Hours Only Setup Components

Workday Education

Overview

This chapter introduces the key setup components of Workday Time Tracking, specifically for hours only time reporters including:

Time Entry Codes

Calculation Tags

Time Entry Templates

Calendar-Based User Interface Configuration

Period Schedules

Eligibility

Business Process Configuration Options

You will define and assemble these components to enable basic time entry without calculations.

Objectives

After completing this chapter, you should be able to:

Define the key Workday Time Tracking setup components.

Configure setup components to enable hours only time entry.

Execute hours only time entry.

Eligibility

Time tracking eligibility rules control a worker's ability to enter time by listing the conditions they must meet to be eligible for various time tracking components.

Define eligibility rules to make workers eligible for the:

Area	Reason
Time Entry Template	Determine the appearance of the time entry calendar, as well as the interactions a worker can have with the calendar UI.
Time Code Groups	Time codes tie to time code groups, not directly to workers. Workers assigned eligibility for a time code group are eligible for all the time codes within that group.
Time Calculation Groups	Time calculations belong to time calculation groups and do not link directly to workers. Workers assigned eligibility for a time calculation group are eligible for all the calculations within that group.
Period Schedule	Define the dates that are open, closed, and locked for time entry at any given point.
Work Schedule Calendar	Define the start and end dates of the workweek on the time entry calendar. Assign a calendar to a worker directly or by using calendar rules. Note : Calendar rules are different than time tracking eligibility rules.

Note
: A worker should be eligible for only one time entry template, time period schedule, and work schedule calendar. A worker can be eligible for multiple time code and calculation groups.

Worker Eligibility and Time Code Groups

A time code group is a collection of time entry codes. Note:

A time code group defines eligibility requirements that a worker must meet to use the time entry codes in the group.

If a worker has multiple jobs, you can base time code group eligibility on a worker's position, rather than just on the worker's primary job.

Workers may only use time entry codes that belong to the time code group they are eligible for. However, they can still enter time using the default time entry code on the time entry template, even if the time entry code on the time entry template is not one of their assigned time code groups.

A time entry code can belong to more than one group.

Workers may be eligible for multiple time code groups.

Workday evaluates the assigned Country/Country Region first, then if true, evaluates the Pay Rate Type. If both prove true, Workday then evaluates the Worker Eligibility rule to ensure all criteria are met.

Include Time Request Codes during time code group configuration to enable workers to request time like overtime requests.

Reminder
: You assign time entry codes to time code groups, not directly to workers.

Worker Eligibility and Time Calculation Groups

A time calculation group defines the eligibility requirements that a worker must meet to qualify for a set of time tracking calculations.

A time calculation can belong to more than one group.

Workers may quality for more than one calculation group.

Time must meet all eligibility requirements when saved or submitted.

Reminder
: Assign time calculations to time calculation groups, not directly to workers.

Position-Based Eligibility

Workday supports position-based eligibility when setting up time tracking eligibility rules for use in time code groups only.

Position-based eligibility is useful when using multiple job functionalities to limit the time entry codes that are available for specific positions.

All other time tracking eligibility rules are strictly worker-based.

When building time tracking objects that allow multiple positions, consider the following:

Many Class Report Fields (CRFs) use the same name for worker, position, and compensation rules.

You can only use position-based eligibility for time code groups.

View Worker's Time Eligibility Report

The

View Worker's Time Eligibility

report provides a consolidated view of the time tracking setup components for a worker. This makes it easier to troubleshoot setup issues. Workday displays the eligibility information for the worker as of the date you select and as the beginning and end of the period containing that date.

View Worker Time Eligibility by Organization Report

The

View Worker Time Eligibility by Organization

report provides a consolidated view of time tracking components for all workers in a specific organization. Like the

View Worker's Time by Eligibility

report, this report aids in troubleshooting by displaying eligibility and setup components for every worker within the organization.

Time Entry Codes

Time entry codes are one possible time type. Time entry codes:

Describe the types of time workers can report.

Identify the units for entering time.

Identify if workers must enter in/out times or hours only (elapsed time).

Time entry codes appear in the Time Type prompt that employees use when reporting time. The codes available to employees are based on worker eligibility rules defined for time code groups. Workers can also use the default time entry code assigned to their time reporting template, even if it does not belong to their time code group.

Important
: Only create time entry codes for the type of time employees should report. For example, only create a code for overtime if you want employees to select this code to enter overtime instead of having Workday calculate overtime.

Units

Units allow for definition of intervals for time entry codes. The options can be either units of time or units of measure. Workday delivers values for units of time and include the following: Hours, Days, and Months. When creating or editing time entry codes, access these values using the Common category. However, Workday does not deliver these units by default, and you may need to define units based on specific requirements. To define additional units such as Mile or Box, use the Maintain Units of Measure task.

Security Note
: Configure units of measure using the Set Up: Unit of Measure security policy in the Common Financial Management functional area.

Important
: To define the entry methods for Hours Only or In/Out Only, the Workday delivered units value must be Hours.

Touchpoint
: You may also use the values for Units of Measure in Compensation for unit-based allowance plans. And in Workday Financials for expense reporting and inventory and procurement functions.

Entry Method

The entry method on a time entry code determines whether the time code reports hours only or in/out time on the time entry calendar.

Hours Only

Report elapsed time (hours without in/out times).

Time entry codes are available in the Time Type section when entering time.

Hours appear as time blocks displayed at the top of calendar day.

In/Out Only

Require specific start and stop times.

Workday calculates the duration between times based on time entry code rounding rules and if the time templates tracks time to the minute or second.

Time entry codes are available in the Time Type section when entering time.

