Overview of Time Tracking

Overview

Workday Time Tracking allows for configurable options for time entry. How customers choose to configure their system and train their workers depends on: time entry and approval policies, expected volume of workers entering time during peak time entry periods, and in-scope integrations. In this chapter, we will explore the basics of the Time Tracking functionality and how time passes to other Workday applications. Then, we will review the available time entry options and considerations for usage.

Objectives

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

Describe the basic functionality of Workday Time Tracking.

Explain how time entry options impact user experience, business requirements, system performance, and Workday Time Tracking configuration.

Time Entry

Regardless of how you enter time into Workday, the following occurs during time entry:

Workday applies the configured default calculation tag creating a calculated time block.

Then, Workday runs time tracking calculations and applies time tracking validations.

Then, the time is submitted and approved.

Once submitted and approved the time details are routed to various areas in Workday, like: absence, reporting, and payroll.

Additionally, workers may request time off.

Again, Workday applies the configured default calculation tag to the time off.

And the time off hours are routed to other areas in Workday.

Time Types

Workers select a time type when entering time. These time types may differ based on your configuration.

Time Type	Definition
Hours Only time entry code	Enter elapsed time.
In/Out time entry code	Enter the time a worker arrived at and departed from work.
Project	Indicate time worked on a specific project.
Project task	Indicate time worked on a specific project task.
Time Off	Indicate time absent from work.

Time Blocks

When a worker enters time, Workday creates a time block on the calendar. A calculated time block identifies:

Calculated quantities of time

Time calculation tags that identify the type of time

Worktags associated with the time

Opening a time block and selecting the View Details button, allows you to view reported time, calculated time, and the history of the time block.

The appearance of the time block indicates the status of the time block:

Event	Description
Saved for Later	Gray line, gray shading, and "Not Submitted" Time saved for later.
Submitted	Gray line and "Submitted" Time submitted for approval.
Incomplete Time Block	Yellow line and "Needs Attention" You have selected the Enable Optional Out Times checkbox on the time entry template, and a worker did not include out time. The worker will need to add out time to complete the time block.
Unmatched Check-In	Yellow line and "Unmatched Check-In" You have checked-in for a shift, but have not yet checked-out.
Sent Back	Yellow line and "Needs Attention" Entries sent back. Enter a comment when sending entries back.
Approved	Green line and "Approved" Time approved in the system.
Paid	Green line and "Paid" Time paid through Workday Payroll.

Note
: Workday saves time in the worker's time zone even if a manager in a different time zone enters time for that worker.

Time Format

Workday allows you to control how to display time across your tenant using the

Change Preferences

task. The Default Hour Clock (from Locale) value default to your clock setting. In the Preferred Hour Clock field, select whether time is displayed in 12-hour or 24-hour time format.

Calendar-Based User Interface

The calendar-based user interface provides a visual representation of entered time, allowing users to enter, view, and edit their time.

Access the time entry calendar from:

The Time application.

The

Enter My Time

or

Enter Time for Worker

reports.

The

Enter My Time

or

Enter Time

options on the Time and Leave tab from a worker's Actions.

The ability to enter time on the time enter calendar depends on: time entry configurations, business process security policies, and whether you are using calendar-based time entry or high volume time entry.

Option	Description
Actions	A list of options for manually entering individual time entries for the week.
Auto-fill from Prior Week	Copy time blocks from one to five prior weeks into current week.
Auto-fill from Schedule Mass Auto-fill from Schedule	Copy scheduled hours from a worker's work schedule calendar using the default time entry code. You can specify which days to copy.
Clear	Clear time entries for the week, including time off entered using the Time Type prompt. This action does not clear time off entries entered using the Enter Time Off task.
Enter Time by Week	Use a weekly grid option from the time entry calendar when entering multiple time blocks quickly, and for a full week at once.
Enter Time by Type	Enter more than one time type at once. Used by Hours-Only time reporters to enter regular or project-based time. Auto-fill time from a prior week using this functionality.
Quick Add	Add time blocks with the same details for multiple days at once.
Review Time by Week	Workers can review time entries, along with any details such as worktags, by using the Review Time by Week option.
Micro Edit	Workers can quickly enter time by selecting any day on the time entry calendar.
Run Calculations	Manually have Workday run calculations for the week.

Check-In/Check Out

Hourly workers commonly use web time entry to track time worked via in and out times. When a worker checks in or out, Workday determines the date and time based on their time zone. Time zones default from a worker's location but you can override them on the worker profile.

Workday matches time clock events together and translates them into time blocks that display on the worker's time entry calendar.

Access the web time clock from:

The Time application in the Apps menu.

A mobile device.