In/Out Setup Components

Overview

This chapter will cover the configuration options available when configuring in/out only time reporters.

Objectives

After completing this chapter, you should be able to:

Configure setup components to enable in/out time entry.

Execute in/out time entry.

Define In/Out Patterns

For in/out time entry codes, specify an in/out pattern on the time entry template to:

Control the number of in/out time entry rows that appear by default on the Enter Time by Week time entry method.

Make specific out types the default to the time entry rows when using Enter Time by Week.

If designing a template for workers who must take breaks, select a pattern that includes two breaks, one before and one after a meal.

Regardless of the pattern selected, workers can always insert additional in/out pairs when entering time. They may also be able to change the out type depending on the Allowable Types for Out Time selected on the time entry template.

Configure Rounding Options

When the time entry method is in/out, there are two things to consider when determining how the system should round reported time:

Should Workday track reported in and out time down to the second for increased accuracy? By default, Workday tracks in and out times to the minute. Configure options on the time entry template.

How should Workday round reported in and out times before calculating the duration of reported time?

Workday uses the following rounding method:

Round each in and out time to the nearest rounding marker using the breakpoint to determine whether to round time up or down. If the reported time is less than or equal to the breakpoint, Workday rounds down. If the reported time is greater than the breakpoint, Workday rounds up.

Calculate the duration of the time block and any calculated quantities to a six-decimal precision. If you select No Rounding, Workday displays a six-decimal figure on the time entry calendar. Whole numbers display two decimal places.

The Custom Rounding option allows the configuration of In times to round differently than out times, using the delivered options available.

The table shows how Workday rounds time and calculates durations based on the specified rounding option.

Rounding Option	Rounding Example	Calculated Duration Example
No Rounding	Workday calculates the duration to the minute and converts it to six decimal places.	8:02 to 9:10 calculated as 1.133333 hours.
3 Minute Marker (1 min. breakpoint)	8:01 rounds down to 8:00. 8:02 rounds up to 8:03.	8:01 to 9:02 calculated as 1.05 hours.
5 Minute Marker (2 min. breakpoint)	8:02 rounds down to 8:00. 8:03 rounds up to 8:05.	8:02 to 9:03 calculated as 1.083333 hours.
6 Minute Marker (2 min. breakpoint)	8:02 rounds down to 8:00. 8:03 rounds up to 8:06.	8:02 to 9:03 calculated as 1.1 hours.
15 Minute Marker (7 min. breakpoint)	8:07 rounds down to 8:00. 8:08 rounds up to 8:15.	8:07 to 9:08 calculated as 1.25 hours.
30 Minute Marker (15 min. breakpoint)	8:15 rounds down to 8:00. 8:16 rounds up to 8:30.	8:15 to 9:16 calculated as 1.5 hours.

Time Clock Events

Time clock events describe a worker's actions on the Workday web time clock or a third-party time collection system. Workday matches time clock events together to create time blocks that display on the worker's time entry calendar. Once matched, submit or approve time blocks to make them available for payroll processing.

Creating Time Clock Events

To create time clock events, self-service users can:

Check in and out on the Time application located in the Apps menu.

Use their mobile devices to check in and out.

Manually add clock events using the Time Clock History report, if granted the appropriate security.

Other ways to create time clock events:

Use the Time Clock History report to add time clock events on behalf of workers, security permitting.

Use the Import Time Clock Events web service to load time clock events from an external time collection system or via EIB.

Check-In/Check Out

Hourly workers can use check in/check-out functionality via the web time clock to record their arrival and departure times, as well as start and end times on different tasks.

Payroll only picks up submitted time blocks entered via check in/check out, and once the Enter Time business process is complete. Workers can submit time from the calendar, but submitting time from the calendar requires navigating to the calendar after the final check-out for the week to submit time.

Workday recommends using Mass Submit to submit time for workers who check in/check out. We will discuss Mass Submit in greater detail in a later chapter.

Note
:
Consider the following:

Approvals are not mandatory.

You can configure the Enter Time business process to not route time for approval for check in/check out workers. Or,

You can configure a separate Enter Time business process for this group of workers.

If you are using mass submit with required manager approvals, provide time between running mass submit and the payroll completion deadline to allow managers to approve the time.

Flexible Check-In and Check-Out

Flexible check-in and check-out configuration allows workers eligible for check-in and check-out time entry methods, to edit their check-in and check-out times within a threshold you define. This is helpful to ensure workers are covered when there are delays between when they arrive at work and checking in or between checking out and leaving. Allowing workers to make these changes for themselves, saves time for managers and administrators.