Hours appear on grid lines representing hour-long segments of time.

Note
: Time entry codes must be in/out if a worker uses either the Workday online web clock or the worker has time integrated from a third-party clock system.

Display Name

When creating a time entry code, each time entry code must have a unique name, such as Worked Time or Hours Worked, to distinguish it from other time entry codes in the system. By default, Workday presents this name to users on the time entry calendar and reports unless you override it by entering a custom name in the Display Name field of the

Create or Edit Time Entry Code

tasks. Enter a display name only if you want the name presented to users to differ from the value in the Name field. For example, you might want to give the same display name to more than one time entry code. To do this, you might assign a display name of Hours Worked to both the Hours-Only and In/Out time entry codes.

Sort Priority

The sort priority assigned to time entry codes determines their display sequence in the Time Type field.

Time entry codes with lower numbers will appear first in the list. For example, the time entry codes Worked Time and Call Out have priorities of 10 and 20.

Workday sorts the codes alphabetically if you do not specify a sort order, or if you give the same sort priority to multiple reporting codes.

Example
: The Piece Rate Work time entry code has a sort priority of 20, the Administration time entry code has a sort priority of 0, and the Hours Worked time entry code has a sort priority of 5. When entering time, these time entry codes will display in the the Time Type prompt in the following order: Administration, Hours Worked, Piece Rate Work.

Tips
:

Assigning priorities in increments of 100 makes it easier to change the sequence if you add time entry codes later.

You can use the

All Time Entry Codes

report to ensure accurate sort priorities.

Increment for Hours Entry

On the

Create Time Entry Code

task, the Increment for Hours Entry field enables you to specify the allowed intervals for entering time against an hours-only time code.

Specify intervals as decimal values. Each decimal value converts to a number of minutes.

Increment	Equivalent	Time Entry Example
0.01 Hours*	36 seconds	1.12 = 1 hours, 7 minutes, and 12 seconds
0.05 Hours	3 minutes	1.15 = 1 hour, 9 minutes
0.1 Hours	6 minutes	1.3 = 1 hour, 18 minutes
0.25 Hours	15 minutes	1.75 = 1 hour, 45 minutes
0.5 Hours	30 minutes	1.5 = 1 hour, 30 minutes
1 Hour	60 minutes	2 = 2 hours

*An increment of 0.01 means that workers can enter any value with two decimal places, such as 0.15 or 1.33.

Example
:

If the Increment For Hours Entry is 0.5, you must enter the time in multiples of half-hour. You may enter 2.5 hours, but not 2.25 hours.

If the Increment For Hours Entry is 0.25, you must enter the time in multiples of 0.25 hours. You may enter 2.5 hours, but not 2.1 hours.

Note
: If the time entered does not meet the specified Increment for Hours Entry criteria, Workday issues an error message and will not save the time.

Calculation Tags

Workday uses calculation tags to separate reported time into different types of calculated time such as Regular, Overtime, Double Time, or Compensatory Time. Time calculation tags identify time blocks so that you can:

Perform calculations on time blocks.

Pay time.

Display time and time off totals on the time entry calendar.

Report fields for reporting and calculated fields.

Calculation tags associate with reported hours in one of several ways:

A default calculation tag associated with a time entry code. When a worker enters time against a time entry code, the reported hours automatically tag with the default calculation tag.

Example
: You could create a time entry code called Hours Worked and associate it with a default calculation tag called Regular Hours. Any hours reported against this time entry code automatically tag as Regular Hours.

A calculation that converts one calculation tag to another type of tag.

Example
: You could configure a time tracking calculation that tags all regular hours over 40 with a Weekly Overtime calculation tag.

Note
: You must associate time with a calculation tag to process it in time tracking calculations, sum in totals, and map to payroll earnings.

Time Entry Template

The time entry template controls the behavior and appearance of a worker's time entry calendar. You assign a template to workers by selecting eligibility rules when creating the template.

Create a separate template for each group of employees that have similar time reporting requirements. For example:

Create separate templates for workers who are eligible for different overtime premiums, so only the totals they are eligible for display to workers.

Create templates with defined shifts applicable to just the worker population, such as if a group of workers needs to have time shifts defined while another does not.

Effective-Dated Time Entry Templates

You have the option to effective-date sections of a time entry template that impact time calculations, totals, and time entry recording. The

Create/Edit/View Time Entry Template

tasks, include two tabs: Effective-Dated and Noneffective-Dated.

The Effective-Dated sections are:

Time Entry

Business Process (specifically Route Time Approvals by Worktags)

Time Shift

Totals

Eligibility

Noneffective-dated sections are:

Calendar

Business Process

Projects

Attestations

Location Settings

Validation Groups

Third-Party Scheduling

Additionally, the

All TIme Entry Template Effective Dates

report allows you to view all effective-dated configuration for all time entry templates in one place.

Eligibility for Time Entry Templates

Assign only one time entry template to a worker. Workday does not prevent you from assigning more than one template to an employee. If a worker becomes eligible for more than one template, the worker will retain eligibility for the original template. To identify workers with more than one template, run the Audit - Workers with Multiple Time Entry Templates report.

General Section

The general section on the time entry template includes all of the fields on the top of the page. Review the grid below for information on these fields.

Field	Definition
Name	Required field. Enter a unique name for the template.
Enable Workday Scheduling	When Workday Scheduling is in scope, select this checkbox to use data from Workday Scheduling in Time Tracking.
Inactive	Select this checkbox to inactivate the template.
Comment	Optionally, add comments to share additional details about the template.

Effective-Dated Tab - General

The Effective-Dated tab includes two general fields.

