiday hours for every employee on a company holiday.

The primary condition for generating these hours is that the day is a holiday in the employee's holiday calendar.

Creating Calculated Fields

Regardless of the type of calculated field you are creating, there are three steps you will need to execute when creating a calculated field.

Run Create Calculated Field Task:
Enter the Field Name, and select the Business Object and Function Type.

Calculation Tab:
Specify the parameters required for your selected function type.

Additional Info Tab:
Enter Description, specify Category, and any additional information, if desired.

Who Can Create Calculated Fields?

The following domains control who can access and create calculated fields:

Custom Field Management (for system-wide calculated fields)

Private Calculated Fields Management (for report-specific calculated fields)

To create, edit, or delete system-wide calculated fields, you must be part of a security group authorized for the Custom Field Management domain. To ensure control and consistency, and avoid duplicate field definitions, limit access to that domain to key individuals in your organization.

Calculated Field Types

The table describes the calculated field types most commonly used to define conditions for applying a calculation.

Type	Description	Example
True/False	Determines if a condition is true or not. The return value is a Boolean type field, whose value is either true or false. Use this condition in custom reporting, condition rules, or a condition for calculated fields. Use parentheses to group conditions for evaluation.	Create a True/False Condition that returns true when an employee reports time on a Saturday or Sunday. If an employee reports time on a Saturday or Sunday, tag their hours for weekend premium pay.
Count Related Instances	Dynamically counts instances of a related business object based on a condition.	Count the number of time blocks in a week tagged as Alternate Holiday time blocks. If there are no Alternate Holiday time blocks in a week where an employee works on a holiday, pay worked holiday hours 2x regular pay.
Sum Related Instances	Dynamically sums the value of a field in instances of a related business object based on a condition. A numeric field type returns unless the Field to Sum is a Currency field type.	Sum the number of hours in a day that an employee reports having worked in a supervisory role. If an employee works more than 4 hours in a supervisory role on a given day, tag the employee's hours for supervisor pay.

Note
: True/False Condition is the primary calculated field type for building condition rules. It is the only type that you can associate directly with a Time Block Conditional or Time Block Create calculation as a criterion for the calculation to resolve. However, you can use other calculated field types to build condition rules in Time Tracking. True/False Conditions can incorporate, reference, and evaluate other calculated field types.

Business Objects in Calculated Fields and Time Tracking Calculations

Business Objects control what information is available to create calculated fields and where the new calculated fields will be available. The Business Objects used in time tracking calculations are:

Business Object	Description
Time Block	Build condition rules based on information stored on the Time Block. Examples: Calculation tag Worktag Time entry code Reported or calculated quantity
Time Day	Build condition rules based on information stored on the Time Day. Examples: The first reported or scheduled in time for a day. The last reported or schedule out time for a day. Total reported hours for a day. Criteria based on whether a day is a Saturday, Sunday, or other day of the week.
Time Week	Build condition rules based on information stored on the Time Week. Examples: The start or end date of a week. The number of scheduled hours for a week. The number or reported hours for a week.
Time Shift	Build condition rules based on the Time Shift. Use with the Time Entry Template to define shift options. Examples: The first in or last out time for a shift. The duration of a shift.

Calculated Field Design Patterns

Example 1: Simple True/False Condition

The simplest calculated field design is a True/False condition attached directly to a time block conditional or time block create calculation.

When using this design pattern, select the appropriate business object for the True/False condition based on the type of information you need to evaluate. For example, in the scenario above, the True/False condition: T/F Day = Saturday or Sunday, is based on the Time Day business object. It evaluates whether employees work regular hours on a Saturday or a Sunday (daily values). If the True/False condition returns a value of True, Workday tags the hours for weekend premium pay using the Saturday/Sunday Hours calculation tag.

Example 2: Sum or Count Related Instances Combined With True/False Conditions

Another design pattern uses a Sum Related Instances or Count Related Instances calculation together with True/False conditions.

This design pattern consists of the following components:

A True/False condition that identifies the specific hours to sum or count in a Sum or Count Related Instances calculation. Typically, this True/False condition is based on the Time Block business object. For example, the True/False condition, Worktag = Worked as Supervisor, identifies hours associated with the Worked as Supervisor worktag. The Sum Related Instances calculation only sums these hours, Sum Hours Worked as Supervisor.

A Sum or Count Related Instances calculation sums hours or counts time blocks that meet the criteria identified in a True/False condition. This calculation is normally based on either the Time Day, Time Week, or Time Shift business object. For example, the Sum Related Instances calculation, Sum Hours Worked as Supervisor, sums only daily hours tagged with the Worked as Supervisor worktag. Because it sums daily hours, it is based on the Time Day business object.