On the Time Entry Template, in the Time Entry section, in the Worker Edits for Check In and Check Out Tasks the following fields are available to define the check-in and check-out thresholds:

In Time.

Threshold Before Check-In (Minutes).

Threshold After Check-In (Minutes).

Out Time.

Threshold Before Check-Out (Minutes).

Threshold After Check-Out (Minutes).

Threshold values can range from 0 to 120 minutes.

Example
: Say you select the In Time checkbox, and then set a 15 minute Threshold Before Check-In (Minutes) and a 15 minute Threshold After Check-In (Minutes). This allows workers to manually change their check-in time to any time 15 minutes before or 15 minutes after the time Workday recorded as their check-in.

Note that enabling flexible check-in and check-out prevents you from using shift-base check-in or geofences by scheduled shift location.

Mobile Check In

Workday recommends enabling Standard Mobile Check In when checking in and checking out is in scope. To enable it, access the Edit Tenant Setup - HCM task. When selected, a user's check-in/out interaction on the desktop closely mirrors the cleaner mobile check-in/out experience.

You can disable the ability to check-in/out from mobile applications, even if you have check-in/out capabilities enabled on the desktop. Disabling can help reduce check-in/outs from unapproved locations, if not using geofencing. Disabling also allows customers with nonexempt employees more options to enhance compliance and increase revenue.

To disable, select Disable Check In/Out on Mobile under the Edit Tenant Setup - System task.

Note
: For more information on Standard Mobile Check In, visit Workday Community.

Geofencing

Workday allows configuration of 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 tab 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.

Note
: There are additional mapping features for geofencing available via the Third-Party Map Innovation Service for those using Innovation Services. For more information on this feature, search for Mobile Check-In and Check-Out Geofence Map on Workday Community.

Allowing Additional Time Entry Methods

Although not recommended, Workday does allow workers access to both the web time clock and the time entry calendar.

Giving a role access to the calendar allows access to enter all time via the calendar. Time entered via the calendar does not have start and end times derived from Workday system date and time. Users can become confused when presented with too many time entry options.

To determine if a worker can access both time entry options, depends on business requirements:

Does the worker need to enter an hours-only or unit-based time entry code?

Does the business need to closely control when time tracks to the minute or second?

Does the business want to allow time entry and edits via the calendar?

Workday recommends either allowing self-service check in/check out or time entry via the calendar, not both. It may make more sense to restrict access to enter time via the calendar to just managers or timekeepers.

Dealing with Tenant Downtimes

Workday has planned weekly service updates every Friday/Saturday from 11pm - 3am Pacific Time.

During the weekly service update, the tenant is not available to any user, including users who check in and check out.

When check in/check out is in scope, create a process for what to do when a worker cannot access the tenant.

To enter time for these users once the tenant is available again, either add clock events or create a time block directly on the calendar.

Tip
: Recall that the Workday Time Kiosk app supports worker check ins and outs during tenant downtimes.

Workday Time Kiosk

The Workday Time Kiosk app provides a central location for workers to check in and out without using their own mobile devices. Workday Time Kiosk is available for download on an iPad. Workers use their employee IDs to check in and out using the app. Workday records these check ins and outs as time clock events.

Additionally, the Time Kiosk provides a reliable backup for recording check ins and out during Workday scheduled downtimes allowing workers to record their time during downtimes. The Time Kiosk app stores data when offline and automatically transmitsa the data to the tenant once back online.

The Workday Time Kiosk supports:

Check in.

Check out.

Check out for break.

Check out for meal.

Early check-in restrictions.

Multi-position workers.

Time entry template default values for:

Time entry codes.

Worktags.

Resource
: For more information on setting up Workday Time Kiosk, search Worday Community for Workday Time Kiosk.

Time Clock Event Integration

Another way to load Time Clock Events (TCEs) into Workday is via external clock devices using the Import Time Clock Events web service. This web service allows for both the loading of new time clock events and modification or deletion of existing time clock events. After loading TCEs, Workday validates them and then, if possible, matches them to create time blocks and run calculations.

For Workday to bring in and process external TCEs:

Bring in time clock events, not time blocks.

Batch TCEs together in batches of no more than 150 at a time.

Load batches frequently (every 2-5 mins) for best performance.

Send TCEs in the order they occur.

Load batches during off-peak hours, if possible.