Field	Definition
Effective Date	Select the effective date for the template. If no date is selected, Workday uses the current date. Note : Select the Add button, allows you to create additional effective dates for the template. An existing time entry template displays a Copy Effective-Dated Data button that will copy existing data from the current effective date and allow you to assign a new effective date.
Default Time Entry Code	You assign each time entry template a default time entry code to ensure all reported hours have an associated code. This code appears by default in the Time Type field on the time entry calendar. You do not have to manually select it. When selecting a default time entry code, choose the code that employees use most often. Keep in mind the following: Users can override the default time entry code with any other time type they are eligible for. Even though a worker can have only one default time entry code, a worker can report time against both hours only and in/out time entry codes, provided the worker is eligible for time code groups that contain both hours only and in/out time entry codes. The default time entry code on a template does not have to belong to a time code group for workers to be eligible. It is automatically available to any workers eligible for the template. Note : If you have enabled project time on a time entry template, the default time entry code will not be available for time entry. Workers must enter their time against specific projects and tasks. However, the default time entry code is attached to all project hours behind the scenes. While you can configure additional time entry codes, you cannot enter project time against a time entry code other than the default time entry code.

Field

Definition

Effective Date

Select the effective date for the template. If no date is selected, Workday uses the current date.

Note

: Select the Add button, allows you to create additional effective dates for the template. An existing time entry template displays a Copy Effective-Dated Data button that will copy existing data from the current effective date and allow you to assign a new effective date.

Default Time Entry Code

You assign each time entry template a default time entry code to ensure all reported hours have an associated code. This code appears by default in the Time Type field on the time entry calendar. You do not have to manually select it.

When selecting a default time entry code, choose the code that employees use most often.

Keep in mind the following:

Users can override the default time entry code with any other time type they are eligible for.

Even though a worker can have only one default time entry code, a worker can report time against both hours only and in/out time entry codes, provided the worker is eligible for time code groups that contain both hours only and in/out time entry codes.

The default time entry code on a template does not have to belong to a time code group for workers to be eligible. It is automatically available to any workers eligible for the template.

Note

: If you have enabled project time on a time entry template, the default time entry code will not be available for time entry. Workers must enter their time against specific projects and tasks. However, the default time entry code is attached to all project hours behind the scenes. While you can configure additional time entry codes, you cannot enter project time against a time entry code other than the default time entry code.

Time Entry Section (Effective-Dated)

Define what tools and workers will use to report time both on the calendar and other methods.

In/Out Entry Options

Field	Definition
Allowable Types for Out Time	The time type workers use when reporting out time. Selections affect: The default in/out patterns you can select. Whether you can create time blocks for breaks and meals. Your options in the Time Shift section.
Default In/Out Pattern	The default in/out pattern displays in the In/Out Times section on the Enter Time by Week grid. The pattern does not apply to alternate time entry methods (such as Quick Add or Auto-fill). Workers can add or subtract rows, and change the out type according to the time entry template and time entry code.
Track In and Out times down to the second	Track seconds for all reported times, calculated times, and durations associated with the template.
Enable Optional Out Times	Configure the Out field as optional when entering time on certain time entry tasks. Displays as an incomplete time block on the time entry calendar.
Prevent Submission of Incomplete Time Blocks	Only available if you have selected Enable Optional out Times.

Time Clock Event Matching

Field	Definition
Maximum Time Block Duration (Hours)	The maximum number of hours between time clock events for Workday to match into time blocks. If not specified, Workday automatically populates a maximum of 24 hours.
Prevent Matching of Consecutive Check-ins	By default, Workday creates a time block from 2 consecutive check-in events. Workday treats the second event as a check-out using the details of the first check-in for the time block.
Warn Workers on Consecutive Check-ins	Select to have Workday warn workers if they check in consecutively without checking out. Selecting this checkbox enables the Warning Message field below.
Warning Message	Enter the message you want workers to receive when attempting to check in consecutively.

Time Off Calculations

Field	Definition
Enable Calculated Time Off	Select for Workday to include time offs in time calculations. Selections will enable the Run Calculations After Date field.
Run Calculations After Date	Specify the date (past or future) on which you would like time calculations to start running on time offs.

Note
: For more information on how to include time offs in time calculations, visit Workday Community and search for "Time Off in Time Calculations."

Worker Edits for Check In and Check Out Tasks

Selections made in this section allow workers to have flexible check-in and check-outs. Note that fields releavant to meals or breaks will only dispaly if an out type including meal or break is selected in the Allowable Types for Out Type field.

Field	Definition
In Time	Select this checkbox to allow workers to edit their check-in time within the allowed threshold.
Threshold Before Check-In (Minutes)	Enter the number of minutes a worker can check-in before their scheduled start time.
Threshold After Check-In (Minutes)	Enter the number of minutes a worker can check-in after their scheduled out time.
Out Time	Select this checkbox to allow workers to edit their check-out time within the allowed threshold.
Out Time (Break)	Select this checkbox to allow workers to edite their check-out (break) time within the allowed threshold.
Out Time (Meal)	Select this checkbox to allow worker to edit their check-out (meal) time within the allowed threshold.
Threshold Before Check-Out (Minutes)	Enter the number of minutes a worker can check-out before their scheduled out time.
Threshold After Check-Out (Minutes)	Enter the number of minutes a worker can check-out after their scheduled out time.