A final True/False condition associated with a Time Tracking calculation. This True/False condition compares the sum or count in to a value and is typically based on the Time Day, Time Week, or Time Shift business object. If the sum or count meets the criteria specified in the True/False condition, then Workday applies the calculation to the worker's hours. For example, the True/False condition, Supervisor Hours >= 4, identifies when the number of daily supervisor hours returned by the Sum Related Instances calculation exceeds or is equal to 4. When met, Workday tags the hours for premium pay. Because this final True/False condition evaluates daily hours, it is based on the Time Day business object.

Time Block Create Calculations

Time block create calculations generate calculated time based on specific time day, time shift, or time week conditions. The time block create calculation is separate from reported time blocks and does not operate on or modify existing calculated time blocks.

In the Criteria section, identify the conditions required to generate calculated time associated with the tag in the Add Tags field. You can select Workday-provided report fields or create unique True/False conditions based on the time shift, time day, or time week business objects.

Notice there is no Include Calculation Tags option, and you cannot remove tags in the Results section. Time block create calculations do not operate on or manipulate existing time and therefore cannot remove tags from other time blocks. Instead, they generate new time blocks where none existed previously based on specific time day or time week conditions.

Specify the quantity the calculation should create. Quantities could be a numeric constant or a dynamic quantity generated using a calculated field. For example, use a time block create calculation to generate eight paid holiday hours on any day that meets the Is Holiday Time Day Condition. You can do this regardless of whether the worker reports time for a holiday.

You can include additional configuration options on the Advanced tab. This enables you to use the calculation to capture days before or after a particular day. For example, you could create a holiday time calculation where the worker must work the scheduled day before or after a holiday.

To enable these settings, you must select the Time Day business object from the General Options tab. Then from the Advanced tab, select either or both checkboxes:

Must Work Scheduled Day Before

Must Work Scheduled Day After

When selected, Workday searches up to 8 days before or after the selected time day condition to find the previous or next scheduled day.

The calculated time blocks appear in the Hours/Units section of the time entry calendar, regardless of whether the user reports in/out time or hours only.

If a user meets the time day conditions defined in a calculation, Workday generates a calculated time block on that day.

If a user meets the time week conditions, the calculated time block appears on the last day of the week.

If a user meets the time shift conditions defined in a calculation, Workday generates a calculated time block on the first day of the shift, if the shift crosses a day breaker, or on the day of the shift if the shift does not cross a day breaker.

Note
:

Time blocks generated by this type of calculation only tally in the totals if you've selected the sum based on calculated quantity checkbox on the Totals tab of the Create Time Entry Template task.

Time block create calculations do not copy worktags from reported time to calculated time blocks.

Holiday Time Block Create Calculations

The Holiday Time Block Create calculation is specifically for workers in Canada, used alongside Workday Payroll. This calculation allows the payment of statutory holiday pay for all provinces in Canada, based on labor standard guidelines.

You will first configure the parameters for each province or territory in Canada, based on regulatory requirements using the

Create Statutory Holiday Configuration

task. Here you have the option to select a jurisdiction of Federal or Provincial.

After setting up configurations, create a holiday time block create calculation that Workday uses along with the configurations to create time blocks for the statutory holiday.

Time Shifts

Using Shifts in Time Tracking Validations and Calculations

The following calculation types can reference time shifts:

Standard Overtime

Time Block Create

Time Block Conditional

When referencing time shifts, these calculations can cross both week and day breakers. You can also use time shifts in Time Tracking validations.

Workday-Defined Time Shift

Workday-defined time shifts follow these rules:

Consecutive time blocks separated by a "meal" or a "break" out type group together into a shift. This remains true as long as the break between time blocks does not exceed 24 hours.

Time blocks with an 'out' out type that does not have an immediate consecutive time block end the shift.

If a time block has an out type of 'out', immediately followed by a new time block, Workday will not end the shift.

A difference of 24 hours or more between time blocks creates a new shift, regardless of out type.

The shift does not include hours-only time blocks and time off, even if the time off tracking uses in and out times.

Note
: To use the Workday-defined time shift, you will define all "out" types on the time entry template. If a worker is eligible for an in/out time entry code, Workday uses the template to determine definitions for breaks, meals, and out times.

Custom Time Shift

If a Workday-defined time shift does not make sense for your business, you can create a custom time shift on the time entry template.

A custom time shift allows you to define the duration between a time block with a "meal," "break," and "out" type and the subsequent time block. The custom time shift then follows the rules below:

If a subsequent time block begins within the designated duration associated with the out type, the shift continues.

If a subsequent time block begins after the designated duration associated with the out type, Workday creates a new shift.

Note
: The custom-defined shift does not require the use of all the available out types. Depending on how you have defined the duration for an out type, a different out type may or may not have an actual functional difference during time entry.