Performance testing will need to occur for customers who plan to load more than 5,000 TCEs per hour.

Similar to time entered via the web time clock, you must still submit time loaded via the TCE. Also complete the Enter Time BP before payroll can pick up time blocks. Workday recommends using Mass Submit to submit time for workers who have their time loaded via the TCE integration.

Decide Where to Make Changes.

If maintaining changes in the time clock system, build the ability to edit/delete TCEs into the integration if loading time clock events into Workday on a frequent basis. Otherwise, time clock events will load into Workday periodically in large volumes, which could have negative performance impacts during critical time tracking and payroll processing periods.

If you plan to maintain changes to TCEs in Workday, workers or managers will be entering time and then maintaining it in two different systems.

Invalid Time Clock Events

The time clock event integration will load time clock events that are missing key data points (e.g., time entry codes) rather than reject a file. These time clock events will load as invalid. You can manage invalid events online in Workday after the time clock event integration runs. Determine who will manage invalid time clock events and when during process management will occur.

Tip
: Consider using the Unprocessed Time Clock Events
or the Maintain Invalid Time Clock Events
reports to assist you in taking appropriate action for unprocessed time clock events.

Security

You can modify security for time clock-related tasks using the following domains:

Task/Feature	Employee Self-Service Domain (if applicable)	Worker Data Domain
Check-In Check Out Mobile and Web Time Clock	Self-Service: Time Clock	N/A
Add Time Clock Event Note: This feature allows users to modify the time and date of the TCE, rather than the Workday date and time stamp.	Self-Service: Add Time Clock Event	Worker Data: Add Time Clock Events
View Time Clock History Edit Time Clock Event	Self-Service: View/Edit Time Clock Events Note: Select Modify on the domain's security policy to enable users to edit certain features of TCEs. Self-service users can never edit the date and time stamp of the event.	Worker Data: View/Edit Time Clock Events
Delete Time Clock Event	Self-Service: Delete Time Clock Events	Worker Data: Delete Time Clock Events
Match Time Clock Event	Self-Service: Match Clock Event	Worker Data: Match Clock Events
Maintain Invalid Time Clock Event	N/A	Maintain: Time Clock Event Errors
Put Time Clock Events Web Service	N/A	Process: Time Clock Integration

Time Clock Event Administration

Time Entry Template Optional Setup

You can specify Time Clock Event Matching options for check in/check out and TCE Integration workers on their time entry template:

Field	Definition
Maximum Time Block Duration (Hours)	Enter the maximum number of hours that time clock events can be apart for Workday to match them into a time block. If you do not specify a maximum, or if you specify a maximum of 0 hours, Workday defaults to a maximum of 24 hours. You cannot specify a maximum greater than 24 hours.
Prevent Matching Consecutive Check-Ins	Select to prevent Workday from matching consecutive check-in events. Leave this checkbox cleared if you want to perform transfers. By default, Workday creates a time block from two consecutive check-in events. Workday treats the second event as a check-out and uses the details of the first check-in for the time block.

Matching Time Clock Events

When adding a new time clock event, Workday:

Attempts to find a matching clock event.

Links the two events to create a time block, which displays on the worker's time entry calendar. The time block created from time clock events behaves identically to time blocks a user manually adds.

When creating a time block, Workday:

Honors the time entry code's rounding option and runs time calculations.

Generates an

Enter Time

business process event for the week containing the time block, once submitted.

Unmatched Check-ins

In the case of two check-in events in a row, Workday treats the second like a check-out and creates a time block with the details of the first. Enabling workers to check in to another task without having to check out of their current task.

If Workday cannot find a matching clock event, the clock event remains unmatched until the user adds another event that can match it. Unmatched clock events do not create time blocks, trigger calculations, or initiate business processes. However, they will display on the time entry calendar as "Unmatched."

An unmatched clock event usually indicates there was an error during time entry, which could result in a worker being under or overpaid. You must clean up unmatched clock events before payroll processing.

Tip
: Consider using the delivered report Unmatched Time Clock Events to find and resolve unmatched TCEs.

Editing and Deleting Time Clock Events

You can clean up unmatched time clock events, and add, edit, or delete time clock events ad hoc. When cleaning up unmatched time clock events, the micro-edit functionality will allow a user to create a time block from the unmatched event on the time entry calendar.

You cannot edit or delete the clock event once it has a matched clocked event or a created time block. You can update the time block's details. The time block updates with your changes, but the underlying clock events remain unchanged.