Shift-Based Check-In

Term	Definition
Enable Shift-Based Check-In	If the template is enabled for Workday Scheduling, selecting this checkbox will automatically populate shift details from Workday Scheduling.
Threshold Before Check-In (Minutes)	These fields are specific to Workday Scheduling and Workday Scheduling and Labor Optimization.
Threshold After Check-In (Minutes)
Default Location
Default Position

System Meals and Breaks

Field	Definition
Create Time Blocks for Breaks	Enable Workday to create time blocks for time recorded as breaks. Note: Only available if Break is an allowed out type.
Copy Worktags for Breaks	Automatically inherit worktags from the reported time block immediately before the break block.
Create Time Blocks for Meals	Enable Workday to create time blocks for meals to track the timing and duration of meal breaks. If selected, Workday generates the meal block once you create a time block following a meal. Note: Only available if Meal is an allowed out type.
Copy Worktags for Meals	Automatically inherit worktags from the reported time block immediately before the meal block.

Time Entry Restrictions

Field	Definition
Require Comments on Time Entry Changes	Select to require comments when creating, editing, or deleting time blocks.
Require Comments on Time Entry Changes Older Than (Up to 3 Days)	Specify the number of days before time entry changes require comment.
Restrict Check In Before Scheduled Start Time	Activate to prevent workers from checking in earlier than a set threshold before their next shift start time.
Threshold Before Restricting Check In (Minutes)	The number of minutes before the start of the next shift that workers can check in. Example : You set the threshold to 5 minutes. A worker is scheduled for 2 shifts: 03:00 to 06:00 10:00 to 12:00 The worker can check in any time between 02:55 and 06:00 for the first shift and between 09:55 and 12:00 for the second shift.

Worktags

Field	Definition
Enable Default Values for Related Worktags	Controls if related worktag default values populate during time entry. Do not select this checkbox if your organization requires workers to positively report their worktag values.
Enable Related Worktags for Project Time Entries	Select to enable Workday to automatically populate required and allowed worktag values when workers enter project time.
Primary Worktags	During time entry, Workday displays each primary worktag as its own prompt in the order configured in the grid.
Additional Worktags	During time entry, Workday displays each additional worktag together in a single prompt.

Business Process Section (Effective-Dated)

Define options that affect what happens when workers' time is submitted.

Field	Definition
Route Time Approval by Worktags	Workday creates independent events for the worktags you enter. You can use the worktags in the routing rules on the Enter Time business process definition so that time entries route to approvers by worktag.

Time Shift Section (Effective-Dated)

Many organizations pay overtime and other premiums based on hours worked in a shift, rather than paying overtime on a defined period.

Time shifts group in/out time blocks together to apply calculations and validations over time different from the time block, time day, time week, or bi-weekly period.

Important
: Time shifts can cross both day and week breakers.

Time shifts are different from the shift differential calculation, which is a way of tagging time worked that falls between a certain start or end time. They are also different from the work shift field on a worker's position, which tracks which shift a worker works. Use time shifts to drive eligibility for a particular work schedule calendar.

If you choose to use time shifts, you will define them in the Time Shift section on the time entry template.

Important
: Multiple shift definitions per template are not possible.

Totals Section (Effective-Dated)

Access the Totals section on the Time Entry Template to configure the totals that display on a worker's time entry calendar.

Totals

Think of these as daily totals. If configured, Totals display in the Hours field on a worker's time entry calendar. Totals are based on the calculation tags you select in the Included Calculation Tags field. If left blank, totals will reflect the reported time only. You can add calculation tags to reflect any calculated time.

Field	Definition
Totals Grid	Configure the Totals grid to display units of time for daily totals on the time entry calendar. You can select up to two units for Totals, add a custom label for the units, and select a primary unit. The primary unit selection displays below each date on the time entry calendar. Unit selections also display for managers when viewing and approving time.
Include Calculation Tags	If you include calculation tags, Workday will automatically select the Sum Based on Calculated Quantity checkbox. This will calculate the sums based on the calculated date from the quantities created with those tags. If you select the checkbox without including calculation tags, Workday will sum all available quantities. Additionally, you have the option leave both fields blank. If left blank, Workday only reports on the hours recorded during time entry.
Sum Based on Calculated Quantity	Selecting this checbox causes totals in the following areas to respect calculated dates rather than reported dates and non-midnight day breakers: Time worklets Time submission tasks The time review event header and the Daily Totals section in the time approval Inbox notification You can select the checkbox even if you do not select a particular calculation tag.

Additional Totals

Think of these as weekly totals. If configured, Additional Totals display on the Summary section of a time entry calendar. The totals displayed are based on the included calculation tags defined on the time entry template. Workday provides twelve totals for each time entry template, and you can include multiple calculation tags for each total.

In the Additional Totals Grid, you can configure the following:

Totals:
The numbers 1-12 control the display order.

Include Calculation Tags:
Select one or more calculation tags (that use the same unit of measure) to total.

Label:
Name the totals that workers view on the time entry calendar, and elsewhere during time entry.

Note
:

Only time blocks or time offs with associated calculation tags sum in totals.

Calculation tags drive totals configuration. So, a time entry code must have a default calculation tag for the associated time to calculate in totals.

Do not add temporary calculation tags to the time entry totals.

Eligibility Section (Effective-Dated)

Specify worker eligibility by selecting one or more time tracking eligibility rules.

Calendar Section (Noneffective-Dated)

Define how workers can report time and what indicators should appear on the calendar.

View Options

Field	Definition
Primary Calendar	Select from Classic or Period. Selecting Classic displays the traditional time entry calendar layout. While selecting Period will diplay the entire period of the worker's assigned period schedule (weekly, monthly, etc.)
Default Calendar View	Select if workers' time entry calendars should display with a weekly or a monthly view. Selecting an option in the Additional Enabled Calendar Views field will allow users to toggle between a weekly and monthly view.