Additionally, the Group Time Blocks for Shift Based on field allows you to indicate the shift date as: Beginning of Shift, End of Shift, Majority of Shift, or Split by Daybreaker.

Shift Date	Definition
Beginning of Shift	Shift date applied to a time block based on the calculated date of the first in time of the time block's associated time shift.
End of Shift	Shift date applied to a time block based on the calculated date of the last out time of the time block's associated time shift.
Majority of Shift	Shift date applied to a time block based on the calculated date in which the majority of the time block's associated time shift's hours fall.
Split by Daybreaker	Workday will not apply a shift date to time blocks.

Resource
: For additional information search the following on Workday Community:

Concept: Time Shifts

The Next Level: Overview of Shift

The Next Level: Advanced Shift

Summary of Time Tracking Calculations

The table below provides a summary of the time tracking calculation types.

Calculation Type	Description	Example
Standard Overtime	Tag specified hours for workers after they report hours over a specified amount for a defined period. Period options include: Biweekly, Configurable Period, Daily, Rolling 24 hours, Shift, and Weekly.	Weekly overtime greater than 40 hours per week; daily overtime greater than 8 hours; daily double time greater than 12 hours; shift overtime greater than 8 hours.
Schedule Deviation	Tag time blocks for workers when their in/out time is outside of their schedule, based on their Work Schedule Calendar assignment. Note : this calculation can use the Workday Scheduling if the Workday Scheduling SKU is purchased and enabled on the time entry template.	Pay workers a premium when they check in before or after their regular shift start and end time. Search for: 2021R2 What's New Post: Schedule Deviation Calculation on Workday Community.
Consecutive Day	Tag specified hours for workers for all hours worked on or after a specified number of consecutive days worked.	Overtime is paid for workers in California when they work 7 days in a row in a workweek.
Shift Differential	Tag a specified time for an in/out worker who works between the defined start and end time. Not Work Shift assignment on worker profile and not shift configuration.	Night-shift workers who work between 3pm-midnight receive an hourly amount in addition to their regular pay.
Minimum Daily Hours	Define a specified minimum number of hours so when a worker reports less than that amount, Workday adds the difference with a time calculation tag to the time block.	Callback Time for a minimum of 4 hours with workers reporting the time with a new time entry code.
Minimum Weekly Hours	Define a specified minimum number of weekly hours so that, when a worker reports less than that amount, Workday creates a new time block at the end of the workweek with the difference.	Workers are required to report at least 40 hours in a week and, when they do not, a time block is created for the difference and is used to notify managers.
Minimum Rest	Used to define a set of specified rest periods for workers between the last defined out reason(s) and period(s) and when any reported in/out time does not meet those restrictions, the time worked in the rest period is tagged. Uses predictive scheduling configuration and grace periods for additional requirements.	Workers must have a rest period of 8 hours between their last shift end time and their next shift begin time. Search for: Example: Calculate Minimum Rest Time on Workday Community.
Override Rate	When workers use the defined worktag or set of worktags as of the specified start date (and end date, if required), this rate will be assigned to the hours on the time block and retrieved by payroll. Multiple override rates may be defined in one calculation, assigning a rate to each combination of worktag values.	Use an override rate if you want to pay workers a different rate when they tag work for a particular cost center during peak busy periods. Search for: Concept: How Payroll Processes Calculated Time on Workday Community.
Flextime	Tag time blocks for flextime when workers work hours during a defined flextime band. Note the Flextime Bands must be set up on a Work Schedule Calendar.	Workers are required to work weekends from noon to 4:00 PM. They must work 8 hours each day, and they can work the other 4 hours anytime between 9:00 AM and 8:00 PM. Search for: 2022R2 What's New Post: Flexible Time Bands for Time Calculations on Workday Community
Time Block Conditional	Tag time blocks that meet specific conditions to be able to use them in additional time tracking templated calculation configurations.	Tag time worked on Saturday or Sunday to include in a shift differential calculation.
Time Block Create	Tell Workday to generate additional time blocks, independent of other time blocks, based on specified conditions.	Create a time block of 8 hours on a holiday for workers not in Canada.
Holiday Time Block Create	Tell Workday to generate holiday time block create calculations to create time blocks for workers on Canadian statutory holidays when using Workday Payroll for Canada. This requires configuration for both Provincial and Federal statutory holidays using the Maintain Statutory Holiday Configuration task.	Statutory holiday configuration for lookback for provinces. Search for: Example: Configure Statutory Holiday Pay for Provinces (CAN) on Workday Community.

Resource
: For additional information on time tracking calculations, search for the following on Workday Community:

Steps: Set Up Calculations for Time Tracking

Reference: Time Calculation Types

The Next Level: Time Tracking Configuration