Entry Methods

Time Entry Method	Definition	Considerations
Auto-fill from Prior Week	Select to enable workers to copy hours from a prior week to the current week.	You can copy up to 5 weeks in the past into a non-locked week.
Auto-fill from Schedule	Select to enable workers to copy hours from their work schedule to the current week.	Workers must be assigned to a work schedule calendar.
Quick Add	Select to enable workers to add several time blocks quickly with the same details for the week.	Hours-only time entry codes do not require the same amount for each day.
Enter Time by Week	Select to enable workers to use a weekly grid option to enter time for an entire week at once.	Displays the pattern defined on the template but allows for additional time entry codes.
Enter Time by Type	Select to enable workers to enter time for multiple time types at once for the current week. This option is only available for quantity-based time entry codes.	This method can only be used to report hours-only time entry codes or time offs.
Default Time Entry Method	Selections here will default a worker to that time entry method when submitting time.	You can select only the Enter Time by Type time entry method. You can view this option only if you select the Enter Time by Type checkbox.

Note
: Some conditions apply to both Auto-Fill options:

Workday does:

Clears existing time blocks for the current week (excluding time off entries).

Runs calculations and validations after copying time blocks.

Workday does not:

Delete time off entries entered for the current week.

Auto-fill time off entries.

Auto-fill locked days where the worker is not active.

Display the auto-fill option for a locked work week.

Resource
: For additional information on time entry methods, search: Reference: Time Entry Options on Workday Community.

Additional Options

Field	Definition
Auto Expand Payroll Costing Allocations	Select this checkbox to automatically expand the Payroll Costing as of the End of Week worklet on a worker's time entry calendar.
Hide Pay Date Indicators	Select this checkbox to hide the pay date indicators on the time entry template.
Hide Time Period Locked Indicators	Select this checkbox to hide the time period locked indicators on the time entry template.
Hide Time Period End Indicators	Select this checkbox to hide the time period end indicators on the time entry template.
Display Absence Balances	Select this checkbox to have the View Absence Balances option display in the Actions pull-down menu on the time entry calendar.
Include Scheduling Data	This field is specific to Workday Scheduling.

Business Process Section (Noneffective-Dated)

Define options that affect what happens when workers' time is submitted.

Field	Definition
Submit by Time Period	If selected, a worker will submit time based on the period schedule they are eligible for, rather than the weekly default.
Independent Events for Multiple Jobs	Select to create separate approval events for each job that has time logged against it during the week.
Submit Text	Allows you to configure the text that displays to users when submitting time using the calendar-based UI.
High Volume Confirmation Text	Select a message to display on the confirmation page when workers enter their time using high-volume time entry.
Effort Certifying Text	Allows you to configure the text that displays to users if including the Certifying Effort step in the Enter Time business process.
Allow Mass Auto-fill from Schedule	Select to enable the Mass Auto-fill from Schedule administrative task. The Mass Auto-fill from Schedule task: Allows administrators to enter schedule hours as worked time for large groups of employees. Automatically creates time blocks for groups of workers without any worker intervention. Therefore, workers do not need to physically enter time every week if they work their typical schedule. This feature can be especially useful when dealing with exception-only time reporters. It is helpful for workers whose work week begins after the process runs. The process auto-fills time blocks for the upcoming week, not the current week. When working with the Mass Auto-fill from Schedule task, you can: Configure the task on the time entry template in the Business Process section. Schedule the Mass Auto-Fill from Schedule Process to run at regular intervals. Choose to select the Exclude Workers on Leave checkbox. Select this checkbox to prevent Workday from filling time blocks for workers who have approved leave of absence events during the period you are auto-filling time for. Create time blocks from the schedule for new hires on the Hire business process, beginning on the hire date through the last day of the worker's first work week.

Projects Section (Noneffective-Dated)

When you select the Enable Time Entry by Project checkbox, workers can select their assigned projects and tasks from the Time Type prompt when entering time. The default time entry code for the time entry template does not display in the Time Type prompt because Workday automatically applies it to the project time.

Resource
: For additional information search for Set Up Project Time Entry on Workday Community.

Attestations Section (Noneffective-Dated)

In the Attestations section, define parameters to ensure workers are complying with meal, break, and end of shift policies and regulations by:

Defining validations to alert or prevent workers from checking in before their assigned meal or break time is complete.

Requiring workers to attest to their meals and breaks when they check out at the end of their shift.

Meal Break Rule Set Field

Define meal break rule sets to comply with legal or company regulations related to the number, length, and placement of meals and breaks within a worker's shift. Create rule sets using the

Create Meal Break Rule Set

task. Each rule set includes the breaks and meals for a shift of a specific length.

Meal Length Validations Field

Use the prompts to select meal and break length rules. Workers assigned to the template are eligible for the validations.

Create Meal Length Validations using the Meal Length option on the

Create Time Attestation Rule

task. Here you can:

Define if the validation is for a break or a meal.

Define the duration of the break.

Define the severity level.

Select what prompt workers receive if they check in too early.

Select response options to the prompts.

End of Shift Attestations

Apply to check in and check out time entry methods only. End of Shift Attestation rules require workers to answer questions at the end of their shift about whether they took their required meals and breaks or waived them.

Create End of Shift Attestations using the End of Shift Attestation prompt on the Create Time Attestation Rule task. Here define prompts and responses employees will receive when checking out at the end of their shift.

Tip
: Use the Maintain Time Attestations Prompts and Responses
task to create your own custom prompts and responses to use when creating attestations.

Note
: You can create calculated fields to use in calculations to create meal penalty time blocks for workers who waive or do not take their required meals or breaks.

Location Settings Section (Noneffective-Dated)

Enable geofences for mobile time entry. Define location parameters using existing locations, or enter custom coordinates.

Geofencing

Workday allows you to configure geofences for check-in/check-out on mobile devices with location services enabled. When configured, workers receive an error message when trying to clock in or out while outside of the geofence.

Configure location parameters on the Location Settings section of the Time Entry Template.

Define the latitude and longitude coordinates.

Define a radius for the geofence location. Workday recommends making each radius 100 meters or greater for improved functionality.

The remaining fields in this section: Enable Geofences by Scheduled Shift Location, Threshold Before Scheduled Start Time (Minutes), and Threshold After Scheduled End Time (Minutes) are all Workday Scheduling configuration considerations.

Validation Groups Section (Noneffective-Dated)

In the Validation Groups section, you have the option to select the validation group or groups that the time entry template should sit within.

Third-Party Scheduling Section (Noneffective-Dated)

The options in the Third-Party Scheduling section only apply if your organization uses a third-party scheduling system. If so, the options here allow you to import data from your third-party schedules and use time tracking worktag defaults.

Time Period Schedules

Workday Time Tracking uses period schedules to determine:

The dates that are open, locked, unlocked, and closed for time entry at any given time.

The period for submission (if submitted and approving time by period).

The periods available for mass submit and mass advance (via the UI task).

Open and Closed Dates for Time Entry

Control when the time entry calendar is available using the fields on the C reate or Edit Period Schedule task:

Field	Definition
Open Time Entry	Time frame when workers may enter time for the period. Leave blank if there are no restrictions.
Lock Time Entry	Time frame when workers can no longer enter time or change existing time entries. Workday recommends that you lock the period for payroll processing. Note : Workday provides an Exempt from Lockout feature for the payroll administrator or other exempt users. Exempt users must belong to a security group associated with the Time Tracking: Exempt from Lockout domain.
Unlock for Adjustments	The end of the lock period. The period reopens so users can adjust time entries. Corresponds with the completion of the payroll period.
Close Time Entry	The final close date for the period. The time period schedule is closed to all users and security groups. If the date and time is blank or is in the future, then the time period schedule is not closed. Use caution when removing or updating the close date and time as reopening the period allows eligible users to edit their time.

Note
: Period schedules always open, lock, unlock, and close in Pacific Time.

Eligibility for Period Schedules

Add eligibility on the appropriate period schedule in the Time Tracking section to allow a worker to enter time for that period schedule. A worker should only have one time period schedule. Workday does not prevent you from assigning more than one time period to an employee. Run the

Audit

- Workers with Multiple Time Period Schedules

report to identify workers with more than one period schedule.

When adding eligibility rules to a period schedule, keep in mind that the Eligibility field supports multiple selections. However, the field acts as an "And" condition. Meaning, that if you add multiple eligibility rules, workers must meet all the criteria in each rule to be eligible for the period schedule.

Enter Time by Period

Workday enables workers to use an intuitive calendar view that matches their Time Tracking period schedule to enter time in weekly, monthly, biweekly, or semi-monthly periods. This option enables workers to enter time for an entire pay period at once, simplifying the time-entry experience and reducing errors.

Submission by Period

On the time entry template, you can make configurations to submit time by period, rather than by week. In doing so, time entered by the worker during the defined period gets submitted for approval. Time calculations, however, will continue to run based on their assigned calculation period.

Generate Periods for Period Schedules

You can extend period schedules for up to 2 years using the

Generate Period Schedule Periods

task. The period schedule you wish to extend must have at least one period schedule configured before generating additional periods. The

Generate Period Schedule Periods

task automatically defines the period start date, period end date, and payroll payment date for generated periods.

On the

Generate Period Schedule Periods

task, select the period schedule you wish to add periods to and the number of periods you wish to generate. Once you select a period schedule, the Time Tracking section becomes available. Here you can enter additional details around open time entry, lock time entry, unlock for adjustments, and close time entry.

Note
: You can access the Generate Period Schedule Periods task directly from the period schedule. Select the period schedule's Related Actions icon, hover over Period Schedule, and then select Generate Periods.

Tip
: To load period schedules, you may also use the Put Period Schedules web service.

Configure Template Entry Options

Review the time entry options below:

Entry Type	Details	User Experience	Performance Considerations	Use Case
Quick Add	In/Out or Hours Only reporters. Add a series of time blocks with shared details to multiple days at once.	Users enter multiple blocks for the week at once with same time type, worktags, and in/out time or hours. Users have the option to adjust differences in each block.	Workday runs calculations and validations. Then refreshes the calendar.	Workers entering time on a weekly basis, for the same hours worked on multiple days.
Enter Time by Type	Hours Only reporters. Add multiple time blocks for different time types (or projects) for multiple days at once.	Users enter multiple time types for a day or multiple days at once in a week.	Workday runs calculations and validations. Then refreshes the calendar.	Workers entering time to multiple time types or projects per week. Workers who often use worktags or positions for time entry.
Micro Edit	In/Out or Hours Only reporters. Select any column or existing time block on the time entry calendar to open a Micro Edit dialog box, where you can enter or edit time.	Users create or modify a single time block directly from the calendar.	After the creation or modification of a time block, Workday runs calculations and validations. Then refreshes the calendar.	Workers entering time daily or multiple times a day. Workers making ad hoc updates to time entered via another entry method.
Enter Time by Week	In/Out or Hours Only reporters. A weekly grid entry format that allows you to enter time for an entire week at once.	Users enter multiple time types for multiple days at once within a week. Note : Enter time by week not support Project time entry or HVTE.	Workday runs calculations and validations. Then refreshes the calendar.	Workers who enter time weekly. Workers making ad hoc updates to time entered via another entry method.
Auto-fill from Schedule	In/Out or Hours Only reporters. Copy scheduled hours from the work schedule calendar, for days you choose, and apply to the current week, using the default time entry code. Overwrites any existing time, but does not overwrite time off.	Users enter time for the week based on their schedule. The only recognized out type for in/out times is Out. Note : To use this option, workers must be eligible for or assigned to a work schedule. You cannot enable project tracking for the template.	Workday runs calculations and validations. Then refreshes the calendar.	Workers entering time on a weekly basis where their reported time does not change significantly from their work schedule calendar. Note : You must maintain accurate schedules in Workday.
Auto-fill from Prior Week	In/Out or Hours Only reporters. Copy time blocks, including breaks for in/out times and times offs entered as a time type, from one of five previous weeks into the current week. Overwrites any existing time.	Time types, hours, and calculation tags copy forward to the current week. Option to copy forward comments and worktags. Does not copy time blocks with an inactive time entry code or for which the worker no longer qualifies.	Workday runs calculations and validations. Then refreshes the calendar.	Workers entering time on a weekly basis where their reported time does not change significantly from week to week. Workers entering similar project time from week to week.

Note
: Some conditions apply to both Auto-Fill options:

Existing time blocks using the existing default time entry code will be overwritten.

Workers can edit auto-filled entries and add rows.

Workday does not:

Delete time off entries entered for the current week.

Auto-fill time off entries.

Auto-fill locked days.

During a locked workweek, display the auto-fill option.

Security and Template Configuration for Calendar-Based UI Time Entry Methods

Time Entry Method	Time Entry Template?	Enter Time BP Security Policy?
Quick Add	Yes	Yes
Enter Time by Week	Yes	Yes
Enter Time by Type	Yes	Yes
Micro-Edit	No	Yes
Auto-Fill	Yes	Yes

For a role to use the initiating action on a worker, whether for self-service or on behalf of someone else:

The role's corresponding security group must have the correct access on the Enter Time BP security policy, and

The worker's time entry template needs to have the initiating action enabled. Giving you the flexibility to determine how different roles can enter time for different workers.

For example, this granularity of security configuration could mean that hourly workers in California cannot enter their own time using quick add. But Time Tracking Administrators and managers could use quick add to enter time on behalf of an hourly worker in California within their span of control. However, no one would be able to use quick add to enter time on behalf of hourly workers outside of California.

To achieve this, configure the

Enter Time

business process so that managers and Time Tracking Administrators can initiate quick add, but employee-as-self cannot.

Enable quick add on the time entry template for hourly workers in California. Roles with access to the

Enter Time

business process could use quick add for hourly workers in California, in this example managers and time tracking administrators.

The time entry template for hourly workers outside of California would NOT have quick add enabled. Even if a role had access on the

Enter Time

BP to use quick add, the time entry template would not allow its use on hourly workers outside of California.

Enable Worktag Entry

Worktags use keywords that enable you to define fields and field selections to categorize and report on transactions. In time tracking, you can use worktags to tag entered time for reporting and labor costing purposes.

Example
: You can enable workers to select a cost center when entering time. Payroll can then retrieve the cost center value assigned to the time blocks when pulling time for a pay run.

The following types of worktags are available in Workday:

Cost Center

Region

Program

Fund

Business Unit

Grant

Gift

Location

Job Profile

Custom Org

Custom Worktags

Note
: For more information, search Worktags in Time Tracking on Workday Community.

Maintain Related Worktag Values and Worktag Configuration on the Time Entry Template

If configured you have certain actions available at the Time Entry Template level to:

Default required worktags.

Require worktags on certain transactions.

And limit the number of worktag values displayed in the worktag prompt for your workers to select from during time entry.

Basic Setup Steps:

Access the Maintain Worktag Usage report. Select the worktag types you want to enable for Time Tracking.

Access the Maintain Related Worktag Usage report. Define Default Required, Required on Transaction, or Allowed Values Enabled for each worktag type.

Define related worktag actions for each individual worktag. For example, if you set Location as a Default Required on the Cost Center worktag type, edit the cost center and enter a default location.

On the Time Entry Calendar:

Select the Enable Default Values for Related Worktags checkbox.

Add Primary Worktags and review the sort order (up to 10).

Add any Additional Worktags.

Enter time for workers to review the results of the worktag configuration.

Note
: This topic is cross-functional and not covered in detail in this class. For more information on this feature, search Workday Community for Worktags in Time Tracking.

Worktag Configuration on Time Entry Templates

Identify the valid worktags for time entry in the Worktags section of the Create Time Entry Template page. By default, any worktag you enable on the template applies to time reporters who are eligible for the template.

Primary and Additional Worktags
Note the separate Primary Worktags and Additional Worktags sections. You have 10 primary worktags. Primary worktags will display with their own prompt in the order you define in the grid during configuration. Other worktags appear in a single prompt titled Additional Worktags.

Hide from Self Service Checkbox
Select this checkbox to prevent employees from being able to select their own worktags.

The worktag values you specify on the template are available to workers in the Details section of the time entry page when entering time. Workers can only enter time against active worktags.

Default Organizational Assignment

When selected, the worker's organizational assignment for this worktag type will default, superseding default worktag values from the time entry code.

Note
: If configured, Workday provides the option to assign Allowed Values for specific Worktag Types when defining worktag usage (using the Maintain Worktag Usage task, security access required). Using the Allowed Values feature enables the definition of a subset of Worktags that are relevant when using a specific worktag. For example, if you Allow Values for the Region Worktag Type, you can then select a set of specific worktag regions. These regions are available for workers to select when entering time. For more information, visit Workday Community.

Below is a list of available worktags and applicable conditions:

Worktag	Conditions
Cost Center, Region, Program, Fund, Gift, Business Unit, Grant, Project, and Custom Organizations	Maintain Organization Types > Costing: Use task to specify the costing organization types. Use as Financial Worktag: This option makes organization types available as worktags in financial transactions. Custom organizations cannot have other organizations as members. Available for Payroll Costing Allocation: Use this option to make organization types available for payroll costing allocation. Required for Payroll Costing Allocation: Use this option to make organization types required for payroll costing allocation. If selected, you must also select Available for Costing Allocation.
Custom Worktags 1-15	Use the Enable Custom Worktags task to specify the types of transactions and supporting data for which the worktag is available: Financial Payroll Time Tracking Select at least one usage to enable a custom worktag. To include worktags in payroll journal entries, they must include usages of both Financial and Payroll.
Job Profile and Location	Values provided by workers when entering time always pass to Payroll if the: Location entered in Time Tracking does not control tax withholding. Job Profile passes to Payroll for informational purposes only; it does not affect payroll calculation. The time entry calendar includes a separate Position field when a worker has multiple jobs. The worker's position passes to Payroll with the other time block information.

Note
: Share the 15 available custom worktags between Time Tracking, Payroll, and Workday Financial Management. You can enable eight available custom organizations as worktags for Workday Financial Management and then use in Time Tracking.

Touchpoint
: Since you share worktags between functional areas, choose to use a custom worktag to support Time Tracking carefully. Remember, just because Workday Payroll or Workday Financial Management are not in scope right now, a customer may uptake that functionality in the future.

Worktag Configuration on Time Entry Codes

You can prevent worktag usage with a specific time entry code and control other worktag behaviors at the time entry code level. Navigate to the

Create Time Entry Code

task, and select an entry option on the Advanced tab.

Ensure that worktag values meet the requirements for use by Payroll, if applicable. Conditions for passing worktag values from Time Tracking to Workday Payroll vary by worktag.

Entry Options	Definition	Example
Default Value	Assigns the value entered in the Value column. Workers can override this default value when entering time if you enable the worktag on the time entry template and enable self-service entry.	Cost all training hours to a particular cost center. By making the default value that cost center, all training hours will flow to Payroll and then to the general ledger with the correct cost center allocation.
Hidden	Makes a worktag unavailable for selection for time entered against a specific time entry code.	To prevent a worker from overriding the Location worktag when entering training hours, select the Location worktag on the Training time entry code and select Hidden.
Required	Requires workers to enter a worktag value when entering time against a time entry code.	All hours reported to a particular time entry code must specify a cost center.

Note
: Values entered for costing worktags that pass to Workday Payroll override any costing worktags that Payroll would otherwise assign to the worker. This is based on the worker's default costing allocations or based on any earning costing allocation rules. Only worktags defined for payroll costing pass to Payroll.

The Advanced tab enables you to refine the behavior of the worktags enabled on the time entry template using the following options:

Option	Definition
Allow Override Rate	Select to enable workers to override the default pay rate when entering time.
Currency	If you enable Allow Override Rate, specify the currency for the override rate. The currency displays on the time blocks on the time entry calendar. Note : If you do not specify a currency, Workday does not display a currency on the time entry calendar. It does, however, provide the default currency when sending time to Workday Payroll or Cloud Connect for Third-Party Payroll.
Do Not Allow Self Service Edit	Select the prevent self-service users from entering an override rate on their own time blocks. A user entering time on behalf of a worker will still be able to override the pay rate.
Allow Attachments	Select to enable workers to attach document time blocks that use this time entry code.

Enter Time Business Process

Enter Time

is a business process within the Workday business process framework.

The

Enter Time

business process is iterative. There are no cancellations, rescinds, or corrections.

Lock time periods during payroll processing to prevent non-exempt users from the lockout from entering new time or modifying existing time.

You can close time periods to prevent any users from entering new time or modifying existing time.

Users can enter, modify, or submit time for themselves or on behalf of another worker, if the day does not fall within a locked or closed period.

Time Entry supports self-service delegation and also allows you to delegate the initiation of the process on behalf of another worker. For example, a manager typically enters both their own time and time for their workers, but may delegate these tasks to an administrator.

Regardless of the method for reporting time, the required steps are: Enter Time, Submit Time, and Approve Time.

Task	Details
Enter Time	There are many different ways to enter time. Enter a time block into Workday using any of the methods covered in this chapter.
Submit Time	After entering the time, submit it using the Submit button on the time entry calendar. Submit time by week or by time period. The submission of time initiates the Enter Time business process. Resubmit time if deleting or clearing any time blocks from the time entry calendar. A reminder message to resubmit time will appear before navigating away from the calendar. The ability to submit time is its own initiating action on the Enter Time business process. A security group could enter time for a worker, but not submit it, or vice versa.
Approve Time	You can configure the Enter Time business process to route time for approval. Submitted time arrives in the approver's Inbox for review. Optionally, the Review Time report enables you to review and approve time for multiple workers at once as an alternative to the Inbox.

Display Position Information During Time Entry

To configure how Workday displays workers' position information during time entry, set up position display options through the

Edit Tenant Setup - HCM

task.

In the Position Display Options field, select an option to display during time entry, time approval, and on position-based time off requests. Selecting an option here will help multiple position workers and their time approvers to differentiate between positions.

In the Additional Info on Position Display field, select to display the worker's location or supervisory organization during time entry, approval, and on position-based time off requests.